Doing Business with Texas Tech Jennifer Adling Director of Procurement Services November 13, 2013

Policy The Procurement Services Office is responsible for the procurement and payment of all supplies, materials, equipment, and services and for Texas Tech University (TTU) and the TTU System. In addition, the office oversees pcard and the travel programs, has oversight of the Historically Underutilized Business program and Federal Disadvantaged Business programs, and disposes of surplus property for the University.

Policy At all times, a purchase order or pcard is required prior to any vendor fulfilling any obligation (of goods or services). Failure to require a purchase order or pcard may result in payments not being made. The University assumes no liability for payment of obligations except those incurred in accordance with current purchasing regulations.

Vendor Eligibility  Vendor must not be on Federal Debarment Lists System for Award Management (SAM)  Must not be on hold in State of Texas Texas Govt Code Cannot issue a PO or payment if a vendor has become indebted to the state or incurred a tax delinquency. –Debts to any state agency –Child Support –Student Loans –Taxes

Vendor Registration All vendors are required to prepare the Vendor Registration form (not a W-9) before any purchase order or payment will be processed. The signed form can be scanned and ed to The form is available on our website.

Vendor Registration for Bidding/Request for Proposals When a procurement process is required, the University uses an electronic program referred to as “TechBid.” It is recommended that each vendor register for this program. You will be notified of any procurement opportunity relating to the commodity types that you associate with your company. Register at

Texas Comptroller’s CMBL List TU does supplement our TechBid distribution with HUB vendors from the Texas Comptroller’s CMBL list. The CMBL is a master database used by State of Texas purchasing entities to develop a mailing list for vendors to receive bids based on the products or services they can provide to the State of Texas. The CMBL annual registration fee is $70.

Purchase Authority Per Texas Education Code  The university may acquire goods and services by a method that provides best value to the institution including:  competitive bidding;  competitive sealed proposals;  a catalogue purchase;  a group purchasing program; or  an open market contract.

Bid Requirements No bids/quotes are required for purchases less than $5,000. Informal bids (quotes) are required for purchases between $5,000 and $24,999. Any purchase $25,000 or greater will require a formal bid/request for proposal (RFP) through the TechBid system. The dollar amounts herein are for both one time and cumulative purchases of the same goods or services over the course of a fiscal year (Sept 1-August 31).

Cooperative Contracts E&I BuyBoard Tips/Taps Provista US Communities HGAC TCPN federal (GSA) UT Alliance WSCA First Choice PACE NJPA Region 19 Region 5 TxMas DIR TPASS

Services of Independent Contractors An Independent Contractor Questionnaire is required for any vendor performing any type of service. The form is not required for corporations, partnerships, workshop participants, research participants, judges, and game officials.

Historically Underutilized Business Vendors In accordance with 34 TAC §20.13, each state agency shall make a good faith effort to utilize HUBs in contracts for construction, services (including professional and consulting services) and commodities purchases.34 TAC §20.13 A HUB business is one that is 51% owned by a Asian Pacific, Black, Hispanic, Native American, or an American Woman or a Service Disabled Veteran.

Federal Certifications As a recipient of federal funds, the University is required to make a good faith effort to increase business opportunities to vendors who are classified as small and disadvantaged businesses by the Federal government and report our annual spend with these vendors.

Federal Classifications Certified by SBA as a small disadvantaged business Federal business classifications: Certified by SBA as a HUBZone small business Woman owned small business Large business or not-for-profit Minority owned small business (other than woman) Veteran owned small business

Payments A PO must exist prior to goods or services. PO number must be on the invoice. University requires direct deposit for any vendor paid more than $1,000 per year. Must not be on hold with the State of Texas.

Resources Follow us on Website: Phone: 806/