UC Janitorial Supplies RFPAttachment 1

Campus Profiles

UC San Diego

Total Annual Janitorial Purchases $750,000

Total Purchases ($) Paper Products $450,000 Liners $100,000 Supplies / Equipment $150,000 Kitchen Products $ 50,000

Storehouse:

Average Lines Per Order: Storehouse Inventory General Catalog 30 2.9

Average $ Amount Per Order: $ 7,300 $ 150

Total Annual Orders: 50 to 60 200

Ordering Process:UCSD Storehouse provides for two ordering processes: Storehouse Inventory Orders and General Catalog Orders.

Storehouse Inventory Orders:Automated inventory orders are dispatched to vendor weekly based on item computer balances. These balances are matched against established order points and order quantities to provide for a 99.5% fill rate and an inventory turn of approximately 12 turns. Ad-hoc orders for 1-3 items may be placed as required. Each inventory order is assigned a one-up Storehouse purchase order number. This PO number is used to track receipt and payment processes. Currently the inventory PO is faxed to the vendor for fulfillment and next business day drop ship to the Storehouse Receiving dock.

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General Catalog Orders:UCSD Storehouse provides for the web content management of the hosted vendor’s catalog via a catalog file transmittal. No third party or “punch out” functions are required. Campus customers order supplies directly with the Storehouse by accessing the Storehouse on-line shopping site at http://storehouse.ucsd.edu or by speaking with a Storehouse CSR (customer service representative). E-mail and fax orders are also accepted; however, all orders are processed through the web site.

If a customer orders an item that is stocked in Storehouse inventory, the item is automatically cross referenced to the stock item and filled from Storehouse inventory.

Currently, the Catalog PO’s are faxed to the vendor at 4:00 pm for fulfillment and next business day drop ship to the Storehouse Receiving dock. Each individual customer order is labeled and packaged with a packing list. No orders will be accepted by the vendor directly from campus departments.

Billing Process:UCSD Storehouse employs its own Accounts Payable staff. The Storehouse currently receives paper invoices and statements for reconciliation and payment authorization.

The Storehouse uses a unique computer system and program to manually track and record the receipt of orders placed solely through the Storehouse. This program also provides a manual key-entry payment system whereby purchase orders are “tagged” for our campus Administrative Computing Department. This “batch feed” is then transmitted to General Accounting where a check to the vendor is cut and mailed.

Customer Service Process:UCSD Storehouse employs its own Customer Service Representatives (CSRs). There are 4 full-time employees who serve as liaison between customers and vendors regarding requests from product information. CSRs assist customers with web site navigation, search for products, and enter web site orders via phone, e-mail, and fax. They remain current on product lines and pricing through internal training. In addition, they accept, investigate, and resolve customer complaints and provide on-going training and consulting services to our on-line customers.

Delivery Requirements:All deliveries to UCSD will be drop shipped to UCSD Receiving dock at 7835 Trade St., San Diego. No vendor trucks will deliver directly to campus departments.

E-commerce Requirements:It is the intent of UCSD Storehouse to implement E-Commerce with automatic Purchase Order dispatch and payment reconciliation in the near future.

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HDS (Housing & Dining Services):Average Lines Per Order: Inventory

60

Average $ Amount Per Order: $ 500

Total Annual Orders: 700

Ordering Process:UCSD Campus Housing & Dining Services (HDS) provides ordering processes for all the Housing Services custodial locations and Dining Services units.

HDS Orders:Automated inventory orders are dispatched to vendor weekly based on need of each location for Dining Services. Housing will order on as needed basis.

All HDS orders are placed on annual blanket Purchase Orders. A PO number is used to track receipt and payment processes.

Billing Process:UCSD HDS employs its own Accounts Payable staff. Each area currently receives paper invoices and statements for reconciliation and payment authorization.

Dining Services uses a unique computer system and program to manually track and record the receipt of orders placed solely through the Dining Service units. This program also provides a manual key-entry payment system whereby purchase orders are “tagged” for our campus Administrative Computing Department. This “batch feed” is then transmitted to General Accounting where a check to the vendor is cut and mailed.

Delivery Requirements:All deliveries to UCSD will be drop shipped to UCSD HDS receiving areas, which could be as many as 22 different locations. Vendor trucks will deliver directly to campus HDS locations.

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UC Irvine

Campus Web Site: http://www.uci.edu/

UC Irvine is located on 1,489 acres just a few miles from Orange County Airport (SNA). The campus is the 4th largest in the UC system with 23,000 students and 6000 faculty and staff members.

The UC Irvine map is available at: http://www.uci.edu/campusmap/UCI.pdf

The numbers provided below include transactions processed via purchase order and purchasing card during our 2004 fiscal year. The majority of orders are paid using a purchasing card. Storehouse, Facilities Management, and Housing are the primary buyers of janitorial supplies.

Total Annual Purchases - $400,000 Total # Annual Orders - 800 (including Blanket PO's)Rush orders as a percent of total orders - <10%

Ordering Processing Description - Orders are placed by departments using a purchasing card or purchase order and delivered to the department. Most supply orders are currently placed over the phone.

The Storehouse provides one point of contact for all of its orders. These orders are paid using the purchasing card and delivered to the individual departments.

Billing Process Description - Purchasing cards aside, EDI invoicing is the second in the list of preferred billing methods. We currently accept paper invoices, but we are seeking to eliminate them.

Customer Service Process Description - When service issues arise the supplier needs to work directly with the individual that placed the order. We expect that most service issues will be resolved within 24 hours.

Delivery Requirements - UCI will require direct delivery to departments. Not all buildings have loading docks and no delivery vehicles are allowed to drive around the outer and inner ring roads surrounding Aldrich Park (see map noted above). These ring roads can only be crossed using appropriate access roads. Most suppliers find that trucks 24 feet or less with a lift gate work best. The majority of large orders will be delivered to Facilities Management or Storehouse.

