If you need to procure merchandise or services that a) require acknowledgement of terms and conditions and/or b) exceed $15,000.00 in total, then the procurement justification or procurement award must be based on university guidelines regarding informal bids, formal solicitations, or exclusive acquisition justifications. Please review each tab below for specific guidelines based on your dollar amount.
We are never allowed to sign a vendor’s contract. Only Business Contracts is allowed to sign contracts for every unit within the university. For campus policy information, see the Handbook of Business Procedures, 7.4. Purchasing Process - General Information.
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Generally, purchases in the range of $0-$15,000 may be authorized via Purchase Order; however, there are times when vendors request signature on their contract or they require specific terms to provide a good/service. Submit a Contract Request with the following information:
When procuring a good or service *If you are using a vendor-provided contract, you must include an Addendum to Agreement with your uploaded materials. Processing timelines may vary due to the particular requirements of each agreement. We ask that you submit your contract requests at least 3 weeks in advance of good/service need. When procuring a good or service from an individual, you must always complete an Employee/Independent Contractor Classification Checklist (EICCC) to determine the most appropriate way to proceed with authorization. This form must be included with your Invoice Payment Submission Form when paying Independent Contractors. |
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For purchases over $15,000.00, your department is required to obtain a minimum of three quotes* by mail, email, or fax and submit them via Contract Request with the following information:
*A good-faith effort should be made to include at least one quote from a minority-owned or woman-owned business. In some instances, competition does not exist, or it is in the university’s best interest to use a particular product or service. If your purchase meets these conditions, attach the most appropriate non-competitive supplemental form (completed and unsigned) listed below to your Contract Request. Bidding may be bypassed at the determination of Central Procurement. Business Office Support Services will coordinate with Central Procurement to determine the best next steps and communicate via your request throughout the process. For more information about exclusive acquisition justifications, see the Handbook of Business Procedures 7.5.3. Exclusive Acquisitions. Supplemental Documentation for Non-Competitive Contract ProcessProprietary (as defined in Texas Education Code 51.9335 b) Justification for a proprietary purchase is used when the goods or services are only available through a single source. The Purchasing Office establishes that the selection meets best value criteria. Some examples include:
Best Value (as defined in Texas Education Code 51.9335 b) Justification for a best-value purchase is used when it is in the best interest of the university to use the particular product or service, but there is actually more than one source available. The Purchasing Office establishes that the selection meets best-value criteria. Some examples include:
Justification for an emergency purchase occurs as the result of an unforeseen circumstance that requires an immediate response to prevent financial or operational damage to the university. If a situation arises in which routine compliance with procurement practice is impractical and not in the university’s best interest, an emergency purchase may be warranted to prevent a hazard to life, health, safety, welfare, or property, or to avoid undue additional cost to the university. Emergency purchases of goods or services are performed to restore a system to its original intended functionality and must not exceed the scope or duration of the emergency. The Purchasing Office will establish that the selection meets best value criteria. Note: In cases where Purchasing Office management is not available to provide the second approval signature on the exclusive acquisition form, the Purchasing Office Buyer may proceed with approval and issuance of the PO. The manager’s signature must be obtained afterward. Professional Services(as defined in Texas Government Code 2254.002)Professional service providers must normally be pre-qualified based upon a Request for Qualifications (RFQ). The contract award is based on negotiation with the most qualified provider. When a professional service is required and no pre-qualification has been established, a contract award must be justified as an exclusive acquisition to establish **If you are using a vendor-provided contract, you must include an Addendum to Agreement with your uploaded materials. Processing timelines may vary due to the particular requirements of each agreement. We ask that you submit your contract requests at least 4 weeks in advance of good/service need. Once purchasing reviews your initial contract packet, they may determine additional documentation is needed to satisfy the contracting requirements. In some instances, competition does not exist, or it is in the university’s best interest to use a particular product or service. If your purchase meets these conditions, attach the most appropriate non-competitive supplemental form (completed and unsigned) listed below to your Contract Request. Bidding may be bypassed at the determination of Central Procurement. Business Office Support Services will coordinate with Central Procurement to determine the best next steps and communicate via your request throughout the process. For more information about exclusive acquisition justifications, see the Handbook of Business Procedures 7.5.3. Exclusive Acquisitions. Supplemental Documentation for Non-Competitive Contract ProcessProprietary (as defined in Texas Education Code 51.9335 b) Justification for a proprietary purchase is used when the goods or services are only available through a single source. The Purchasing Office establishes that the selection meets best value criteria. Some examples include:
Best Value (as defined in Texas Education Code 51.9335 b) Justification for a best-value purchase is used when it is in the best interest of the university to use the particular product or service, but there is actually more than one source available. The Purchasing Office establishes that the selection meets best-value criteria.
