Bidding Procedures for Local Funds
This matrix shows bidding requirements by dollar amounts when using state funds*:
--Click here for printable PDF--
| 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 (See Notes 1, 2) | Noncompetitive Delegated to Departments (See Notes 1, 2) | Noncompetitive Delegated to Departments (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, 5) | 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 Note 3) | Competitive Informal Bids Requisition through Purchasing (See Notes 3) | Competitive Requisition through Purchasing. Requires 3 offers. (See Notes 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.
- 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:
- Director of Facilities Services has delegated authority up to $5,000
- Operational emergencies such as hurricanes or declarations of emergency are handled on a case by case basis.
- 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/).
- Departments are required to achieve the University goal of 20% of purchases from women-owned, minority-owned, and other Historically Underutilized Businesses (HUBs).
- 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.
- 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.
- Please refer to the IT Commodity Purchasing Program for guidelines and exceptions. Click here for link
- Certain services over $3,000 are delegated to departments. Click here for listing.