E-commerce Requirements - We are currently running a pilot program with AcquireX (an application service provider) and have established a punch-out process to the UC catalog sites managed by several large laboratory suppliers. We are using the purchasing card as the payment method for all of these orders. The orders are sent to the suppliers using an XML transaction. Even if we decide not to continue with AcquireX, UCI expects the selected supplier to provide a web-based catalog, accept purchasing cards, and provide level 3 data reporting. Our goal is to have 80% of all transactions processed on-line using the purchasing card for payment.

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UC Riverside As a major research university and national center for the humanities, UC Riverside offers a exceptional environment for both undergraduate and graduate students interested in a supportive, collegial learning environment with nationally and internationally recognized faculty dedicated to the highest standards in research, teaching and public service.

Located on nearly 1,200 acres at the foot of the Box Springs Mountains in Southern California, the park-like campus provides convenient access to the vibrant and growing Inland region. This is an ideal setting in which to study, work and live in a community steeped in rich heritage, offering a dynamic mix of arts and entertainment, and an opportunity for affordable living.

Enrollment at more than 17,000 total, includes about 15,000 undergraduate and 2,000 graduate students. About 60 percent of bachelor's degree recipients finish within four years, and about 33 percent of the recipients finish in one additional year.

Academic Programs: UC Riverside is comprised of the College of Humanities, Arts and Social Sciences; the College of Natural and Agricultural Sciences, the Marlan and Rosemary Bourns College of Engineering; the A. Gary Anderson Graduate School of Management; and the Graduate School of Education. The campus offers 109undergraduate degree programs in 77 majors, nearly 50 master's degree programs, 38 Ph.D. programs and 13 state teaching and administrative credentials. University Extension offers continuing education to the community as well as English instruction to thousands of international students each year.

Economic Impact: UC Riverside is the second largest employer in Riverside County with approximately 6,641 regular employees (2,212 student employees) 4,263 employees by full time equivalent. Salary and wages for faculty, staff and students in 2002-2003 totaled $214.9 million. $103.6 million was paid to employees who reside in the City of Riverside, 57 percent of UCR's total gross payroll.

Community Involvement: More than 100,000 people annually visit the campus to attend events, performances and conferences, and visit cultural facilities. More than 3,000 students contributed over 21,000 hours of service to the community in student organization activity and more than 126,000 community service hours were contributed through the Career Services Intern program.

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Estimated annual usagePaper Towels: $77,765Toilet Tissue: $64,681Can Liners: $18,569Toilet Seat Covers: $13,371Facial Tissue $1,591Total $175,977

Total employee baseAcademic 2,212Career 4,263

Number of Purchasers  20Delivery locations 10Total estimate number of requisitions per year  65Average items per requisition   5Average dollar amount per order $2,700

Rush orders as a percent of total orders <.3%

Order Process Faxed over to vendor daily

Billing ProcessMonthly Summary Billing

Delivery RequirementsDelivery to receiving dock

E-commerce requirementsNone currently, but would like to find out the feasibility of integrating our

internal (departmental) ordering system with a vendor web system.

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UCLA

Campus Website : http://www.ucla.edu

Known for academic excellence, UCLA is a large and complex University devoted to scholarship, research, and public service. UCLA, one of the top-ranked research universities in the world, is located on a 420-acre (190 buildings) campus in the Westwood Village area of Los Angeles. UCLA has an enrollment of 38,000 students during the regular school year with up to 15,000 students enrolled during the summer sessions. Each fall, approximately 10,000 new students are welcomed to UCLA. In addition, each year approximately 93,000 University Extension (UNEX) students take courses from UCLA. The faculty and staff population at UCLA is approximately 26,000. In addition, many thousands of people attend conferences at or visit UCLA each year.

UCLA is part of the University of California system. The University and our faculty consistently receive national and international recognition. Our students represent the highest levels of scholastic preparation and achievement. Our research program is renowned and has yielded major breakthroughs in virtually every field of inquiry. UCLA’s outstanding libraries, health-care facilities, continuing-education programs and volunteer outreach efforts make us a service leader. Additionally, Bruin athletic teams repeatedly achieve national rankings.

In 2000 UCLA began purchasing services for the University of California Office of the President (UCOP) located in Oakland, CA .

Dispenser Requirements:

UCLA will require the successful bidder(s) to provide at no cost a minimum of 1000 dispensers for year 1 and thereafter a minimum of 600 dispensers a year at no cost during the contract. If UCLA does a total conversion to a new supplier and their product does not fit the existing dispensers then that supplier will need to provide at no cost a minimum of 4,000 dispensers during year 1 and thereafter during the contract a minimum of 600 dispensers a year at no cost.

About UCLA Purchasing and Receiving:

The central UCLA Procurement Department for campus departments provides a range of procurement services including: sourcing, solicitation of bids, contract award and administration, and order placement. A separate Purchasing Department serves the UCLA Healthcare Services.

Purchasing web page: http://purchasing.ucla.edu

E-Commerce: Perfect Commerce (see attachment 1a) Ordering process requirements:

1. Low Value Orders (LVO)

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All departments have a low value delegation of $2,500 per order and $5,000 per order if processed in BruinBuy

2. Phone orders are considered necessary, vendor must accept

3. Fax orders are considered necessary, vendor must accept

4. PAC – Purchasing Accounts Payable Component system is a mainframe system implemented to Campus users in 1992-1993. Accounts Payable and Central Purchasing were using the system since the late 1980’s and the campus wide implementation allowed for three way electronic matching from ordering, receiving to payments. PAC has matured over the past 9+ years where the next transition was to move to a web-based front end to PAC called BruinBuy.

5. BruinBuy – UCLA’s eCommerce application, BruinBuy is commerce One’s Marketsite/Buysite 6.5 and catalog managed content is provided by Perfect Commerce. BruinBuy is a web-enabled integrated product including shopping basket and managed catalog content. BruinBuy encourages leveraged contract purchasing. UCLA went live with BruinBuy on 6/13/2001 and today hosts 26 vendor catalogs. Vendors are required to pass files to Perfect Commerce per vendor specific UCLA requirements. Purchasing Buyers manage vendor catalogs per assigned commodities.

