UCSF Procurement Results 2026
UCSF
UC San Francisco Achievements by Strategic Pillar
Economic and Community Impact
UCSF Second Annual Supplier Connections Expo a Success
UCSF's second Supplier Connections Expo brought more than 200 employees and community partners together with certified suppliers and local caterers at Mission Bay.
Challenge
Campus buyers and community partners needed a direct way to meet certified suppliers and local caterers, not only catalog listings.
Approach
UCSF's second annual Supplier Connections Expo brought more than 200 employees and community partners to Mission Bay. The event featured 15 certified suppliers and 13 local caterers, creating direct opportunities to explore products, services, and future procurement partnerships.
Result
More than 20 donated raffle prizes helped drive engagement, and attendees gave the expo a 4.9-star rating.
Related Links:
Supplier Connections Expo at SRD 2026
Related Annual Report pillar page
Why it matters
The event strengthened connections with local small businesses and highlighted UCSF's commitment to inclusive sourcing and community partnership.
| At a Glance |
|---|
| 200+ Attendees Employees and community partners participated. |
| 15 Certified Suppliers Featured at the Mission Bay event. |
| 13 Local Caterers Participated in the expo. |
| 20+ Raffle Prizes Donated to support event engagement. |
| 4.9 Stars Attendee rating for the expo. |
UCSF Logistics Honored with Sustainability Award
UCSF recognized SCM Logistics leadership in fleet electrification as the team advances electric delivery vehicles and charging infrastructure.
Challenge
Fleet miles for campus logistics still needed a lower-emission path, including electric delivery vehicles and charging infrastructure.
Approach
UCSF honored SCM Logistics Executive Director Mel Maxwell as one of five 2026 Sustainability Award recipients for his leadership in fleet electrification.
Early Result
Recent work includes purchasing and optimizing routes for electric delivery vehicles and breaking ground on a multi-vehicle charging station.
"I am proud to receive it on behalf of the SCM-Logistics team who are committed to making the hundreds of miles we travel daily in support of UCSF, emission-free." - Mel Maxwell, Executive Director SCM Logistics
Related Links:
UCSF's 2026 Annual Sustainability Awards Recipients
Related Annual Report pillar page
Why it matters
Maxwell accepted the recognition on behalf of the Logistics team, which is working to make the hundreds of miles traveled each day in support of UCSF emission-free.
| At a Glance |
|---|
| 5 Award Recipients Mel Maxwell was among UCSF's 2026 Sustainability Award recipients. |
| Electric Delivery Vehicles Vehicles purchased with route optimization underway. |
UCSF Helium Recapture Bolsters Sustainability and Resilience
Two helium recycling systems are saving UCSF more than $360,000 annually while protecting critical imaging operations and multimillion-dollar instruments.
Challenge
Imaging labs faced helium-supply risk that could interrupt research, patient care, and multimillion-dollar instruments.
Approach
UCSF Strategic Procurement and campus imaging labs built two helium recycling systems to protect research and patient-care operations from supply disruption.
Result
With both systems operating, UCSF saves more than $360,000 annually, safeguards multimillion-dollar instruments, and conserves a finite natural resource.
Related Links:
Helium is Mission Critical at UCSF
Related Annual Report pillar page
Why it matters
The project strengthens operational resilience while demonstrating how sourcing expertise and laboratory partnership can deliver simultaneous financial, sustainability, and mission benefits.
| At a Glance |
|---|
| 2 Systems Helium recycling systems built for campus imaging labs. |
| $360K+ Annual savings with both systems operating. |
UCSF Streamlines Small-Business Discovery Through Database Synchronization
UCSF is improving enterprise small-business discovery to support progress toward UC's 25% small-business spend goal.
Lab Sustainability Calculators
Student-developed calculators explore energy and cost savings associated with laboratory equipment purchasing, maintenance, and operating practices.
Strategic Partnerships
Cross Campus Consultation Provides Practical Insights
UCSF shared its Oyster Point logistics model with UC Santa Cruz to support cross-campus learning around last-mile delivery and fleet electrification.
Challenge
UC Santa Cruz was considering a last-mile delivery and fleet model and needed a practical look at how UCSF Logistics runs that work at Oyster Point.
Approach
UCSF Supply Chain Management hosted UC Santa Cruz Financial Affairs colleagues at its Oyster Point Logistics facility in October 2025.
