Introduction
This handout is designed to provide vendors with helpful information relative to The University
of Texas of the Permian Basin purchasing process.
Mission Statement
The purchasing department shall, in accordance with all Federal, State, and System regulations,
obtain the best procurement value for the University, at the appropriate time and place, while
educating, training, and maintaining the highest level of customer service.
Responsibility
The Purchasing Office is responsible for the procurement of all supplies, materials, equipment
and services for The University of Texas of the Permian Basin. The University assumes no
liability for payment of obligations except those incurred in accordance with current purchasing
regulations.
Purchasing Ethics
First consideration shall be given to the objectives and policies of the University of Texas
System and its component institutions. Every effort shall be made to obtain the maximum
ultimate value for each dollar of expenditure. Honesty in sales representation shall be demanded.
Buyers and others authorized by or under these regulations shall not accept personal gifts or
gratuities that might in any way result in an obligation to individuals or firms seeking business.
All qualified, reputable bidders shall be given equal opportunity to submit bids on a uniform
basis when competition is possible. No bidder shall receive special consideration or be allowed
to revise a bid after the time set for opening formal bids.
Purchasing Procedures
This vendor guide is designed to provide general information regarding the University’s
procurement policies. University policies are based on federal, state and local laws. This guide is
meant to provide a brief overview of University procurement process.
Location
The Department of Purchasing is located in The University of Texas of the Permian Basin's
Mesa Building, Room 4270. Our mailing address is 4901 E. University Blvd., Odessa, Texas
79762 and our main telephone number is (432)552-2790.
Visiting Hours
Normal Department of Purchasing business hours are from 8:00 a.m. to Noon and 1:00 p.m. to
5:00 p.m. It is recommended that you make an appointment before visiting and limit your sales
calls to twenty minutes. If you require more than twenty minutes, please inform us when you
make your appointment.
Purpose
Section 51.9335, Education Code, authorizes institutions of higher education to use "best value"
procurement processes, which provide greater autonomy and flexibility in the procurement of
goods and services. This policy provides guidelines for "best value" procurement.
Audience: This policy impacts all employees who participate to any extent in the procurement
of goods and services, including but not limited to accumulation of information, preparation of
solicitation and related procurement documentation, and selection of goods or service providers
Policy
The University shall conduct all procurement activities in a manner which assures that each
procurement of goods or services provides "best value" to the institution. "Best value" means the
optimum combination of economy and quality that is the result of fair, efficient, and practical
procurement decision-making and which achieves the institution's procurement objective. Each
procurement of goods or services shall be made using a method, which results in "best value" to
the institution, including but not limited to:
1) competitive bidding; 2) competitive sealed proposals; 3) catalogue purchase (i.e. qualified
information system vendor (QISV) catalogue (ref. Chapter 2157, Government Code); or 4)
group purchasing programs;
and shall be awarded based on those criteria which provide "best value" to the institution. The
procurement methods and selection criteria used in the solicitation and award of procurement
transactions shall be determined by the institution's purchasing office in accordance with all
applicable federal, state and local laws and regulations, the Regents' Rules and Regulations, and
best procurement practices.
Process
All procurements shall be made in accordance with all applicable federal, state and local laws,
rules and regulation, the Regents' Rules and Regulations and best procurement practices. Subject
to the approval of the U.T. System Office of Academic or Health Affairs and Office of General
Counsel and the institution's chief business officer, the institution's purchasing office shall
establish and implement detailed procedures and guidelines for the solicitation and award of all
procurements of goods and services to ensure compliance with all applicable federal, state and
local laws, rules and regulations, the Regents' Rules and Regulations, and best procurement
practices
Assistance: all questions concerning this policy should be directed to the Institution's purchasing
office.
Reference
Education Code, Section 51.9335 and Regents' Rules and Regulations, Part Two, Chapter IV
Order Types
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Term Contract Purchases - Goods and services provided through this procurement
method are established by the TBPC CPS. The purchases are based on estimated
quantities, at a guaranteed price, for a specific period of time.
Scheduled Purchases - To take advantage of volume buying, the TBPC CPS combines
requisitions to create orders for items that are used by many agencies, The TBPC CPS
sets deadlines for the receipt of requisitions for these purchases on a fixed calendar basis.
