CSD Procurement

Before making a request, please take the time to choose the proper procurement channel (eBuy, ePro, or P-Card). Not only will this expedite your order and prevent any delays, but not doing so creates a danger of an unauthorized commitment. If you have any questions about which procurement channel is best, contact CSDProcurement@lbl.gov.

Contract Agreements: Only those who have delegated Procurement authority may enter into contracts, modify contracts, terminate contracts or contractually bind Berkeley Lab for the purchase of goods or services.

Unauthorized Procurement: Do not make a commitment (signed or verbal) without prior approval!  Unauthorized procurement is subject to disciplinary action and you may be personally responsible for payment of charges incurred. See HERE  (scroll down to the Unauthorized Procurement section).

Examples of unauthorized procurement include but are not limited to:

• Services: Executing repairs on campus housed equipment without securing a Berkeley Lab P.O. in advance

• Goods: Placing an order with a vendor without going through the CSD and/or Berkeley Lab procurement process

• Contracts: Signing contracts on behalf of Berkeley Lab

For P-Card purchase requests or questions, contact Angie Wu.

1. • In order to check if your package has been delivered to the Lab, use trackit.lbl.gov.  For Quick Search enter the tracking number or Purchase Order (PO) # or DOE# in the upper right-hand corner. 

   • Check your order in FMS by going to "Favorites" then "Manage Requisitions".

   • Cold chain or special handling items will be available in Receiving where you are encouraged to come in and move your package to your lab's appropriate storage location.

The following details for purchasing chemicals can be found on the Chemical Lifecycle Stewardship website and the Chemical Management System (LDAP required)

1. Before you purchase a chemical or gas

• Before you purchase, obtain the Safety Data Sheet (SDS) and make sure the hazard of the chemical/gas is covered under an appropriate WPC activity.  You need to provide the WPC Activity ID if you’re purchasing a Risk Level 3 chemical/gas hazard such as pyrophorics or toxic gases.

• Pre-purchase planning (Video Overview)  |  (Purchasing Checklist)

2. How to purchase or acquire a chemical

• All hazardous chemicals, including compressed or liquefied gas cylinders, prior to their arrival onsite, must go through screening and approval by EHS and/or Security and Emergency Services when needed. This review/approval process is built-in to CMS after: a) you indicate you’re purchasing a hazardous chemical in FMS if purchase is made in FMS, or b) you add a chemical directly in CMS before you acquire it outside of FMS (such as chemicals sent directly to you through collaborators).

• Review the CMS inventory guideline and the pre-acquisition checklist

• How to purchase gases or hazardous chemicals using FMS eBuy: (Video) | (PDF Step-by-step)

• How to purchase gases or hazardous chemicals using FMS ePro (CSD only): fill out the CSD Requisition Form and email it to CSDProcurement@lbl.gov. Note that the requester must also fill out the chemical information on the tab "Chemical Purchase Form" for each gas or hazardous chemical requested. 

• What to do if you’re acquiring a chemical outside of FMS: (PDF Step-by-step) | (Enter chemical in CMS )

3. Receiving your chemicals

a. Chemical packages that are received and processed by the CCRF

• Most hazardous chemical packages received at the Lab are processed at the Lab's Central Chemical Receiving Facility (CCRF). CCRF staff verify and enter container information in CMS, apply RFID tags, and add a green (fully processed, no further actions needed) or rectangle orange sticker (with instructions for further actions needed by the end-user) to the package.

• Overview of chemical receiving process: (Video)

b. Chemical packages that are not processed by the CCRF

• If your hazardous chemical package does not have an orange or green sticker, it means it was not processed by the CCRF. You, as the end user of the chemical, are responsible for ensuring the chemical is RFID tagged and “received” in CMS.

• You need to (Add RFID tag) | ( Receive the chemical in CMS)

Instrument procurement timelines can be 2 months or more, depending on the cost and complexity of the order, thus it's important to reach out to CSD Procurement as soon as you are thinking about an instrument purchase. 

Procurement: Acquisition Planning (contact CSDProcurement@lbl.gov)

Installation: Small Equipment Installation Team (contact CSDInfrastructure@lbl.gov)

When getting an instrument quote from a vendor, it is ideal for the researcher to also request the instrument specification sheets/installation guide as well as let the vendor know that Nationally Recognized Test Lab (NRTL) electrical certification is required by LBNL. If the instrument arrives at LBNL without NRTL, it can be very costly to the science project and my delay the installation and use of the instrument significantly.  

Please be aware, there is a global helium shortage, resulting in limited availability, longer lead times, and frequent price increases.  The Airgas pricing is currently at $20.73/Liter (as of 8/08/24)

It is important to take the following steps to minimize disruptions to liquid helium deliveries:

• Order as early as possible - The earlier we know the date we will need the LH the better.  Getting an order in quickly will help to guarantee the LH arrives when needed. Orders can be placed through the eBuy system. 

• Order only the amount you need - There are different sized Dewars available.  100 Liter Dewars are hard to find as everyone orders that size.  Ordering a 60 liter Dewar if it will fit your needs will help.

• Return empty Dewars as soon as possible as a vendor shortage of cylinders can cause delivery delays. 

Taking these actions on our part will help keep costs down. Overnight or expedited deliveries cost an additional $300.00.

The Institutional QA Office performs QA reviews of procurements to:

• ensure that the items and services purchased meet the performance specifications and requirements identified by the Lab and perform as intended; and

• that suppliers are capable of meeting performance specifications and requirements, and continue to perform as intended over time.

The results of the QA reviews are documented on the Institutional Approved Supplier List (ASL). The Institutional ASL, which identifies items, services and suppliers that have been evaluated by the Institutional Quality Assurance (QA) office, is designed to help end users plan procurements and buyers to process purchase requisitions (PRs) more efficiently by leveraging prior QA Reviews; and identify items, services and suppliers that need a QA Review.  

Visit the Institutional QA Office website for more information. 

Receiving receives all incoming material for the Laboratory at building 69 Central Receiving Department.

Shipping handles all materials being shipped out from the Lab to others. Shipping is at building 69. 

TO SHIP MATERIALS 

• LOGIN TO FREIGHTPOP  

• To gain access to the FreightPOP system, please make sure you have a completed Lab directory listing. 

• If this is your first time logging into FreightPOP, see instructions on how to access.

• For technical issues with FreightPOP, contact suport@freightpop.com. 

• For shipping specific issues, contact Shipping@lbl.gov.

For more detailed information, visit the Facilities Shipping & Receiving webpage. 

Choosing Telework Accessories

Internet Reimbursement/MiFi

Returning Telework Items

• FY24 Year-End Close Calendar

• Training

• Authorization

• Lab Overview

• CSD Process

• Reports

• Documents