BruinBuy also allows campus users to purchase “ad hoc” special request items needed for research. Special UCLA user defaults pre-populate necessary fields for Vendor delivery, contact names, phone numbers and bill to address. Ordering via BruinBuy Special Requests allow users to FAX orders from BruinBuy to assure vendors that orders are properly validated.

UCLA BruinBuy Catalog and Special Request Orders totaled $245 million ($20.5 million per month average) and 177 K transactions (14.5K per month average) transacted via eCommerce for the last fiscal year (03-04).

Starting in late 2004 UCLA will upgrade BruinBuy to Commerce One JAVA Procurement 5.6

6. P-Card -P-Card is a charged card-based system that can be used to procure low dollar items or to make purchases that might otherwise require petty cash or up- front check requests. It can be an effective tool for emergency purchases. P- Card use is not intended to be used for items that can be purchased via BruinBuy electronic catalogs. Departments are required to complete a card request application. Applicant names are reviewed by a central committee prior to card issuance. UCLA, UCOP and UC Merced have about 450 cardholders and spend about $4million/year. UCLA customers should not be using the P-Card for custodial product purchases.

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7. Receiving hours are 6:30 a.m. to 2:30 p.m. and varies by department and dock. About receiving process requirements

UCLA Departments use central, cross-dock, and desk top receiving/delivery processes for the 15-20 “ship to addresses” that exist for custodial products and the majority of shipments (i.e. 90%) fitting the description of bid option 2 on page 16, but not as a central storehouse to the campus. UCLA does not have a central storehouse.

Major/large departments have THEIR OWN central receiving locations at which they will re-deliver within their area on a desk top basis.

Some departments will use THE CAMPUS central receiving location to have their items cross-docked with other items then they will be re-delivered to their own central receiving location or on a desk top basis.

Payment/settlement process requirement

EFT: Electronic Funds Transfer or Wire Transfer capability is required. EDI: Electronic Data Interchanged is used with high transaction volume suppliers. P-Card: Authorized Clearing House (ACH) payments are made to the bank

daily except for holidays. Proof of shipment, packing list, receiving documents, etc. are required as part of the

process

Palletization requirements

Tallest Pallet = 83 inches The configurations below will allow for double stacking

Description

Height (Number

of Layers)

Number of Boxes per layer

Total number of boxes per

palletPallet Size

(Inches)         

PAPER, 2-PLY TOILET TISSUE (48 ROLLS/CS) 5 6 30 40" X 48"         

PAPER, MULTIFOLD TOWELS - WHITE (20 PKGS/CS) 8 5 40 40" X 48"         

PAPER, ROLL TOWELS - NATURAL (12 ROLLS/CS) 5 8 40 40" X 48"         PAPER, SINGLEFOLD TOWELS - NATURAL (15 PKGS/CS) 8 5 40 40" X 48"         LINERS, 23 X 10 X 39 (250/CS) 8 8 64 42" X 48"         

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LINERS, 23 X 17 X 48 6 7 42 40" X 48"         

LINERS, 15 X 9 X 23 PBL 48 TRASH BAGS 9 9 81 42" X 42"         

LINERS, 9 X 5 X 16 SANITARY TRASH BAGS 9 8 72 35" X 48"

e-Commerce Profile for UCLA (sample of agreement that will be included in contract)

CAMPUSWIDE e-COMMERCE SERVICE LEVEL AGREEMENT FOR BRUIN BUY at UCLA

THIS e- Commerce SERVICE LEVEL AGREEMENT (“Agreement”) is made and entered into this 1st day, of ____________, by and between The Regents of the University of California, Los Angeles campus (“UCLA”), and __________________________(“Supplier”), with its principal place of business at _____________________________________________________________________________.

1. GLOSSARY OF KEY TERMS: Account Manager AIS BruinBuy Business Day BuySite Catalog Management Content CUP Electronic Catalog E-Marketplace Exchange (Trade Exchange) File Based Integration Horizontal Portal Integration Managed Content Portal PUP Roundtrip Special Request Static Catalogs Supplier Adoption Supplier Agreements Trading Portal Vertical Portal

As used in this Agreement and appendices and attachments which becomes a part of it, the following terms have the following meanings:

Account Manager -means the Supplier employee, satisfactory to UCLA, whom Supplier designates

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to UCLA the person with overall responsibility at Supplier managing the UCLA, UCOP and UC Merced/Supplier relationship under this Agreement.

AIS – Administrative Information Services is UCLA’s information technology department that manages the BruinBuy system, including maintenance, production support, troubleshooting, enhancements, catalog management and testing.

Business Day - shall mean Monday through Friday, between 8:00am – 5:00pm, excluding UCLA and Supplier observed holidays. Supplier shall provide a Supplier holiday schedule on or before each December for the following calendar year to Campus Purchasing.

BruinBuy – UCLA’s e-procurement system.

BuySite – Perfect Commerce’s e-procurement application.

Catalog Management - Buying organizations do not want to be in the business of content management. Perfect Commerce understands this and has developed tools and services that automate the entire catalog content management process. As a buyer, all you need to know is where to go to find your content and how to download it. Catalog Download is the answer to your content problems.

Connectscout - Open and hosted supplier hub for catalog content and transaction processing (unit of Perfect Commerce)

Content - The components of an electronic catalog, including product and pricing files.

CUP – Catalog Update Package, the term for the file used to update catalog product and/or pricing information in BruinBuy http://connectscout.perfect.com

Electronic Catalog - An electronic copy of a supplier’s products and prices that can be accessed by a buyer.

E-Marketplace - An e-marketplace is a Web site or a set of linked sites of common interest to a particular b2b demographic. These sites deliver comprehensive information and perform transactions in a particular vertical industry or cross industry segment from a single location. Business activities such as buying, selling, auctioning, and finding the latest industry events and editorial content are all performed at an eMarketplace.

