Please refer to the following information for appropriate procedures and guidelines.
All purchases generally are made on a competitive bid basis. A Proprietary/Sole Source Justification must be submitted by the department when the estimated cost exceeds $5,000 and specifications limit consideration to one manufacturer, one product, or one service provider. The proprietary justification form must be signed by both the requestor of the proprietary/sole source purchase and the appropriate Vice President or Vice Chancellor for the requesting department. The request for proprietary/sole source procurement must be attached to the ePro requisition. The final decision/authorization for the proprietary/sole source purchase rests with the Procurement area of the Business Support Services.
- Purchases of $5,000 and below allow for selection of the vendor of choice. Departments are encouraged to practice good faith and award based on best value.
- Purchases requiring informal bids must comply with the requirement for bids/quotes from at least two (2) Historically Underutilized Businesses (HUB). When at least 2 HUB business quotes are not attached, information must be included with the requisition documenting the reasons for non-compliance. All informal quotes must be documented in writing and cannot be verbal quotes.
- Purchasing staff will decide on the procurement method to be used for all items with a cost of more than $50,000.
|All Funds (Total Amount)||Procurement Method||Bid Requirements||Estimated Processing Time for Purchase Order|
|All Dollar Limits||State Contract||No bids required for contracts from Texas Comptroller of Public Accounts (CPA), Department of Information Resources, or Coorperative Purchasing Groups||3-5 Business Days|
|$0 to $5,000.00||One (1) verbal or written bid/quote||Department selects the best value||3-5 Business Days|
|$5,000.01 to $25,000.00||Three (3) informal written bids/quotes||Department solicits at least 3 written informal bids/quotes, including at least 2 Historically Underutilizes Business (HUB) vendors. All bids/quotws must be attached to the ePro requisition. Documentation must be included when HUB vendors are not available or "No bid" quotes are received||3-5 Business Days|
|Over $25,000.00||Formal Bid||Purchasing Area completes formal bidding process||Varies, up to 60 days, based on type of purchase.|
|$100,000.00 and over||All methods||In addition to the formal bid process, HUB Subcontracting Plans are required||Add 7 business days to estimated processing time listed above.|
Bid (solicitation) opportunities are posted on this website as they become available. Depending on the solicitation, a prebid meeting may be held providing an opportunity for in person questions. If a prebid meeting is not indicated and you have questions about a posted bid, use this Bid Inquiry form to send an e-mail to the contract specialists.