Bidding

Bidding Requirements

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 $15,000 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 $15,000 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.
• Effective 10/1/2020, utilization of an approved cooperative agreement shall satisfy the requirement for competitive pricing except for procurements $25,000 and above. For procurements in this category, pricing must be supported by price offers from two additional contractors who have awarded contracts through an approved cooperative unless the contracts are through State of Texas agencies such as the State of Texas Department of Information Resources (DIR) or through the State of Texas Comptroller of Public Accounts office such as SmartBuy of TXMAS.
• Effective 9/1/2020 - Purchases $5,000 and under shall be made on the dept purchasing card unless the type of purchase is on the current listing of purchasing card restrictions. Click for Pcard restricted item types.

Please note - the above applies for purchases using State or Local Funds. If using Federal funds, you will need to procure using Federal thresholds. 

 

All Funds	Procurement Method	Bid Requirements	Estimated Processing Time
All Dollar Limits	State Contract	No bids for contracts from Texas Comptroller of Public Accounts, Department of Information Resources or TxMAS	3-5 Business Days
$0 to $15,000.00	One (1) verbal or written bid/quote	Department selects the best value	3-5 Business Days
$15,000.01 to $25,000.00	Three (3) informal written bids/quotes	Department solicits at least 3 written informal bids/quotes, including at least 2 Historically Underutilized Business (HUB) vendors. All bids/quotes 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	Business Service Center Purchasing Area completes formal bidding process	Varies, up to 60 days, based on purchase type.
Over $100,000.00	All methods	In addition to the formal bid process, HUB Subcontracting Plans are required	Add 7 business days to estimated processing time listed above.
$0-$25,000.00	Other Cooperative (Not state contract)	Department solicits one written quote with cooperative contract number on quote.	3-5 Business Days
Over $25,000.00	Other Cooperative (Not state contract)	Department solicits three written quotes from coop vendors with cooperative contract number on quote. Department selects best value.	3-5 Business Days