Exchange (Trade Exchange) - see E-Marketplace.

File Based Integration - Orders from Buyers are sent to a directory on the supplier’s file server in a batch mode. The “order” file is then pulled off the directory and uploaded to the Supplier’s system.

Horizontal Portal - Refers to portals and e-marketplaces that cross all industry boundaries.

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Integration - Methods to automate price and availability checks, purchase orders from the buyer to the suppliers back office system. Integration helps a supplier to gain operational efficiencies through automation of manual order processing tasks.Managed Content - See Catalog Management.

Perfect Commerce- On demand supplier relationship management solutions and open supplier network company.

Portal - A Web "supersite" that provides a variety of services including Web searching, news, white and yellow pages directories, free e-mail, discussion groups, online shopping and links to other sites. Web portals are the Web equivalent of the original online services such as CompuServe and AOL. Although the term was initially used to refer to general purpose sites, it is increasingly being used to refer to vertical market sites that offer the same services, but only to a particular industry such as banking, insurance or computers.

PUP - Price Update Package, the term for the file used to update catalog pricing information in BruinBuy. http://connectscout.perfect.com

Roundtrip - Roundtrip is Perfect Commerce’s content service that enables suppliers to maintain branded content on their own web sites and extend their e-commerce capabilities to buyers. By simply connecting from BuySite through eScout to the supplier web site, UCLA can select and configure products from the supplier's custom catalogs and bring the items back into BuySite for requisition approval. Once the requisition is approved within the buying application, the purchase order is sent to the supplier through Perfect Commerce completing the Roundtrip.

Special Request – Using the Special Request function, users are able to purchase non-catalog items through BruinBuy.

Static Catalogs – BruinBuy uses electronic catalogs provided by suppliers. These catalogs are updated on a periodic basis (vs. real-time), so BruinBuy uses “static” catalogs.

Supplier Adoption - UCLA’s processes to add suppliers to BruinBuy.

Supplier Agreements - The agreements made between Perfect Commerce, a supplier and UCLA that outlines delivery and presentation of content, services fees and confidentiality.

Trading Portal - A web supersite that focuses on the exchange of goods and services between buyers and suppliers. See E-Marketplace.

Vertical Portal - A vertical-market website that provides information and services to a particular industry. Examples include: Covisint for the auto industry.

2. BACKGROUND INTRODUCTION TO E-COMMERCE AT UCLA:

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UCLA has implemented a business-to-business, electronic commerce (i.e. static catalog environment) process known as “BruinBuy” with the goal of eventually conducting 90% of its procurement activities via Internet transactions. BruinBuy is a web-enabled, integrated product, including shopping basket, managed catalog content and special request orders, for UCLA end users and professional buyers.

The web commerce capability shall include providing catalog content which conforms to the current specifications of UCLA, at that given time and a presence on the eScout e- marketplace. In addition, all aspects of content management and the integrity of data will be required.

Participating in BruinBuy may prove to be so beneficial to the supplier(s) that additional price concessions may be reasonable. After determining that the supplier(s) have benefited from BruinBuy, UCLA reserves the right to open negotiations for the purpose of obtaining additional discounts from the supplier as a result of adopting Bruin Buy.

For more information, go to www.purchasing.ucla.edu, www.commerceone.net and http://connectscout.perfect.com

3. DESCRIPTION OF PROGRAM

3.1. General During the term of this Agreement, and any extension(s) of such term, UCLA, UCOP, and UC-Merced agrees to engage/purchase on a non- exclusive basis, and Supplier agrees to provide the managed e-catalog content (herein collectively called the “Products”) in accordance with this Agreement. The purchase and sale of such Products shall be in strict conformance with the requirements, specifications, rates, and terms and conditions set forth in this Service Level Agreement and________________________Agreement or proposed Price Schedule with some discount structure.

3.2. Scope This Agreement shall be extended to include all of UCLA, UCOP, and UC-Merced current and future locations. These services, products and programs under this Agreement may be made available for use by other University of California campuses if requested by UCLA. 3.3. Process Changes: Supplier must communicate 120 days in-advance to UCLA any significant process and/or enhancement change(s) that impacts their e-Commerce system. Supplier agrees to allow UCLA to perform testing prior to implementation.

4. SUPPLIER SUPPORT / CUSTOMER SERVICE

The supplier must have an infrastructure (people and processes) to support BruinBuy. Typically, this includes the following:

Specific individuals within the supplier’s Customer Service group who have been trained to process and manage BruinBuy orders.

Weekly visits to the campus purchasing office (by the sales representative) to resolve issues and improve processes.

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Various management reports (e.g., transaction volumes, errors, exceptions, etc.) An individual assigned to manage the integrity of UCLA catalogs. An individual assigned to comply with the catalog and pricing update schedule.

5. BRUIN BUY REQUIREMENTS AND BUSINESS PROCESS SERVICE STANDARDS: The following is a list of performance standards for key processes which must be followed to Maintain data integrity in the Bruin Buy environment:

Attribute Performance Standards

Invoices "Payment-Resolution of Discrepancies" Process

For PO's generated in Bruin Buy, corresponding invoices must match price in Bruin Buy catalog items, 100% all the timeUCLA processes invoices by matching part number, quantity and descriptionMismatches cannot be processed and UCLA DOES NOT short paySupplier must issue credit memos monthlySupplier is responsible for following up with departments, regarding invoices that cannot be processed due to mismatches and errorsSupplier cannot “penalize” the entire campus, if specific departments are preventing invoice paymentsSupplier cannot “penalize” UCLA, if other UC campuses are preventing invoice payments

 

EDI

If payment is not received within 45 days from transmission date, must send in paper copy of invoice. Supplier must comply with UCLA's EDI standards, formats and schedule. Invoices sent via EDI must match paper copies of the invoice (e.g., invoice number, line items, description, part number, etc.). If required, supplier must be able to send some invoices via paper- (UCLA will specify the requirements)

 

Backorders Must communicate backorder status to customer via e-mail

 