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All purchases made by funds of the University of Texas at Austin are governed by general purchasing terms and conditions available here: https://utexas.app.box.com/v/order-terms-1 The university prefers not to agree to:
Some examples include:
Justification for an emergency purchase occurs as the result of an unforeseen circumstance that requires an immediate response to prevent financial or operational damage to the university. If a situation arises in which routine compliance with procurement practice is impractical and not in the university’s best interest, an emergency purchase may be warranted to prevent a hazard to life, health, safety, welfare, or property, or to avoid undue additional cost to the university. Emergency purchases of goods or services are performed to restore a system to its original intended functionality and must not exceed the scope or duration of the emergency. The Purchasing Office will establish that the selection meets best value criteria. Note: In cases where Purchasing Office management is not available to provide the second approval signature on the exclusive acquisition form, the Purchasing Office Buyer may proceed with approval and issuance of the PO. The manager’s signature must be obtained afterward. Professional Services(as defined in Texas Government Code 2254.002) Professional service providers must normally be pre-qualified based upon a Request for Qualifications (RFQ). The contract award is based on negotiation with the most qualified provider. When a professional service is required and no pre-qualification has been established, a contract award must be justified as an exclusive acquisition to establish that the selection meets best-value criteria.
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When executing a high value contract, there are many factors that must be taken into consideration and require additional analysis from the business office. Please submit a Contract Request with the following information, and a member of our team will offer consultation on the contracting process:
*If you are using a vendor-provided contract, you must include an Addendum to Agreement with your uploaded materials. Because this process requires multiple units offering review and approval, please begin this process a minimum of 8 weeks in advance of service/merchandise need. |
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Determining if a Speaker Agreement is needed:
When procuring a service from an individual, you must always complete an Employee/Independent Contractor Classification Checklist (EICCC) to determine the most appropriate way to proceed with authorization. This form must be included with your Invoice Payment Submission Form when paying Independent Contractors. Employees must be paid through payroll and payroll taxes will be deducted form their stipend. |
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A contract is required when we secure a block of hotel rooms. A contract or simple banquet order is required when we secure room rental/AV services/catering with a venue for an event. Allow 4 weeks in advance of the program to provide sufficient time for full execution of contracts. Standard Hotel Agreement The Standard Hotel Agreement found here is the preferred template for contracting with a hotel. The Standard Hotel Agreement contains clauses that:
Only an individual with a written delegation of authority from the President of the University may execute and deliver contracts on behalf of the university. Therefore, a university contract without an authorized signature may be invalid and unenforceable and may create individual liability for the unauthorized signer. Standard hotel agreements can be created when needed. Simple Catering/Banquet/Hotel Agreements Simple room, banquet, or catering agreements can be used as long as they are for amounts under $15,000 and certain items are not included, or are marked out and initialed by both parties. Non-standard Hotel Contracts The hotel’s contract will be forwarded to Contracts and Grants for signature. Please note that this process can take up to 4 weeks. They will need to sign via DocuSign. If vendor has DocuSign issues, please submit a General Help Request immediately. A fully signed contract must be in place before vendor can be paid. |
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Under rare circumstances, the following types of purchases may be necessary and require special handling. Please submit the below paperwork, plus any other requirements based on the total contract value.
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Any time a fully executed contract must undergo a change, a contract amendment must be processed with the appropriate revision documentation. Submit a Contract Request with the following information:
*If you are using a vendor-provided contract, you must include an Addendum to Agreement with your uploaded materials. |
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To request a Purchase Order or Contract that includes a deposit or prepayment, please note:
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All purchases made by funds of the University of Texas at Austin are governed by general purchasing terms and conditions available here: https://utexas.app.box.com/v/order-terms-1 The university prefers not to agree to:
The university will not agree to any of the following:
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content | [{"type":"paragraph","content":[{"type":"text","text":"Example: You agree, if requested by us, to obtain and keep in force, during the term of its occupancy and use of our premises for your event, policies of our general liability insurance."}]}] | ||||||||||||||||
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You can find Vendor Information (EIDs) using the university’s vendor database. If you are unable to locate a vendor in our system, we will need to ensure the necessary documentation is completed for your authorization. When completing your Purchase Order Request or Contract Request, indicate that the vendor does not have an EID, and we will proceed accordingly. If you are experiencing issues accessing the Vendor Information database, submit a General Help Request to gain access. |
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All exception requests will require completion of the Non-Compliant Purchase Form as of 08/01/2024. If any attribute of your procurement method violates university policy, you will need to complete the Non-compliant Purchase Form to include with your request. Repeated failure to ensure university policies are adhered to will cause purchasing requests to be denied and abilities to be revoked. |
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