The University of Texas at Dallas
Office of Procurement Management
http://www.utdallas.edu/utdgeneral/business/procure
purchasing@utdallas.edu
Procurement Guidelines
There are two ways to purchase at UTD:
1. Purchase using a UTD departmental Purchasing MasterCard up to $1000. (Up to $5000 with special permission).
Delegated Purchasing to departments with permission.
2. Sign in to the UTD Galaxy and choose eProcurement to launch the remote purchasing application for authorized UTD
users and submit a purchase requisition into work flow for Purchasing to place your order. All non-Delegated orders must
be submitted to eProcurement to pass work flow approvals and be placed by Procurement Management Buyer prior to
ordering from the vendor.
Note: Approvals for Emergency orders by exception only if approved by UTD Procurement Management Buyer prior to placing the order.
Dollar Threshold Bidding Rules:
$0 to $1,000 Delegated Purchases to Departments: UTD Department Master Card.
$0 to $10,000 No bidding required. HUB and Best Value Policy. Must be sent to eProcurement prior to
ordering from the vendor to be placed by Procurement Management Buyer as official Purchase
Order.
$10,000 to $25,000 Procurement Management Buyer’s discretion on informal Bids based on HUB and Best Value
Policy, Bid Tabulation Form documenting bidding and best value process.
$25,000 to $500,000 HUB and Best Value Policy, Group Government Contracts, Bids and RFP Request for Proposals,
ESBD, Emergency or Sole Source, HUB sub contract, SBA rules, Addendum to the Agreement,
Bid Tabulation Form.
$500,000 to $1,000,000 HUB and Best Value Policy, BOR Rule 10501
http://www.utsystem.edu/bor/rules/10000Series/10501.pdf
$0 to $4,000,000 Construction Delegation of Authority, HUB and Best Value Policy
http://www.utsystem.edu/ogc/docs/delegation/UTD.pdf
To be followed for all purchases:
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Only the UTD Procurement Department can sign Procurement related contracts and agreements and issue Purchase
Orders or conduct formal BIDS and RFP Request for Proposals.
http://www.utsystem.edu/bor/procedures/policy/policies/uts159.html
Verbal orders from UTD Departments without Procurement office authorization might be a personal obligation of that
individual and not the University.
If you want to bypass the Dollar Threshold Bidding Rules, then we require an explanation of the sole source or emergency
purchase. Emergency or Sole Source Justification
Only a state certified buyer can legally solicit bids on behalf of the University.
http://www.utsystem.edu/policy/policies/uts156.html
Best Value law http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335
HUB Historically Underutilized Business Policy
http://www.utsystem.edu/bor/procedures/policy/policies/uts137.html
HUB Sub Contracting Law $100,000 http://www.window.state.tx.us/procurement/prog/hub/hub-subcontractingplan/
Board of Regents Policy http://www.utsystem.edu/bor/procedures/policy/
Delegations of Authority http://www.utsystem.edu/ogc/docs/delegation/UTD.pdf
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OGC Office of General Council Contract Review http://www.utsystem.edu/ogc/contracts.htm
UTD Policy http://policy.utdallas.edu/about_policies
EH&S Lab Safety http://www.utdallas.edu/ehs/labsafety/
Information Security http://www.utdallas.edu/infosecurity/
FM Facilities Management http://www.utdallas.edu/facilities/
University Brand Standards http://www.utdallas.edu/brand/intro/letter.html
State Payments on Hold https://fmx.cpa.state.tx.us/fmx/payment/resources/payments.php
SAM Federal System for Award Management, orders over $25,000 https://www.sam.gov/portal/public/SAM/
SBA rules for Federal Grants, Grant orders over $25,000 http://www.sba.gov/category/navigationstructure/contracting/contracting-officials
All orders are subject to the Texas Public Information Act http://www.utsystem.edu/policy/policies/uts139.html
All purchase order payments to vendors are posted on the Internet for public viewing at:
http://www.window.state.tx.us/procurement/prog/hub/hub-reporting/
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