E-mail Notification Must confirm e-commerce PO via e-mail same day

 

Substitute Product Not allowed

 

Discontinued Product 60 day prior notification required

 

FTP PO receipt file Must send EACH evening a daily receipt file of PO's received

 

Restocking No Charge

 

Redelivery No Charge

 

Freight No Charge

 

Special Request Order Written quote required and UCLA must provide fax copy of PO

 

CUP Update annually, if needed and 30 days prior to activation – http://connectscout.perfect.com

 

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PUPSubmit at a minimum update quarterly and 30 days prior to activation – http://connectscout.perfect.com

 

CUP/PUP to Perfect Commerce Must submit CUP/PUP changes to E-Scout 30 days prior to the effective date

UCLA requires Vendors to submit files to Perfect Commerce in the correct required format. Vendors will need to coordinate with Perfect Commerce on order retrical process, such as, full integration, supply order email.

6. IMPLEMENTATION SCHEDULE:

Supplier(s) are required to be live in BruinBuy, within 60 to 90 days of the execution of this Agreement. This includes the execution of an agreement with Perfect Commerce, creation of catalog and price files, testing and training.

7. INVOICE ERRORS AND PRICE MISMATCHES:

UCLA reserves the right to implement the following process: Any invoice mismatch via the EDI or hardcopy paper process for catalog items will result in UCLA charging back to the supplier a fee of $10.00 per line item payable N30 or a Debit will be issued to your account. The spirit of this is to not penalize suppliers but to emphasize the importance of maintaining the integrity of information in the PUP file. Supplier agrees to always honor the catalog price in Bruin Buy at the date the purchase order was placed.

8. GENERAL TERMS AND CONDITIONS: 8.1 Term of Agreement Unless terminated as provided below, this Agreement shall be effective for a period of five (5) years, commencing ___________ and ending ___________. UCLA reserves the right to renew or extend the Agreement for up to three (3) additional one-year periods at the same terms and conditions.

8.2 Termination of Agreement UCLA may terminate this Agreement for convenience at any time, in whole or in part, in accordance with the terms of Article 4 of University of California Terms and Conditions, Appendix “A”, as attached. In the event of such termination, UCLA agrees to provide Supplier at least thirty (30) days prior written notice of the effective date of termination and the extent thereof but no less than the terms of this Agreement.

If any termination of this Agreement takes place, Supplier shall extend to UCLA, upon UCLA’s request, an additional ninety (90) day period to properly implement a smooth transition. Fees for the services performed during the additional ninety (90) days will be in good UCLA and Supplier.

In the event Supplier cannot or does not perform its obligations, UCLA reserves the right to terminate the Agreement. If within five (5) working days of receipt of written notice from UCLA of Supplier’s breach of any term or condition of the Agreement, Supplier shall fail to remedy such breach, then UCLA may at any time, by written notice, terminate the Agreement in whole or in part.

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8.3 Marketing References Supplier shall not make reference to UCLA, UCOP and/or UC-Merced in any literature, promotional material, brochures, or sales presentations without the express written consent of a duly authorized officer of UCLA, UCOP, and/or UC-Merced.

8.4 Amendments Any changes to the Agreement requested by either party shall be effective only if mutually agreed in writing by duly authorized representatives of UCLA and Supplier. This Agreement shall not be modified or amended or any right of a party waived except by such written amendment.

8.5 Failure to Enforce Failure by either party at any time to require performance by the other party or to claim a breach of any provision of this Agreement shall not be construed as effecting any subsequent breach or the right to require performance with respect thereto or to claim a breach with respect thereto.

8.6 Partial Invalidity Any provisions of this Agreement that shall prove to be invalid, void, or illegal shall in no way impair, or invalidate any other provisions hereof, and such other provisions shall remain in full force and effect.

8.7 Governing Law The rights and obligations of the parties, and all interpretations and performance of this Agreement shall be governed in all respects by the laws of the State of California.

8.8 Entire Agreement This Agreement constitutes acceptance by the Supplier of the UCLA offer to become a supplier on Bruin Buy. In the event of conflicting provisions between any of

the other documents named or not named, the following order of precedence shall be used to determine rights and obligations of the parties.

Written revisions to the face of the contract document, as outlined in paragraph F of the0000K agreement or Purchase Order

Contract document and the campus wide agreement University of California Terms and Conditions, Appendix A, Supplements 2 and 5

where applicable Corresponding Request for Proposal No. that you responded to Campus wide e-Commerce Service Level Agreement for Bruin Buy Supplier’s Proposal in response to the Request for Proposal Supplier’s Price Schedule if no Request for Proposal was conducted

8.9 Relationship Supplier shall have no power to bind UCLA, UCOP, and/or UC-Merced and shall not, under any circumstances, be considered to be an agent, representative, or fiduciary of any or all of the preceding. Instead, Supplier is an independent contractor and neither it nor its employees, agents, contractors or subcontractor is or will be an employee, agent, or representative of UCLA, UCOP, and/or UC-Merced during the period it and/or they are performing services under this Agreement. Supplier acknowledges its responsibility for the full payment of the wages or other compensation of, as well as any benefits for employees, agents, contractors or subcontractors engaged by it in the

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performance of this Agreement.

This Agreement, together with the above named instruments, constitute the entire agreement between UCLA and Supplier with respect to the subject matter hereof and supersedes all previous negotiations, proposals, commitments, writings, advertisements, publications, and understandings.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed as of the date first above written, such parties acting by their officers being thereunto duly authorTHE REGENTS OF THE UNIVERSITY OF CALIFORNIA

________________________ _______________________________Signature Signature

________________________ _______________________________Name, printed or typed/date Name, printed or typed/date

__________________________ _______________________________Title Title

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UC Santa Barbara

UC Santa Barbara utilizes both a centralized Storehouse acquisition/distribution system and some departments purchase custodial products directly from distributors.

