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Bidding Procedures for State Funds
This matrix shows bidding requirements by dollar amounts when using state funds*:
--click here for printable PDF--
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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 & 8) |
Noncompetitive
Delegated to Departments
(See Notes 1, 2,7 & 8) |
Noncompetitive
Delegated to Departments
(See Notes 1, 2 & 8) |
Competitive
Not Delegated
Requisition through Purchasing
(See Note 5) |
Noncompetitive
Delegated to Departments. (See notes 1, 2, 6 &
8) |
|
$3,000.01
to
$5,000 |
Noncompetitive
Not Delegated. Requisition through Purchasing
(See Note 2) |
Noncompetitive
Not Delegated.
Requisition through Purchasing
(See Note 2, 7) |
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, 6) |
|
$5,000.01
to
$15,000 |
Noncompetitive
Not Delegated. Requisition through Purchasing
(See Note 2) |
Noncompetitive
Not Delegated.
Requisition through Purchasing
(See Note 2, 7) |
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, 6) |
|
$15,000.01
to
$25,000 |
Competitive Informal Bids
(See Note 3) |
Competitive Informal Bids
(See Note 3, 7) |
Competitive Informal Bids
(See Note 3) |
Competitive Informal Bids
Requisition through Purchasing
(See Notes 3, 5) |
Competitive
Requisition through Purchasing. Requires 3
offers.
(See Note 3) |
|
$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, 5) |
Competitive
Requisition through Purchasing. Requires 3
offers.
(See Notes 3, 4) |
*The President, Provost or the Vice-President for Administration and Finance can authorize written exceptions to these limits on a case-by-case basis.
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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:
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Director
of Facilities Services has delegated authority up to $5,000
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Operational emergencies such as hurricanes or declarations of emergency
are handled on a case by case basis.
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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/).
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All
printing must be competitively bid.
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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.
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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 zip code(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.
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All
printing, paid with state appropriated funds,
regardless of dollar amount requires competitive bidding in accordance
with Article 16, Section 21 of the Texas Constitution. Contact
Purchasing.
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Please refer
to the IT Commodity Purchasing Program for guidelines and exceptions.
Click here for link.
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Certain
services over $3,000 are delegated to departments. Click
here for listing.
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When using
State funds, a delegated departmental order
form is required and must be attached to the voucher as documentation.
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