Result
The visit included a warehouse tour and detailed briefings on UCSF's last-mile package delivery program, fleet electrification, and other logistics operations.
Related Links:
UC Santa Cruz Visits UCSF Logistics in Oyster Point
Related Annual Report pillar page
Why it matters
The exchange gave UC Santa Cruz practical insight as it considers a similar campus model and strengthened cross-campus collaboration around more efficient, sustainable delivery services.
| At a Glance |
|---|
| Oyster Point UCSF Logistics facility hosted the consultation. |
| Last-mile Delivery Package delivery program shared during the visit. |
Drive Value and Savings
UCSF Strategic Procurement Drives $39 Million in Savings
UCSF Strategic Procurement delivered more than $39 million in validated FY26 savings while concentrating expertise on complex, high-value transactions.
Challenge
UCSF needed validated savings from collaborative sourcing, not only faster purchase-order processing. Most spend sits in a small share of complex requisitions.
Approach
UCSF Strategic Procurement delivered more than $39 million in validated FY26 savings through collaborative initiatives. These 355 initiatives span cybersecurity, telecommunications, public safety technology, research, and other operations, exceeding its $36.8 million target.
Result
Approximately 185,000 requisitions totaling $960 million were processed. Procurement directly reviewed about 8,600 requisitions, only 5% of volume but nearly 80% of spend (approximately $763 million), concentrating on complex, high-value transactions.
Related Links:
Strategic Procurement Delivers $39 Million in Value in FY26
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Why it matters
These results demonstrate that procurement is about much more than processing purchase orders: it's about delivering financial value, reducing institutional risk, and helping departments succeed.
| At a Glance |
|---|
| $39M+ Validated FY26 savings. |
| 355 Initiatives Collaborative savings initiatives across operations. |
| $36.8M FY26 savings target exceeded. |
| 185,000 Requisitions Approximately $960 million in processed spend. |
| 5% of Volume About 8,600 directly reviewed requisitions represented nearly 80% of spend. |
| ~$763M Spend concentrated in directly reviewed requisitions. |
UCSF Payment Plus Recognized With “Best in Class” Award for Payment Plus
UCSF's Payment Plus program earned its second consecutive UC system “Best in Class” Award for its approach to secure supplier payments and rebate returns.
Challenge
Supplier payments needed to be faster and more secure while returning rebates. UCSF's Payment Plus program was measured against other UC locations and national laboratories.
Approach
The program uses virtual credit cards to accelerate supplier payments, strengthen security, and generate rebate returns.
Result
UCSF's Disbursements team earned the UC system's 2025 'Best in Class' Award for Payment Plus, its second consecutive win and third recognition since 2020. Congratulations to Stephanie Shang, Marcus Campbell, and Simon Chan for their outstanding work, and to Roscelle Arceo and Ruvic de la Rosa from the SCM Supplier Registration team for their vital support.
Related Links:
UCSF Recognized With “Best in Class” Award for Payment Plus
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Why it matters
The award recognizes UCSF's continued leadership among UC campuses and federal national laboratories, along with the collaboration between Disbursements and Supplier Registration that supports strong program performance.
| At a Glance |
|---|
| 2025 Award UC system “Best in Class” recognition for Payment Plus. |
| 2nd Consecutive Win Back-to-back Payment Plus recognition. |
| Virtual Credit Cards Used to accelerate payments, strengthen security, and generate rebates. |
SCM Logistics Expands Outbound Mail Service to Include BCHO
SCM Logistics brought UCSF Benioff Children's Hospital Oakland into the institutional outbound mail network, generating an estimated $34,000 in savings so far.
Challenge
UCSF Benioff Children's Hospital Oakland still ran outbound mail on separate meters and staffing instead of the institutional mail network.
Approach
SCM Logistics integrated UCSF Benioff Children's Hospital Oakland (BCHO) into UCSF's institutional outbound mail network, consolidating service through existing infrastructure.
Result
The Logistics team, led by Mel Maxwell, has saved an estimated $34,000 so far by eliminating separate meters, utilizing existing mail services infrastructure and consolidating staffing.