Storehouse Option

The campus Storehouse purchases a wide array of products generally at wholesale prices, and then provides them to campus departments in an efficient and economical internal distribution system. The Storehouse must obtain products at lower costs than the Desktop Delivery option in order to have competitive prices. The Storehouse is a fully self-supporting service department of UCSB and applies a markup to the products ordered to recover its cost of operations. Vendors working with the Storehouse enjoy easy, low-cost, profitable partnerships as a collaborative approach is used to reach all segments of the campus markets with the expertise of the outside supplier combined with the internal expertise, familiarity, and campus loyalty to the Storehouse. Though shopping at the Storehouse is not mandatory for campus departments, a significant percentage of campus janitorial business is channeled to the Storehouse.

Ordering Process:The Storehouse generally places orders weekly for inventorial products that need to be reordered. A two-three day turn-around time is generally acceptable. Some items could take longer without being a problem, and at the same time, it could be important to get some products next day on occasion. Billing Process:The Storehouse employs its own Accounts Payable staff and pays invoices promptly. The Storehouse can either pay by each invoice or a summarized monthly billing. Delivery Requirements:In the Storehouse option, or for Storehouse orders, the vendor can expect to make one central delivery to our receiving dock. The dock is easily accessible from Highway 101 and can accommodate any size truck. There are no parking permits or other issues in serving the Storehouse. E-Commerce Requirements:Storehouse buyers prefer to be able to order products via e-Commerce, however, we are also accustomed to placing orders via telephone or fax. The Storehouse may be interested in linking the vendor’s ordering website to its own if economically justifiable.Customer Service Process:In the Storehouse option, our staff deal with all customer service issues. Questions related to product information, quotes, returns, ordering questions, etc., are fielded initially by Storehouse staff and are resolved at the local level.

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Desktop Delivery Option

In this option, the vendor would be working with numerous departments directly and the Storehouse would not be involved. There are two larger departments that have their own processes and requirements which would have to be worked out by the vendor. In addition, there are over 150 separate major departments and numerous sub-units that may request supplies in this delivery option. Except for the two larger departments mentioned before, whom are easily accessible, a significant problem or issue will arise as to how to deliver to departments within the core of the campus whom might choose to order under the Desktop Delivery option. Delivery locations, parking restrictions, lack of receiving docks, size of vehicles, are some of the difficult issues that all vendors need to be aware of in the Desktop Delivery option. What is unknown is how many departments might choose to use the Desktop Delivery option versus buying their custodial products from the Storehouse.

Ordering Process:Vendors should expect to deal with numerous University staff, whom will be placing orders for their departments. Orders will be placed in a variety of methods in this decentralized option. Orders will be placed at a variety of times with little to no consistency and each department will have their own expectations as far as turnaround time.

Billing Process:Vendors will be expected to bill each order separately for each department using many different purchase order numbers, billing addresses and payment will be processed based on each department’s internal processes. Delivery Requirements:Each department will have its own ideas as to delivery requirements and expectations. Few departments have receiving docks and many departments in the central core of the campus are difficult to access. As stated before, larger trucks will have difficulty in servicing or getting close to some of the delivery locations, however, no other department on campus can sign for goods for another department.

E-Commerce Requirements:Some departments will choose to order via e-Commerce, but most will probably choose to just call in orders.

Customer Service Process:In a decentralized Desktop Delivery model vendors will need to provide customer service to each and every department that requires such. Returns, credits, wrong deliveries, incorrect product issues, billing questions will have to be resolved between the individual department and the vendor.

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Ordering Process:We place orders once a month for all janitorial supplies. We use five different vendors for everything from equipment parts to toilet paper.

Everything other than toilet paper is delivered to our loading dock were it is checked-in, marked with the building name, and a call is made to the building Supervisor. All of the supplies are picked on the same day to make room for the next delivery.

Because of shortage of delivery space we split the delivery days between the five different vendors. The monthly process for delivering all supplies can take two weeks to complete.

All of the toilet paper is delivered to the campus Central Purchasing warehouse. From there it is delivered directly to each of the seven Residence Halls (approximately 20 cases each) using a small box truck.

Delivery Sites: Directly to the front door of the Residential Halls. Receiving dock that is shared by Custodial, Dinning and Maintenance. Custodial

has a small storage/copy room adjacent to the loading dock that is used to temporarily store received goods.

Billing Process:Residential Services employs its own Accounts Payable staff. All invoices are paid promptly paying special attention to any discounts (2%10) etc. We utilize the “low value” purchase order for most orders and have several Vendor Blankets set-up for the larger purchases.

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UC Santa Cruz

Estimated annual usage

Kraft Single-fold Paper Towel, Brown(1) $32628.96Paper Towel, White Multifold(1) $22235.1Toilet Paper, Single Ply(1) $76484.85Toilet Seat Cover, 1/2 Fold(1) $20517.6Sanitary Napkin Bags, 4" x 2" x 9"(1) $1241.95Paper Towel, Roll(1), (2) $20520#77 Liners for Sanisac(1) $1163.25Boxes, Cardboard, For Packing, 18” x 12” x 12”(1) $258Cup paper hot 12oz (3) $1016.98Cup, Hot / Cold, Paper, 6 oz.(1) $416.64Napkin disposable 13x12 recycled(3) $6950.65

Total $183433.98

(1) Items purchased by the Physical Plant – 1 centralized drop-off point.(2) Paper towel rolls were added to the dorms in the past year, therefore the

annual figure will be higher.(3) Item purchased by Dining Services – 5 drop-off points

Total employee baseHeadcount (Academic) 2203Headcount (Career) 4274FTE (Academic) 1376FTE (Career) 2524

Students 15000

Number of Purchasers  4Delivery locations  6Total estimate number of annual Paper product requisitions  57Estimated number of total requisitions which are placed as RUSH requisitions:  n/aAverage items per requisition   3Average dollar amount per order $3071.05

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Estimated annual usage

Brown Trash Bag, 20" X 22", 1.5 MM(1) $7322.50 Brown Trash Bag, 24" X 24", 1.5 MM(1) $10995.60 Brown Trash Bag, 30" X 37", 1.5 MM(1) $11927.50 Brown Trash Bag, 33" X 40", 1.5 MM(1) $2634 Brown Trash Bag, 33" X 48", 2 MM(1) $2731.05 Brown Trash Bag, 40" X 48", 2 MM(1) $12661.65 Liner trash can, 55 Gal, 1.3 MM(2) $1647.87

Total $49920.17

(1) Items purchased by the Physical Plant – 1 centralized drop-off point.(2) Item purchased by Dining Services - 5 drop-off points.

