New to UCLA

The goal of the UCLA Campus Purchasing is to acquire (buy, lease, rent, or lease-purchase) goods and services our UCLA departments need at the lowest economical cost consistent with quality and time considerations. We research markets for new products, ideas and efficient sources, which will result in cost savings and improved patient care, academic programs and research. 

VENDOR GUIDE

How to Become a Vendor with UCLA

Click each step to learn more:

  1. Check UCLA requirements and Accepted Products & Services List
  2. Submit documents online
  3. Find an opportunity and submit a bid
  4. Win the bid and get your first PO

 

1. Check UCLA Requirements & Accepted Products & Services List

This step is to verify your qualifications to become a vendor with UCLA and to ensure you have correct goods and services that UCLA purchases.

  • Verify your product or service is on the Accepted Products & Services List

    Important: UCLA Campus Purchasing does not oversee capital programs or hospital/medical purchasing.

    UCLA Capital Programs
    1060 Veteran Ave, Los Angeles, CA 90095
    Contact Tel: (310) 310-7015

    UCLA Medical Center
    Materiel Management West Medical Building
    10920 Wilshire Blvd., Ste. 750
    Los Angeles, CA 90024
     
  • Check your compliance with UCLA Insurance Requirements
  • Ensure you have a business license or trade professional license that may be required for work

Additionally, please review:

 

2. Submit Documents Online

Please prepare the following:

Please send above mentioned documents to:

UCLA Campus Purchasing, Attn: UCLA Small Business Office
10920 Wilshire Boulevard, Suite 650
Los Angeles, CA 90024-6508
Email: purchasing@finance.ucla.edu
Fax: (310) 794-8020

Campus Purchasing will acknowledge the receipt of your documents.

 

3. Find an Opportunity & Submit a Bid

Purchasing at UCLA is decentralized. For business opportunities below $100,000, you will be invited to participate in the bidding process as opportunities present themselves.

For business opportunities over $100,000,  browse postings on SciQuest, a public bidding site for UCLA, UCOP and other UC campuses.  Registration is free.

The bidder is responsible for contacting the buyer listed on the bid to obtain all information related to the particular solicitation. Email the Campus Purchasing buyer identified to register to receive more information or notices regarding a particular Requests for Quotation (RFQ), Requests for Proposal (RFP) or Requests for Information (RFI). Indicate the title or number of the solicitation and provide your name, company name, mailing address, phone, fax and email address.

Bid documents are available from Campus Purchasing. Bids must be submitted in a sealed envelope; fax and email submissions will not be accepted. Campus Purchasing must receive bids on or before the specified bid closing date and time.

Note: Requests for Quotation (RFQ), Requests for Proposal (RFP) and Requests for Information (RFI) appearing online may be incomplete. Drawings and specifications may not be included as part of the bid document. Addenda and other notices issued after the initial publication of the solicitation may not be posted on this web page. We do not maintain a bidders list for future bids. Please check this website regularly for new opportunities.

Please read more about proposed amendments to competitive bidding requirements.

4. Win the Bid & get Your First PO

When you win a bid and/or receive a request for your product or service from a UCLA department, you will be set up in BruinBuy as a vendor. The process is initiated by the buyer and completed by UCLA Accounts Payable. You must submit a separate W-9 form and EFT form to be assigned a VCK, Vendor ID number. A requisition will be created by the departmental buyer and then approved by the Campus Purchasing department, which will result in the Purchase Order. The next step is to register on the Self-Service Vendor Invoice Portal, which is only accessible when you have your first PO number.

 

Electronic invoicing with Transcepta

UCLA has partnered with Transcepta Global Supplier Network to receive invoices electronically. Approved suppliers will no longer need to mail paper invoices to UCLA and can now submit invoices through the Transcepta network, where it is converted to an invoice format that feeds into the UCLA Financial System.

Transcepta registration is free and does not require changing invoice formatting or any technical enhancements. Transcepta offers several secure online methods for sending invoices including email, virtual printer, EDI or web entry. Transcepta will guide suppliers through determining what invoice submission method best meets their needs.