Related Links:
SCM Logistics Expands Outbound Mail Service to Include BCHO
Related Annual Report pillar page
Why it matters
The Logistics team has saved an estimated $34,000 so far by eliminating separate meters, utilizing existing mail services infrastructure and consolidating staffing.
| At a Glance |
|---|
| ~$34,000 Estimated savings to date. |
| One Mail Network BCHO integrated into UCSF's institutional outbound mail service. |
UCSF Mobile Phone Strategy Dials Up Value
A data-driven mobile portfolio review disconnected approximately 1,400 unused lines, secured a 20% AT&T discount, and is reducing annual costs by more than $1.4 million.
Challenge
Mobile-service cost, unused lines, and carrier rates were hard to see across Campus and Health. UCSF needed a portfolio review that could disconnect waste and renegotiate rates.
Approach
UCSF's IT Category Management Team used a data-driven portfolio review to improve mobile-service cost, visibility, and governance across Campus and Health. The analysis identified approximately 1,400 unused phone lines, which were disconnected, and supported carrier negotiations that secured a 20% discount on AT&T rates.
Result
Together, the work is reducing costs by more than $1.4 million annually while improving insight into mobile usage.
Related Links:
Strategic Sourcing's Mobile Phone Strategy Dials Up Value
Related Annual Report pillar page
Why it matters
The initiative shows how category analysis, cross-functional collaboration, and centralized account management can convert a decentralized service environment into measurable recurring savings and stronger operational control.
| At a Glance |
|---|
| ~1,400 Lines Unused phone lines identified and disconnected. |
| 20% Discount Secured on AT&T rates. |
| $1.4M+ Annual cost reduction. |
Continuous Improvement
Introducing MyMarketplace: A New Shopping Experience in BearBuy
UCSF launched MyMarketplace to make contracted goods and services easier to compare while preparing campus users for the Oracle Cloud procurement transition.
Challenge
Contracted goods and services in BearBuy were hard to compare across suppliers. UCSF needed a single shopping entry point before the Oracle Cloud procurement transition.
Approach
UCSF launched MyMarketplace, powered by Labviva, as a single-entry shopping experience for contracted goods and services in BearBuy. Its uniform interface and cross-supplier search make pricing and product options easier to compare.
Early Result
The implementation team expects all 70 supplier catalogs to be hosted in MyMarketplace by the end of calendar year 2026.
Related Links:
Introducing MyMarketplace
Related Annual Report pillar page
Why it matters
The launch also prepares campus users for UCSF's Oracle Cloud procurement transition in 2027 by introducing a simpler, more consistent purchasing experience in advance.
| At a Glance |
|---|
| 70 Supplier Catalogs Planned for MyMarketplace by year-end 2026. |
| Single Entry Point Contracted goods and services available through one shopping experience. |
UCSF Sourcing Professional Wins Biobanking Publishing Award
A UCSF Strategic Sourcing leader and coauthors earned ISBER recognition for research examining energy-efficient ultra-low freezers and laboratory sustainability.
Challenge
Laboratory ultra-low freezers consume substantial energy. A 2025 paper by UCSF Strategic Sourcing Senior Category Manager Dean Shehu and coauthors examined whether converting to energy-efficient models can cut carbon emissions and energy costs.
Approach
Their 2025 paper, 'Institutional Conversion to Energy-Efficient Ultra-Low Freezers Decreases Carbon Footprint and Reduces Energy Costs,' examines green biobanking and laboratory sustainability.
Result
UCSF Strategic Sourcing Senior Category Manager Dean Shehu and his coauthors received ISBER's Best Paper Award in Biopreservation and Biobanking.
Related Links:
Related Annual Report pillar page
Why it matters
Selected for its originality and potential field applications, the recognition highlights how procurement expertise can support energy efficiency, reduce operating costs, and advance UCSF's research mission.
| At a Glance |
|---|
| 2025 Paper Research focused on energy-efficient ultra-low freezers. |
| Best Paper Award ISBER recognition in Biopreservation and Biobanking. |
UCSF Launches Graphite Connect for Supplier Registration
UCSF replaced forms and email with Graphite Connect to create a more consistent, visible supplier-registration process.
Challenge
New purchase-order suppliers were onboarded through forms and email, scattering data, insurance certificates, and visibility across teams.
Approach
UCSF launched Graphite Connect in February 2026 to replace forms and email-based data collection for new purchase order suppliers.
Result
The enterprise-wide platform provides a uniform registration process, consolidates supplier data, automates document collection (like insurance certificates), and improves visibility for suppliers, purchasers, and support teams.