Examples include calendar pads, groceries, and fertilizer.
Best Value Purchases - "Best Value" means the optimum combination of economy and
quality that is the result of fair, efficient and practical procurement decision-making and
which achieves the procurement objectives of U.T. Permian Basin.
Informal Quotes
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All purchases shall be authorized by a purchase order signed by the Director of
Purchasing & Distribution Services or an authorized representative based on the request
and need of each University department.
Purchases costing $5000 or less many be made by the requesting Department Head or
authorized representative without competitive bids.
Purchases less than $25,000, but more than $5000 will be made only after quotes are
received.
Quotations may be submitted by mail, fax, or in person to the Purchasing Office.
Average quotation period is five to ten days.
Formal Bids/Proposals
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Purchases greater than $25,000 require a formal bid/proposal process.
Procurement opportunities will be posted for a period of fourteen to twenty-one days on
the Electronic State Business Daily web site.
University will award the purchase representing "Best Value" to the University in
accordance with (1) Section 51.9335, education Code; (2) compliance with the Regents'
Rules and Regulations; (3) compliance with UTSA's HUB policies; (4) conformance to
standards of ethical conduct; and (5) compliance with all applicable laws, rules and
regulations.
Bid Information
Public Bid Openings
The University of Texas of the Permian Basin office bid openings are normally conducted at
3:00 p.m. and are open to the public. Interested bidders may request that a specific bid be read
aloud by appearing in person at the bid opening site when bids are scheduled to open.
Bid Notifications
The University Purchasing Office posts formal procurement opportunities on the State's
Electronic State Business Daily (ESBD) website. Vendors may view the University's
procurement opportunities online at www.utpb.edu/purchasing/ or directly on the State ESBD
website.
Bidders List
Lists of vendors are maintained by the Texas Comptroller of Public Accounts on the Texas
Centralized Master Bidders List (CMBL). Vendors are responsible for registration and
maintaining an active CMBL profile with the Texas comptroller of Public Accounts Instructions
and registration information can be accessed online at
www.window.state.tx.us/procurement/prog/cmbl/maint.html.
Insurance and Bonding
The University of Texas of the Permian Basin occasionally will solicit bids/proposals that
require insurance and bonding. When necessary, requirements will be listed in the bid
solicitation.
Award
Award of a purchase order will be made to the bidder who submits the lowest and best bid which
conforms to specifications, terms, and conditions of the invitation to bid.
Bid Tabulations
The Purchasing Office will, upon written request, provide a copy of the bid tabulations after
designating an award. Phone requests for bid awards will not be honored.
General
Personnel authorized to make procurements on behalf of U.T. Permian Basin shall determine in
his/her best judgment the most appropriate and effective method of acquisition for each assigned
requisition or request for purchase. In making this determination, authorized personnel will have
a variety of procurement options, including, but not limited to : TIBH Contract, Group
Purchasing Contract, Open Market Procurements, DIR Contracts, Catalogue Purchases, and UT
System Contract. The Buyer's objective is to acquire the product or service meeting the needs of
the end user while ensuring that the procurement achieves: (1) "best value" as defined above and
authorized in Section 51.9335, Education Code; (2) compliance with the Regents' Rules and
Regulations; (3) compliance with U.T. Permian Basin's Hub policies; (4) conformance to
standards of ethical conduct; and (5) compliance with all applicable laws, rules and regulations.
Determining Best Value
U.T. Permian Basin shall consider: (1) purchase price; (2) reputation of the vendor and of the
vendor's goods or services; (3) quality of the vendor's goods or services; (4) extent to which the
goods or services meets the University's needs; (5) vendor's past relationship with the University
(6) impact on the ability of the University to comply with the laws and rules relating to
historically underutilized businesses; (7) impact on the ability of the University to comply with
the laws and rules relating to the procurement of goods and services from persons with
disabilities; (8) long term cost to the institution of acquiring the vendor's goods or services; and
(9) any relevant factor that a private business entity would consider in selecting a vendor. If the
procurement relates to the repair of real property, in determining best value the University shall
consider the use of material to repair real property that is not proprietary to a single vendor
unless the institution provides written justification in the procurement solicitation for use of the
unique material specified.
