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Doing Business with Texas Tech
Jennifer AdlingDirector of Procurement Services
November 13, 2013
Policy
The Procurement Services Office is responsible for the procurement and payment of all supplies, materials, equipment, and services and for Texas Tech University (TTU) and the TTU System. In addition, the office oversees pcard and the travel programs, has oversight of the Historically Underutilized Business program and Federal Disadvantaged Business programs, and disposes of surplus property for the University.
Policy
At all times, a purchase order or pcard is required prior to any vendor fulfilling any obligation (of goods or services). Failure to require a purchase order or pcard may result in payments not being made. The University assumes no liability for payment of obligations except those incurred in accordance with current purchasing regulations.
Vendor Eligibility
Vendor must not be on Federal Debarment Lists
• System for Award Management (SAM)
Must not be on hold in State of Texas• Texas Govt Code 403.055
• Cannot issue a PO or payment if a vendor has become indebted to the state or incurred a tax delinquency.
– Debts to any state agency
– Child Support
– Student Loans
– Taxes
Vendor Registration
All vendors are required to prepare the Vendor Registration form (not a W-9) before any purchase order or payment will be processed. The signed form can be scanned and emailed to [email protected]. The form is available on our website.
Vendor Registration for Bidding/Request for Proposals
When a procurement process is required, the University uses an electronic program referred to as “TechBid.” It is recommended that each vendor register for this program. You will be notified of any procurement opportunity relating to the commodity types that you associate with your company. Register at https://suppliers.sciquest.com/texastech/.
Texas Comptroller’s CMBL List
TU does supplement our TechBid distribution with HUB vendors from the Texas Comptroller’s CMBL list.
The CMBL is a master database used by State of Texas purchasing entities to develop a mailing list for vendors to receive bids based on the products or services they can provide to the State of Texas.
The CMBL annual registration fee is $70.
Purchase Authority
Per Texas Education Code 51.9335
The university may acquire goods and services by a method that provides best value to the institution including:
competitive bidding; competitive sealed proposals; a catalogue purchase; a group purchasing program; or an open market contract.
Bid Requirements
No bids/quotes are required for purchases less than $5,000. Informal bids (quotes) are required for purchases between $5,000 and $24,999. Any purchase $25,000 or greater will require a formal bid/request for proposal (RFP) through the TechBid system. The dollar amounts herein are for both one time and cumulative purchases of the same goods or services over the course of a fiscal year (Sept 1-August 31).
Cooperative Contracts
E&IBuyBoardTips/TapsProvistaUS CommunitiesHGACTCPNfederal (GSA) UT Alliance
WSCAFirst ChoicePACENJPARegion 19Region 5TxMasDIRTPASS
Services of Independent Contractors
An Independent Contractor Questionnaire is required for any vendor performing any type of service. The form is not required for corporations, partnerships, workshop participants, research participants, judges, and game officials.
Historically Underutilized Business Vendors
In accordance with 34 TAC §20.13, each state agency shall make a good faith effort to utilize HUBs in contracts for construction, services (including professional and consulting services) and commodities purchases.
A HUB business is one that is 51% owned by a Asian Pacific, Black, Hispanic, Native American, or an American Woman or a Service Disabled Veteran.
Federal Certifications
As a recipient of federal funds, the University is required to make a good faith effort to increase business opportunities to vendors who are classified as small and disadvantaged businesses by the Federal government and report our annual spend with these vendors.
Federal Classifications
Certified by SBA as a small disadvantaged business
Federal business classifications:
Certified by SBA as a HUBZone small business
Woman owned small business
Large business or not-for-profit
Minority owned small business (other than woman)
Veteran owned small business
Payments
A PO must exist prior to goods or services.
PO number must be on the invoice.
University requires direct deposit for any vendor paid more than $1,000 per year.
Must not be on hold with the State of Texas.
Resources
Follow us on Twitter @TxTechProcure
Email: [email protected]
Website: http://www.depts.ttu.edu/procurement/
Phone: 806/742-3844