Related Links:
Graphite Connect Launch for Supplier Registration
Related Annual Report pillar page
Why it matters
Modernizing the onboarding process now also supports a smoother transition to UCSF's Oracle Cloud purchasing process in 2027.
| At a Glance |
|---|
| Uniform Registration One enterprise-wide supplier onboarding process. |
SCM Helps Bring ChatGPT to UCSF
UCSF Supply Chain Management moved a complex, time-sensitive agreement through procurement in time to enable institution-wide ChatGPT access.
Challenge
Institution-wide ChatGPT access depended on a complex, time-sensitive agreement. Missing paperwork and risk issues had to be resolved before the deadline.
Approach
UCSF Supply Chain Management (SCM) helped deliver institution-wide ChatGPT access quickly by moving a complex, time-sensitive agreement through procurement.
Result
Buyer Leonard Casanares tracked down missing paperwork, resolved risk issues, verified UC policy compliance, and coordinated with Supplier Registration, Strategic Sourcing, and IT.
Related Links:
SCM Helps Bring ChatGPT to UCSF
Related Annual Report pillar page
Why it matters
The purchase order was issued two days before the deadline, enabling safe, secure, and ethical use of generative AI across research, education, and operations.
| At a Glance |
|---|
| Institution-wide Access Generative AI enabled across research, education, and operations. |
Introducing LegalSifter: AI-Powered Contract Support
UCSF introduced LegalSifter to support faster first-pass contract review with near-real-time checks against UC terms.
Challenge
First-pass contract review needed faster checks against UC terms, especially on complex agreements, without relying on disputed cycle-time comparisons.
Approach
UCSF implemented LegalSifter in June 2026 to support the first review of contracts with near-real-time checks for UC terms.
Early Result
Buyers report faster initial reviews, particularly for complex agreements. By leveraging AI to streamline one of the most time-consuming tasks, Strategic Procurement is leading innovation and continuous improvement, and strong fiscal and administrative stewardship.
Related Links:
Streamlining Contract Reviews With AI
Related Annual Report pillar page
Why it matters
This helps support the first review of contracts with near-real-time checks for UC terms.
| At a Glance |
|---|
| Near-real-time Checks First review checks contracts for UC terms. |
| Faster Initial Reviews Reported by buyers, particularly for complex agreements. |
UCSF Builds Category Strategies Around High-Impact Spend
UCSF is building category strategies around high-impact spend across research, gases, mobile phones, resellers, and IT hardware.
Challenge
Research, gases, mobile phones, resellers, and IT hardware spread administrative effort across many suppliers. UCSF needed category strategies focused on high-impact spend.
Approach
UCSF Strategic Sourcing developed category strategies across research, oxidized gases, mobile phones, value-added resellers, and IT hardware to reduce administrative burden, improve supplier management, and focus resources on high-impact spend.
Early Result
The scale is significant: UCSF engaged more than 1,400 research suppliers in FY2025, manages over 9,000 mobile lines, and spends an estimated $100-$200 million annually on IT software, hardware, and support across more than 600 suppliers.
Related Links:
Strategic Sourcing’s Category Strategies Driving Value for UCSF
Related Annual Report pillar page
Why it matters
The strategies use spend analysis, contracted suppliers, catalog expansion, centralized delivery, and supplier relationship management to build a more efficient sourcing framework.
| At a Glance |
|---|
| 1,400+ Suppliers Research suppliers engaged in FY2025. |
| 9,000+ Mobile Lines Managed across UCSF. |
| $100M–$200M Estimated annual IT software, hardware, and support spend. |
| 600+ Suppliers Supporting IT software, hardware, and support spend. |
Strategic Procurement Supports Time-Sensitive Tribute
UCSF Supply Chain Management responded to an urgent campus request in less than an hour, coordinating approval, purchasing, and payment for a time-sensitive tribute.
Summary
When UCSF sought to honor the late SF Symphony Music Director, Michael Tilson Thomas, by illuminating the Parnassus Heights and Mission Bay campuses in blue, Procurement made it happen. Working under an extremely tight deadline, the team leveraged supplier relationships, procurement expertise, and agile problem-solving to source the specialized exterior tribute lighting. This effort highlights how procurement delivers value beyond cost savings, responding quickly to meaningful moments through collaboration, innovation, and a commitment to service.
Related Links:
Procurement Delivers Tribute Under Tight Timeline
Related Annual Report pillar page
Greenphire Payment Program Reaches Milestone
UCSF's Greenphire Program surpassed $1 million in research participant payments during its beta phase and introduced a new funding model to simplify program administration.
