Bidding Procedures for State and Local Funds


This matrix shows bidding requirements by dollar amounts when using state or local funds*:

Total Amount of Purchase Order

Most Commodity Purchase

Most Purchase of Services

Emergency Purchase

$0.01
to
$5,000

Noncompetitive
Delegated to Departments
(See Notes 1, 3 & 7)

Noncompetitive
Delegated to Departments
(See Notes 1, 3 & 7)

Noncompetitive
Delegated to Departments
(See Notes 1, 3 & 7)

$5,000.01
to
$25,000

Competitive Informal Bids
Requisition through Purchasing.
(See Notes 2, 3, 4 & 6)

Competitive Informal Bids
Requisition through Purchasing.
(See Notes 2, 3, 4 & 6)

Competitive Informal Bids if Possible
Requisition through Purchasing.
(See Notes 2, 3, 4 & 6)

$25,000.01
and
up

Competitive Formal Bids
Requisition through Purchasing.
(See Notes 3, 5 & 6)

Competitive Formal Bids
Requisition through Purchasing.
(See Notes 3, 5 & 6)

Competitive Formal Bids if Possible
Requisition through Purchasing.
(See Notes 3, 5 & 6)

*The President, Provost or the Vice-President for Administration and Finance can authorize written exceptions to these limits on a case-by-case basis.

  1. Purchases of most goods or services $5,000 or less have been delegated to departments.  Bidding is not required on these purchases, but buyer discretion should be used.  The following exceptions should be noted:  
    1. The University is required to purchase on a noncompetitive basis items available from TIBH (Texas Industries for Blind and Handicapped at http://www.purchaseplus.com/). 
    2. Printing purchased using state funds costing more than $1,000 must be routed through the Purchasing Department on a purchase requisition for competitive bidding.  Printing Services costing $1,000 or less may be purchased by the department on a voucher.
    3. Controlled assets must be requisitioned through Purchasing for inventory, tagging and tracking purposes.  Controlled assets are defined as fax machines, copiers, stereo systems, cameras, video recorders, laser disk players, desktop and laptop computers and printers costing between $500 and $4999.99 and having a useful life of at least one year.  
    4. Operational emergencies such as hurricanes or declarations of emergency are handled on a case by case basis.  
  2. The following purchases, which require a contract at any amount, also require a requisition if the total amount will be $5,000 or more:
    1. Contracted Services:  accreditation, construction, consultant and professional, lecturers, speakers, counselors, critiques, performances, panelists, etc.
    2. Interagency agreements.
  3. Departments are required to achieve the University goal of 20% of purchases from women-owned, minority-owned, and other Historically Underutilized Businesses (HUBs). 
  4. On all purchases over $5,000.00 requisitioned through purchasing the Purchasing Department must obtain at least three (3) informal bids from the Centralized Master Bidders List (CMBL), including a minimum of two (2) bids from HUBs.  The ethnicity/gender of the HUB must be indicated on the bid tabulation sheet for reporting purposes.  Vendor list may be supplemented with non-CMBL bidders. 
  5. Purchases over $25,000 require formal bids and posting on the State of Texas Electronic State Business Daily (ESBD).
  6. Certain services over $5,000 are delegated to departments.  Click here for listing
  7. For purchases of $5,000 or less that will be invoiced by the vendor and paid on a voucher, a quote must be uploaded to the voucher as backup documentation, along with the invoice.