Texas Woman’s University Procurement 102

Procurement Process Overview Department determines need and where to purchase Requisition created Requisition approved Purchasing reviews requisition for compliance Purchasing creates purchase order Purchase order is approved Purchasing sends the purchase order to the supplier Supplier delivers goods/services Department receives in Phoenix Supplier submits invoice to Accounts Payable Accounts Payable pays the invoice NOTE: Requisitions must be approved and POs issued before goods and/or services are ordered. Color Key: Department Purchasing Supplier A/P

The Bid Process Purchases less than $15,000 Choose the supplier with the best price Purchases from $15,001 to $40,000 Obtain at least 3 quotes, 2 must be from HUB suppliers If you get a “No Bid” you must get a 4th quote from either a HUB or non-HUB supplier Provide complete quote information on line 1 of the requisition at distribution level Purchases greater than $40,000 Contact Purchasing Work with Purchasing throughout the process Note: dollar amounts are for both one time and cumulative purchases across of the same goods or services over the course of the fiscal year (Sep 1 – Aug 31) Dollar amounts are also cumulative for the entire University.

Cooperative Purchasing Cooperative purchasing networks Competitively awarded contracts – have already been through the state required bidding process No bidding required by TWU – regardless of amount Price negotiation is possible Terms and conditions of the contract govern the purchase Saves time and money

Cooperative Agencies Cooperative Agency Description Buyboard Cooperative Purchasing Agreement for a wide range of products and services. No bidding is required. A username and/or password is required. Request a username/password. Educational & Institutional Cooperative Purchasing (E&I) Not-for-profit buying cooperative. Contracts more than 80 suppliers in the areas of: Furniture, Interior Furnishings, Computers & Electronics, Maintenance, Food Service, Office Equipment & Supplies, Background Investigations, and Transportation & Delivery Services. No bidding is required. HGACBuy A nationwide, government procurement service striving to make governmental procurement process more efficient. All contracts available to participating members of HGACBuy have been awarded by virtue of a public competitive procurement process compliant with state statutes. National Cooperative Purchasing Alliance (NCPA) A leading national government purchasing cooperative working to reduce the cost of goods and services by leveraging the purchasing power of public agencies in all 50 states. NCPA specializes in Technology, Cloud, Facilities, Construction, Athletic, Transportation, Furniture, Medical Supplies and Security equipment and services. No bidding is required. Sourcewell A public agency serving as a national purchasing cooperative with 170+ competitively awarded contracts and 50,000 member agencies.  No cost, no obligation membership. Technology, MRO, Facilities, Scientific/Laboratory, Construction, Heavy Equipment, Transportation, Waste & Recycling, Appliances, Electronics, Logistics, and more. No bidding is required.

Cooperative Agencies continued Choice Partners Partners include: Facilities Planning and Facility Contracts, Supplies and Service Contracts, Food Contracts with Bread, Dairy, Grocery, and Produce, Technology Products, and Choice Energy Partners. No bidding is required. A username and/or password is required.  Request a username/password. Vizient Offers a full spectrum of cost-effective products and services including student health products, dining services, and building services/facilities management. No bidding is required. OMNIA Partners Assists in helping public agencies and non-profits reap the benefits of national leveraged pricing, with no cost to the member. Contracts cover: Facilities, Furniture, Office Supplies & Equipment, security Systems, and Technology and other goods and service industries. No bidding required. The Interlocal Purchasing System (TIPS/TAPS) Provides school districts and other governmental entities opportunities for greater efficiency and economy in acquiring goods and services. No bidding is required. Tarrant County Purchasing A leader in providing interlocal agreements that allow other government jurisdictions to obtain goods at competitive prices. U.S. Communities National Purchasing Cooperative Provides resources and solutions to: local and state government agencies, school districts (K-12), higher education, and nonprofits.  Reduces the cost of goods and services to include, but not limited to: Facilities, Office & School Supplies, Specialty Items, and Technology. No bidding is required.