Challenge
The Greenphire Program needed a funding process that could support research participant payments while simplifying financial management and increasing flexibility as the program moved beyond its beta phase.
Approach
After the Greenphire Program moved out of beta, UCSF enhanced its funding model. Effective January 2, 2026, studies no longer use the BearBuy Payment Request Form for pre-funding; research participant payments are instead charged to the funding provided based on actual payment activity.
Result
The Suvoda Greenphire Patient Payments program surpassed $1 million in payments during its beta phase. The program is now out of beta and operating with the enhanced funding model designed to simplify processes and increase flexibility.
Related Links:
Greenphire Program Updates
Related Annual Report pillar page
Why it matters
The updated funding model eliminates the need for upfront funding through the BearBuy Payment Request Form and simplifies financial management while maintaining day-to-day program payment administration and cardholder operations.
| At a Glance |
|---|
| $1M+ Payments Reached during the Greenphire Program's beta phase. |
Meeting & Entertainment Process Automation
UCSF is streamlining BearBuy Meeting & Entertainment transactions with changes designed to reduce paperwork and move approvals directly into the purchasing workflow.
Challenge
Facility rentals, Meeting & Entertainment payment requests, and America To Go transactions involved workflows and paperwork that UCSF Supply Chain Management identified for simplification while maintaining compliance with University of California policies.
Approach
The Systems and Solutions team worked with Financial Operations Travel & Expense to simplify processes and reduce paperwork. Changes include moving Meeting & Entertainment and exceptional approvals directly into BearBuy and adding fields to the online form for information such as attendee lists and per-person meal costs.
Result
Most BearBuy Meeting & Entertainment transactions will no longer require completion of the lengthy Supplemental Form. New BearBuy fields capture transaction details directly in the online form while approvals occur within BearBuy.
Related Links:
BearBuy Meeting & Entertainment Enhancements
Related Annual Report pillar page
Why it matters
The changes simplify processes and reduce paperwork while ensuring compliance with University of California policies.
| At a Glance |
|---|
| BearBuy Approvals Meeting & Entertainment and exceptional approvals occur directly in BearBuy. |
| Reduced Paperwork Most M&E transactions no longer require the Supplemental Form. |
Navigating Service Procurements at UCSF
UCSF developed a six-part service procurement resource to help campus users navigate complex requirements, documentation, and supplier processes.
Challenge
Analysis of service tickets and procurement queues showed that contracting for services was particularly challenging. The process is complicated, involving a variety of forms and exceptional processes such as risk assessments and supplier registration.
Approach
A cross-functional UCSF team developed a multipart primer and reference guide for making service purchases.
Result
The content was published as a six-part series in UCSF newsletters and then combined into permanent website content for continued campus reference.
Related Links:
Navigating Service Procurements at UCSF
Related Annual Report pillar page
Why it matters
The resource provides campus users with permanent guidance for navigating the forms, risk assessments, supplier registration, and other requirements involved in contracting for services.
| At a Glance |
|---|
| 6-part Series Service procurement guidance published through UCSF newsletters. |
Risk Management
UCSF's ChemCentral Program Wins National Innovation Award
UCSF's ChemCentral Program earned a national innovation award for its centralized approach to hazardous chemical deliveries.
Challenge
Hazardous chemical deliveries needed a safer, more efficient distribution model that would support researchers without adding avoidable handling.
Approach
UCSF’s winning submission, “Centralized Chemical Distribution Program,” impressed the selection committee with its innovative approach to managing hazardous chemical deliveries and its transformative impact on operational efficiency, workforce productivity, and researcher support.
Result
UCSF’s ChemCentral Program won the University Logistics and Supply Chain Association’s (ULSCA) 2025 Mark Teragawa Innovation Award.
Related Links:
UCSF ChemCentral Program Wins ULSCA’s Innovation Award
Related Annual Report pillar page
Why it matters
The Mark Teragawa Innovation Award is for initiatives that exemplify excellence in supply chain best practices, strategic solutions, and advancing university missions.
| At a Glance |
|---|
| 2025 Award Mark Teragawa Innovation Award from ULSCA. |
| Centralized Distribution New approach to managing hazardous chemical deliveries. |
| Operational Impact Recognized for efficiency, workforce productivity, and researcher support. |