Total employee baseHeadcount (Academic) 2203Headcount (Career) 4274FTE (Academic) 1376FTE (Career) 2524

Students 15000

Number of Purchasers  4Delivery locations  6Total estimate number of annual Plastic bag requisitions  47Estimated number of total requisitions which are placed as RUSH requisitions:  n/aAverage items per requisition   3Average dollar amount per order $1177.37

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UCSF

Total Estimated Annual Janitorial Supplies Purchases $500,000

TOTALS

Brushes & Pads

Cleaners, Soap,

Chemicals, Air

Freshner

Gloves Garbage Bags, Cans,

Liners

Other, (Handles, door stop, mops, etc)

Paper Products

$ 523,008.81 6,377.86 103,572.36 5,210.71 78,337.82 53,214.60 276,295.46              

100.00% 1.22% 19.80% 1.00% 14.98% 10.17% 52.83%

The UCSF Campus is undergoing many changes as this RFP is put forward. Janitorial Services were an outsourced service and were recently brought back in-house. The above spend profile includes start-up acquisition for implements necessary to restart the program. The campus is also undergoing major expansion with a second campus comprised of classrooms, residential units, research facilities and recreation facilities.

Brushes and pads include mechanical polisher as well as hand scrubbing products. Cleaners includes all forms of soaps, polishes and cleaning fluids. Gloves includes all forms of gloves including latex, nitrile, leather and chemical resistant. The category of garbage cans includes all sizes of liners, garbage cans, carts/dollys etc. Paper products includes seat covers, hand towels (folded and rolled) and tissue. The category of “Other” captures implements necessary to perfrom janitorial services and typically ordered through a janitorial supply house.

Janitorial Supplies Sourcing Team:

Mike RodriguezStrategic Sourcing Manager415-502-2340mrodriguez@mmd.ucsf.edu

Louis Anderson, Superintendent Physical PlantManager of Custodial Services, Capital Projects & Facilities Managementlanderson@fm.ucsf.edu415-502-7161

Wayne HiroshimaManager, Recreation Fitnesswhiroshima@casmail.ucsf.edu415-476-0366

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The San Francisco campus is devoted solely to health and biomedical sciences. Its schools of dentistry, medicine, nursing and pharmacy and its graduate division in the biological sciences all rank among the nation’s top professional programs.

Currently, the number of employees at UCSF is 18,600 including 1,300 Principal

Investigators in 15 separate locations. The number of Labs on the campuses totals 1,000. The janitorial supplies program is directed through individual departments.

Primary users at this time are Facilities Management and Recreation Services. Ordering of janitorial supplies is de-centralized. Orders are placed, received and

delivered by suppliers directly to building locations. Deliveries are typically made after hours directly to designated locations. Invoices received via EDI; Payment made by check. PeopleSoft is used as the financial and purchasing system. Require scheduled visits by vendor’s UCSF sales representative. Vendor

representative, Materiel Management, Facilities Management and Recreation Services to decide frequency of visits after initial consultation.

Campus Website: http://www.ucsf.edu Purchasing Website: http://www.matmgt.ucsf.edu/mmdPurGuide.html

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U. C. Berkeley

Total Employee Base

Academic 13, 259Career 5,055Casual 8,204

Number of Purchasers 12Delivery Locations 10Total Estimated # of Req. per year 60Average # of Items per Req. 10Average $ amount per Order $ 100,000

Estimated Annual Usage

2 Ply white jumbo roll toilet paper $ 345,0002 ply white embossed toilet paper $ 51,000White jumbo roll towels $ 262,350White half-fold seat covers $ 90,000White single-fold towels $ 67,500Natural multi-fold towels $ 31,101Liner, black garbage 0.8 mil (24” x 23”) $ 19,800Liner, grey garbage 0.94 mil (40” x 28”) $ 50,000

_________Total $ 916,751

Ordering Process

UCB has three (3) major departments that procure the majority of the janitorial supplies defined by this RFP. These departments are Physical – Plant, Housing & Dining and Recreational Sports. Each major department orders on a monthly basis directly with the vendor utilizing on-line ordering. Many other smaller departments may order directly from the vendor on an as-needed basis utilizing on-line ordering, purchase orders or Blu-Card (Visa) for placing orders.

Delivery Requirements

For orders placed by Physical – Plant, vendor will deliver to the off-campus receiving dock located on Carleton Street. Shipments for Physical - Plant shall be packaged by zones identified by the department for delivery by UCB employees. The zones will be identified by UCB at the time of order. Orders for Housing & Dining, vendor may be required to deliver to various locations on-campus as requested by the department. Packaging requirements for Housing & Dining may vary depending on the requirements of the department. Deliveries for Recreational Sports will be at one (1) location on campus.

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Billing Process

Each department on campus processes their own invoices. Vendor shall invoice each department’s order separately and invoices shall be sent to the address for each department as directed.

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UC Davis

Campus InformationThe Davis campus was founded in 1908 as the University Farm for the Berkeley campus. UC Davis is the largest of the 10 University of California campuses, with 5,200 acres, second in total expenditures and third in enrollment. UC Davis stands 14th in research funding among universities in the United States, according to the most recent information from the National Science Foundation.