Cooperative Purchasing, State & Federal Contracts State and Federal contracts Awarded by the State of Texas or the Federal Government No bidding required by TWU – regardless of amount Price negotiation is possible Terms and conditions of the contract govern the purchase Saves time and money

State Contracts Department of Information Resources (DIR) Description Department of Information Resources (DIR) Offers more than 650 contracts for technology products and services including: hardware, software, staffing services, maintenance, and other services with a high customer demand, such as managed services and technology training. No bidding is required. SPD Term contracts that have been awarded by the state. Purchasing under a state contract exempts bidding requirements. Texas Correctional Industries (TCI) Benefits the state of Texas by generating cost savings and by providing quality products and services to eligible agencies. Products include: mattresses, shoes, garments, brooms, license plates, printed materials, janitorial supplies, soaps, detergents, furniture, textile and steel products. No bidding is required. WorkQuest Is a catalyst for employment opportunities for people with disabilities. Serves as the interface between vocational rehabilitation centers and the purchasing systems of the state, cities, counties, schools districts, and hospital districts. No bidding is required. Texas Multiple Award Schedule (TXMAS) An alternative purchasing method where contracts have been developed from contracts awarded by the federal government or any other governmental entity. No bidding is required.

Federal Contracts Federal Contracts Description GSA Schedule 70 - Technology Contracts negotiated by the federal government that can be used for the purchase of goods and services in the areas of technology and facilities. As an institution of higher education, TWU may use the contracts listed on schedules 70 and 84 only. No bidding is required. GSA Schedule 84 - Facilities

Why HUB? Historically Underutilized Business Small – does not exceed the size standards set by the State Principal place of business is in Texas at least 51% owned by a minority, woman, or service disabled vet State program to assist HUB’s with economic development The State of Texas has set HUB usage goals for all State agencies

How to find a HUB supplier The Centralized Master Bidder’s List (CMBL) Link is on our website Search by commodity code Created and maintained by the State of Texas suppliers must register to be on the list National Institute of Governmental Purchasing Used to properly classify products and services offered by the suppliers

Special Purchases Inter-agency purchases State set asides Buying from another State of Texas agency No bidding required State set asides Texas Industries for the Blind and Handicapped (TIBH) Temporary workers Furniture Janitorial Texas Correctional Institutions (TCI)

Special Purchases, continued Sole Source Purchase There is only ONE company that is able to provide the good/service Justification form must be completed and attached to your requisition Emergency Purchase Unforeseeable circumstance that requires immediate response to prevent harm to a person or the State These forms are located on the Purchasing website

Office Supplies Summus Industries – Staples Order online TWU preferred office supply supplier HUB Contract pricing through NJPA Order online Contact procure@twu.edu to get set up for Summus online

Computer and Related Equipment You must get a quote from Office of Technology for computers and related equipment before you submit a requisition Office of Technology assists in selecting and deploying all technology solutions Hardware purchases Software purchases Information technology service contract purchases Be sure to check with Office of Technology to see if your purchase requires Technology Governance (see TWU policy 9.20)

Furniture You must get a quote from Facilities Management for all furniture before you submit a requisition Facilities makes sure all furniture meets TWU furniture standards Requisitions for furniture can be entered as a blanket PO when there are a lot of pieces Ask us before entering your requisition

Food A food purchase justification form is required for all food purchases other than: Food purchased with auxiliary funds (12, 14) Food purchased for educational research Food purchased for laboratory purposes Food purchased while traveling on official University business Food purchased for consumption by animals Attach completed form to the requisition

Guest Lecturer/Performer Services less than $5,000 Complete the Guest Lecturer/Performer Authorization and Payment Request Form if paying an individual If payment is going to a company you must enter a requisition Obtain all required signatures and supporting documentation Submit the form, along with any supporting documentation, to Procurement Services Services greater than $5,000 Enter a requisition Attach supporting documentation All travel expenses are the responsibility of the individual and should be included in their fee.

Memberships and Dues Complete the Membership and Dues form Obtain all required approval signatures Submit the form and any supporting documentation to Procurement Services The form is on the Procurement Services website