Federal Funds
All procurements of supplies, equipment and services utilizing Federal Funds (e.g., Federal
Grant or Contract) shall be made in accordance with all applicable federal rules and regulations
such as the Federal Acquisition Regulations (FAR), Federal Office of Management and Budget
(OMB) Circular A-102, and OMB Circular A110.
Source Selection
The University of Texas Permian Basin utilizes the State of Texas Comptroller of Public Affairs
Central Master Bidders List as our bid list.
Vendors may request a Bidders List Application from the Texas Comptroller's Office. The
bidders file is constantly updated and new prospective bidders are added whenever possible in
order to maximize competition in the marketplace.
The Purchasing Office may solicit bids from all suppliers in any particular category, or select
those whom it believes are best qualified to provide the selected supplies, materials, equipment
or services. Current University bid invitations are available for review by the public at the
Purchasing Office. Copies of specific bid invitations may be requested verbally or in writing at
any time prior to bid opening. The bid must be received in the Purchasing Office prior to
specified time and date (usually 3:00 p.m. on the Bid Opening Date). There are NO exceptions
to this rule.
Procurement Card
Departments may make purchases for approved commodities up to $500 using the University’s
Procurement Card.
Loaner and/or Demonstration Equipment
Vendor representatives may provide demonstrations or loaner equipment for purposes of
exploration/examination. This is done entirely at the option of the vendor and with no
commitment to purchase by the University.
Invoice Payments
To insure prompt payment:
 Deliver merchandise to Central Receiving or destination stated on purchase order.
 Central Receiving, 4901 East University Blvd., Odessa, Texas 79762, accepts delivery of
most goods ordered by the University. Hours of operation are 8:00 a.m. to Noon and 1:00
p.m. to 5:00 p.m., Monday through Friday
 The accounting department must have acknowledgement of merchandise from Central
Receiving before payment is processed.
 Invoices must be sent and addressed to the Accounting Department – 4901 E. University
Blvd, Odessa, TX 79762.
 Invoices must show a proper purchase order number, a complete description, quantity,
unit price, and extension.
 The University of Texas of the Permian Basin honors all payment discounts and terms it
can reasonably meet.
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Payment to vendors will be made within thirty days of acceptance of goods or receipt of
invoice, whichever is later.
Taxes
The University of Texas of the Permian Basin claims an exemption from taxes, under Chapter
20, Title 122A, Revised Civil Statutes of Texas, for the purchase of tangible personal property,
as this property is being secured for the exclusive use of the State of Texas. The University’s
Federal Tax I.D. number is 75-1393493.
U.T. Permian Basin Trademark Licensing
In 1981, the Board of Regents of The University of Texas System established a licensing
program to protect the use of its logos and insignias on all products. The program has been
successful for The University of Texas Permian Basin as well as for its licensees and retail
partners. The Strategic Marketing Affiliates (SMA) has been selected to service as The
University's exclusive trademark licensing representative. The University requires that all
vendors of product bearing University logos and trademarks be licenses through SMA.
To become a licensee, please contact ;
SMA, Pan American Plaza, 201 South Capitol, Suite 520, Indianapolis, IN, 46225, phone: 317829-5690, fax: 317-829-5696, www.smaworks.com.
Historically Underutilized Businesses Program
It is the policy of the University of Texas at San Antonio to maximize opportunities for
Historically Underutilized Businesses (“HUB’s”). The University is committed to increasing the
number and value of Purchases with HUBS and to encourage and assist HUB participation in the
purchasing process. Firms owned by women, Hispanic, African American or other ethnic origins
are encouraged to submit bids/proposals. All request over $100,000 require HUB Subcontracting
Plans.
Assistance to Bidders
Information and assistance in bid/proposal preparation is always available through the
purchasing office. Please call the office with your needs.
If you have questions on starting or expanding a business, need guidance or funding source, or
have inquires about permits, the UTPB Small Business Development Center is available for your
needs. Phone: (432) 552-2455.
Important Contact Information
The University of Texas of the Permian Basin
Purchasing Department
Phone: 432-552-2790
Fax: 432-552-3790
Director of Purchasing
Ynes Alderson
Purchasing Office Web site
http://www.utpb.edu/services/business-affairs/purchasing