The Davis campus has undergraduate colleges of Agricultural and Environmental Sciences, Engineering, and Letters and Science. Undergraduate enrollment is more than 21,230 students. Graduate Studies administers graduate study and research in all schools and colleges. Professional studies are carried out in the schools of Law, Management, Medicine and Veterinary Medicine; more than 5,900 students are engaged in graduate or professional study. Located off-campus are numerous laboratories, extension centers and facilities, including the UC Davis Medical Center in Sacramento, the Lake Tahoe Center for Environmental Research, the Veterinary Medicine Teaching and Research Center in Tulare, Bodega Marine Laboratory at Bodega Bay, the College of Engineering’s applied science department at Livermore, The Agriculture and Natural Resources Research and Extension Centers in every California County, the California Animal Health and Food Safety Laboratory System and the UC Davis Washington Center in Washington, D.C.

Statistics UC Davis is the largest of the 10 University of California campuses, with 5,200 acres. It has a student enrollment of approximately 32,000 and a faculty and staff of about

13,000. The Davis campus has a total 953 buildings and with approximately 350 departments. The estimated total annual expenditure for Janitorial supplies: $450,000.00* This estimate is based on annual accumulated purchases of the two departments at the

UC Davis campus that primarily order janitorial supplies: Central Storehouse and Student Housing

# of DPOs. Central Storehouse places approximately 24 DPOs a year averaging about $10,000 per DPO. A 300 case minimum is currently required.

Additional Statistics Colleges/schools/divisions:

3 colleges: Agricultural and Environmental Sciences, Engineering, Letters and Science.5 professional schools: Education, Law, Management, Medicine, Veterinary Medicine.1 division: Biological Sciences.

Student enrollment: 30,229 (fall 2003) Faculty and Staff: 18,481 Campus website: http://www.ucdavis.edu

UC Davis Materiel Management Purchasing Supply Management and Work Methods and mandatory requirements: Materiel Management web page: http://ucdmm.ucdavis.edu/ Ordering process vendor requirements and capabilities:

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P-Card (Approximately 700 card holders) E-commerce (Via static catalog, supplier website) UC Davis is currently developing a web-based e-procurement purchasing

and payable system. Vendor is required to provide static catalog and punch-out if requested by UCD.

Phone orders: are considered necessary, vendor must accept Fax orders: are considered necessary, vendor must accept

Receiving process requirements: Deliveries are currently going to two centralized locations: Central

Storehouse and Student Housing. Central Storehouse drivers deliver to approximately 75 separate locations on campus.

For potential direct delivery consideration: The UC Davis campus has 348 departments.

Proof of shipment, packing list, receiving documents, etc. are required upon request

Payment/settlement process requirements: EFT is required EDI is required in a web based e-procurement environment P-card is required Check is required UC Davis has no built-in tolerance for variations of price, quantity, item

accuracy etc.

UC Davis desires the following customer service from its key suppliers: Require campus field representative, weekly on campus Require inside sales assistance Require expediting services/tracking Require immediate return authorization process Require dedicated customer service call number

UC Davis Medical Center Supply Management and Work Methods and mandatory requirements:

UC Davis Medical Center is one of five University of California teaching hospitals. As the primary clinical education site for the UC Davis School of Medicine, and the only area provider of many medical services, the medical center is an integral part of the health and well-being of Northern Californians.

UC Davis Medical Center is located on 140 acres in central Sacramento, three miles from the state Capitol and 20 miles from the main UC Davis campus. The university established the medical center in 1973 to support the clinical and research missions of the then new UC Davis School of Medicine. Licensed for 528 beds and fully accredited, UC Davis Medical Center is the region's only Level I comprehensive adult and pediatric trauma center.

UCDMC Purchasing comprises of a Materiel Manager, 2 Supervising Buyers, and 7 Buyers in a centralized environment. There are 14 strategically placed delegated buyers throughout the Center.

UCDMC uses the Eclypsys System as its Purchasing financial ERP system with electronic requisitioning.

Service presence on campus: If it is determined that direct deliveries are feasible and more economical, the University expects that supplier shall have at least one truck on campus 5 x week. Most deliveries will occur during normal working hours (8:00 AM to 5:00 PM,

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Monday through Friday). Supplier shall immediately notify University of service or safety issues observed while servicing accounts and shall service as an information and training resource to University laboratory staff.

Placing orders and delivery schedules: If it is determined that direct deliveries are feasible and more economical, the Supplier is required to work closely with each order point since delivery schedules are determined by each individual department. Departments are authorized to issue release orders (Department Purchase Orders [DPO]) to the supplier and may use standing-orders or orders- as-needed.

E-commerce, invoicing and payments: If it is determined that direct deliveries are feasible and more economical, the University intends to make this contract available to campus departments with the UCD Buy Portal for order placement, follow-up, invoicing and payment. Bidders will be evaluated on their capability to rapidly move in this strategic direction. Payments will be made only against invoices that reference the Department’s release order (Department Purchase Order) number. Supplier shall assign a contact person for University staff to access for billing problems.

Delivery locations: If direct delivery is determined, Supplier shall have the capability to

service the over 300 campus as well as locations statewide which include, but are not limited to: University of California, Davis Medical Center, Sacramento, Ca.University of California, Davis Marine Laboratory at Bodega Bay, Ca.Veterinary Teaching and Research Center, Tulare, Ca.Kearney Agriculture Center, Parlier, Ca.California Animal Health and Safety Laboratories in Fresno, San Bernadino, Tulare and Turlock.

Contractor Parking: Parking permits are required for all persons to park on University property. It is the Contractor’s responsibility to obtain and pay for parking permits during performance on this contract. Permits must be obtained directly from University Parking Services, Extension Center Road, 530-752-7657. Contractor is permitted to purchase a University "V" parking permit, but the University does not guarantee a convenient "V" parking space.

Security procedures: Delivery locations represent various levels of security; from simple access to high security. Supplier shall follow University building and equipment security procedures as directed by University staff at the delivery location, the Fire Department or the Police Department. University shall designate an authorized contact at each delivery location.

Reporting: Supplier shall be responsible for providing quarterly sales reports to the responsible buyer (i.e., recycled product purchases).

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