UHV Purchasing

 

Bidding Procedures for Local Funds

 

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

 

--Click here for Printable Version--

 

 

Total
Amount of
Purchase
Order

Most Commodity
Purchases

Most Purchases of Services

Emergency
Purchase

Printing

IT Commodity

$0.01
to
$3,000

Noncompetitive
Delegated to Departments
Buyer Discretion
 (See Notes 1, 2)

Noncompetitive
Delegated to Departments
Buyer Discretion
(See Notes 1, 2)

Noncompetitive
Delegated to Departments
Buyer Discretion
(See Notes 1, 2)

Noncompetitive
Delegated to Departments.  Buyer Discretion
(See Notes 1,2)

Noncompetitive
 Delegated to Departments. (See notes 2, 5)  

$3,000.01
to
$5,000

Noncompetitive
 Not Delegated. Requisition through Purchasing
(See Note 2)

Noncompetitive Not Delegated.
Requisition through Purchasing
(See Note 2, 6)

Noncompetitive Not Delegated.
Requisition through Purchasing
(See Note 2)

Competitive
Not Delegated.
Informal bids
Requisition through Purchasing
(See Notes 2)

Noncompetitive
Not Delegated.
Requisition through Purchasing.  
(See Note 2, 5)

$5,000.01
to
$15,000

Noncompetitive
 Not Delegated. Requisition through Purchasing
(See Note 2)

Noncompetitive Not Delegated.
Requisition through Purchasing
(See Note 2, 6)

Noncompetitive Not Delegated.
Requisition through Purchasing
(See Note 2)

Competitive
Not Delegated.
Informal bids
Requisition through Purchasing
(See Notes 2)

Noncompetitive
Not Delegated.
Requisition through Purchasing.  
(See Note 2, 5)

$15,000.01
to
$25,000

Competitive Informal Bids
  
(See Note 3)

Competitive Informal Bids

 (See Note 3, 6)

Competitive Informal Bids

 (See Notes 3)

Competitive Informal Bids
 Requisition through Purchasing
(See Notes 3) 

Competitive
 Requisition through Purchasing.  Requires 3 offers.
(See Note 3, 5) 

 $25,000.01
and 
up

Competitive Formal Bids
Requisition through Purchasing.
(See Notes 3, 4)

Competitive Formal Bids
 Requisition through Purchasing.
(See Notes 3, 4)

Competitive Formal Bids
if possible. Requisition through Purchasing.
(See Notes 3, 4)

Competitive Formal Bids Requisition through Purchasing
(See Notes 3, 4)

Competitive
 Requisition through Purchasing.  Requires 3 offers.
(See Notes 3, 5)

*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 $3,000 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. Director of Facilities Services has delegated authority up to $5,000
    2. Operational emergencies such as hurricanes or declarations of emergency are handled on a case by case basis. 
    3. 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. Departments are required to achieve the University goal of 20% of purchases from women-owned, minority-owned, and other Historically Underutilized Businesses (HUBs).
  3. The Purchasing Department must obtain at least three (3) bids from the Centralized Master Bidders List (CMBL), including a minimum of two (2) bids from HUBs, (one bid each from a minority-owned and a woman-owned (any ethnicity) business.  The ethnicity/gender of the HUB must be indicated on the bid tabulation sheet or spot purchase form for reporting purposes.  You may supplement with non-CMBL bidders.
  4. When the University proposes to make a purchase that will cost more than $25,000, bids or proposals shall be solicited from all eligible vendors on the CMBL that serve UHV's geographic region [select by city (Victoria), county (Victoria) or zipcode(s) (77901 through 77905)] or Highway District (13). When there is an opportunity for competitive bids, bids must be posted on the Texas Marketplace for a minimum of 14 days.  
  5. Please refer to the IT Commodity Purchasing Program for guidelines and exceptions. Click here for link. 
  6. Certain services over $3,000 are delegated to departments.  Click here for listing.