THE UNIVERSITY OF TEXAS MEDICAL BRANCH AT GALVESTON
LOGISTICS/ACQUISITION OPERATING PROCEDURES
ISSUED DATE: 09/17/00
REVISED DATE: 03/18/11
--------------------------------------------------------------------------------------------------------------- ----------------------------------
SECTION 2 PROCUREMENT
SUBJECT 2.30 ORDERS OVER $100,000
4.
GENERAL INFORMATION
It is the intent of this procedure to establish a uniform method for processing requisitions with an anticipated total value of
$100,000 or greater (regardless of method of purchase; i.e., ITB, RFP, GPO, Sole-Source, etc.) in accordance with State and
UT System rules and regulations..
3.
AUDIENCE
Applicable to all Procurement Staff and designated Satellite Buyers.
GUIDELINES
1. All requests for products and/or services, where the anticipated total value exceeds $100,000, shall be reviewed by the responsible Purchasing Supervisor and the HUB Program Coordinator (ref. L/A Procedure 2.33; Procurement
Review Process) prior to both solicitation and award.
2. The “Best Value” criteria (e.g., Vendor’s Qualifications, Delivery, HUB Requirements, etc.) used for evaluation and award shall be identified in the solicitation. The Buyer may wish to consult with the requesting Department in determining the “Best Value” criteria used.
Award Recommendation
A.
B.
Prior to award of a request for products and/or services, where the anticipated total value exceeds $100,000
(excluding POs issued against existing Contracts), the Buyer shall prepare an “Award Recommendation
Memorandum” (ref. Attachment A) to the responsible Purchasing Supervisor.
The “Award Recommendation Memorandum” shall be reviewed and approved by the requesting
Department/Evaluation Team, if applicable, and then forwarded to the responsible Purchasing Supervisor for review and approval.
C. If the anticipated total value exceeds $250,000, the “Award Recommendation Memorandum” shall also be review and approved by the responsible Purchasing Manager.
D. Once approved, the Buyer shall proceed with award and issuance of a Purchase Order, or preparing a
Contract/Agreement, if applicable.
Disclosure Statement for Orders Equal to or Greater Than $1,000,000
Prior to award of a request for products and/or services, where the anticipated total value is equal to or exceeds
$1,000,000 (include renewal terms, if applicable), the Buyer shall ensure that the “Disclosure Statement for
Purchasing Personnel” form (ref. Attachment B) is signed by all personnel who participated in the evaluation and award of the request.
If the request is a sole-source, all personnel who completed and submitted the sole-source request and procurement personnel processing the request shall sign the “Disclosure Statement for Purchasing Personnel” form.
Once all signatures have been obtained, the form shall be forward to Acquisition’s Compliance Officer for review and approval. Once approved, the form shall be sent to UTMB’s Executive Vice President and Chief Business and
Finance Officer.

EXCEPTIONS
Any other exceptions must be in writing by formal addendum to this procedure or other formal written exception by the Chief
Purchasing Agent.
REFERENCES
Logistics/Acquisition Procedure 2.10
(Best-Value Procurement)
Logistics/Acquisition Procedure 2.33
(Procurement Review Process)
Texas Government Code 2262.004
2.30 Orders Over $100,000
Approved: Jeffery Bonnardel, C.P.M.
Chief Purchasing Agent
Attachments:
A – Award Recommendation Memorandum
B – Disclosure Statement for Purchasing Personnel