Introduction to TDI Purchasing Guide

The Texas Department of Insurance (TDI) wants you to be successful doing business with us. This vendor guide is designed to provide you with general information on how you can do business with TDI.

TDI regulates the $37 billion a year Texas insurance industry and is responsible for protecting the public's interest when it comes to insurance. TDI works to make insurance affordable and available by encouraging competition in the insurance industry. In addition, TDI educates consumers about how to shop more effectively for insurance. TDI's Purchasing and Contract Administration Division procures goods and services to meet the needs of more than 900 employees.

The Texas Department of Insurance regulates the Texas insurance industry firmly, fairly, effectively and efficiently. TDI supports a fair, efficient and productive industry dedicated to the long term concept of insurance and its contributions to society. TDI works for the availability of quality insurance products for all Texans at reasonable prices and under reasonable terms, and strives to protect consumers' insurance assets. TDI enforces solvency standards and promotes competition in the industry while protecting consumers from fraud, misrepresentation and unfair practices. TDI educates the public about insurance so that Texans can make informed choices, and TDI insists that the industry be responsible to its customers. TDI works to make Texas a place where industry will want to do business.

Vendors are welcome to come and meet with TDI's purchasing staff. Please call us to make an appointment. Our office hours are 8 a.m. to 5 p.m., Monday through Friday. If you have any questions about TDI's purchasing process or HUB program, contact us at:

Physical Address:
Texas Department of Insurance
Purchasing and Contract Administration
William P. Hobby Building
333 Guadalupe,Tower I, Room 850
Austin, Texas 78701

Mailing Address:
P.O. Box 149104
Mail Code 108-1B
Austin, Texas 78714-9104


Main Phone Number: (512) 463-6174
Main Fax Number: (512) 463-6159

Doing Business with TDI

• Actuarial Services
• Computer Equipment, Supplies and Services
• Copiers
• Data Programming
• Electrical Services
• Film Processing
• Furniture
• Mailing Machines
• Maintenance and Repair Contracts
• Moving Services
• Office Supplies and Equipment
• Pagers
• Printing Services
• Professional Services
• Reproduction Supplies
• Special Deputy Receiver Services
• Telecommunications Equipment and Services
• Temporary Personnel
• Training

• Quotes prices correctly, including any shipping/handling charges or specifying that charges are included in the price.
• Signs and returns bids or quotes by scheduled deadlines.
• Provides samples and/or literature with bid response, if necessary.
• Acknowledges receipt of purchase order and gives approximate delivery date, if applicable.
• Communicates effectively with TDI staff to resolve any problems with orders (delivery delays, price discrepancies, etc.).
• Delivers on or before delivery deadlines.
• Follows all delivery instructions; records purchase order number on packing slips and cartons.
• Responds promptly to requests, telephone messages, etc.
• Meets or exceeds performance standards as set out in the purchasing document.
• Submits accurate invoices to TDI's Accounting Division with all necessary information (purchase order number, vendor ID, etc.).

A purchase order constitutes a legal contract between the agency and a vendor. Only TDI purchasers are authorized to issue an official TDI purchase order to procure goods and services on behalf of the agency. A vendor who fills an order is agreeing to the exact price that appears on the purchase order. If the price listed on the purchase order is incorrect, it is the vendor's responsibility to contact the Purchasing Division prior to filling the order. Please note that some procurements require other contractual documents such as written agreements executed by both TDI and the vendor.

Most deliveries of goods are made to TDI's centralized warehouse, which is located at:

Texas Department of Insurance Warehouse
7915 Cameron Road
Austin, Texas 78752
(512) 305-8150

Receiving hours are from 8 a.m. to 5 p.m., Monday through Friday (except State holidays). All packing slips and cartons must include the TDI purchase order number. The vendor is responsible for making deliveries to the correct address as specified on the purchase order. Call the number above if you have any questions regarding receiving procedures.

Payment will not be made until the products or services ordered have been received, evaluated, tested and accepted. Vendors must submit a completed invoice to Accounts Payable at the following address:

Texas Department of Insurance
Attn: Accounts Payable
P.O. Box 149104
Mail Code 108-3A
Austin, Texas 78714-9104

The purchase order number and vendor identification number or taxpayer identification number must be included on the invoice. For questions regarding billing please call Accounts Payable at (512) 463-6150.

TDI's Historically Underutilized Business (HUB) Program

TDI is dedicated and committed to assisting historically underutilized businesses (HUBs) in their efforts to do business with the State of Texas and with TDI. The mission of TDI's HUB program is to:

• Actively educate vendors about HUB requirements.
• Assist HUBs in obtaining certification from the Texas Building & Procurement Commission (TBPC).
• Solicit bids from TBPC’s certified HUB vendor list.
• Encourage HUBs to participate in the competitive bid process.
• Meet or exceed agency HUB goals by increasing the number of contracts awarded to HUB vendors.
• To encourage prime contractors to provide subcontracting opportunities and awards to HUBs.

A HUB is as a profit-making corporation, sole proprietorship, partnership or joint venture which is at least 51 percent owned by one or more members of women or certain minority groups, including Black Americans, Hispanic Americans, Asian Pacific Americans, and Native Americans. These individuals must have a proportionate interest and demonstrate active participation in the control, operation and management of the company's affairs. All vendors participating in TDI's HUB program must be certified by the Texas Building & Procurement Commission.

Vendors must complete a bid list/certification application and submit it to the Texas Building & Procurement Commission. Once certified, your company's name and information will be available to all state agencies who utilize the TBPC automated HUB directory.

TDI obtains a list of prospective bidders from the TBPC central bid list and from the TBPC HUB directory. TDI purchasers attempt to receive bids from as many HUB vendors as possible. If you have not previously conducted business with TDI, we invite you to contact us. We welcome brochures, literature, and other information about your company.