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1.6 Use of Existing Contracts

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There are a variety of contracts that are available for department uses for purchase of goods or services. These contracts have already been competitively solicited and are in compliance with terms and conditions that are acceptable to The University of Texas System Administration.

A. Local Contracts

Local contracts are contracts that have been competitively solicited for certain goods and services that are useful to multiple departments within The University of Texas System Administration.

B. The University of Texas System Contracts

The University of Texas System has a list of competitively solicited Systemwide Contracts that are available for use by all of The University of Texas System institutions. Note: Use of the Systemwide Contracts website requires a logon and password.

C. State Contracts

There are a variety of contracts available for use by State of Texas agencies. These contracts are accessed through the use of a purchase order which references a specific contract number.

  1. Contracting Authorities
    1. Texas Multiple Award Schedule (TXMAS) Furniture, chemicals, scientific equipment, audio/visual equipment, various services (office moves, event planning, consulting, training, etc.), apparel, boats/carts/vehicles, etc.
    2. Department of Information Resources (DIR) Computers, hardware, software, telecommunications, networking, training, IT services, etc.
    3. Term Contracts:
      1. TxSmartBuy Term Contract Index - Art supplies, service awards, bookbinding, laboratory equipment and supplies, computer accessories, rubber stamps, janitorial supplies, furniture, business cards, etc.
      2. Managed Term Contracts Index - Managed Contacts - Lab equipment and supplies, animal feed, laundry services, etc.
      3. Managed Term Contracts Index - Council on Competitive Government (CCG) Contracts - Document destruction, mail services, print shop, Geographic Information Services (GIS), etc.
      4. "Green Items on TxSmartBuy Contracts - Recycled, remanufactured and environmentally sensitive products.
     
  2. Processing Guidelines

A minimum of three (3) quotes / proposals are required to make an award for all commodities and services with an expected value that will exceed $15,000 from suppliers in the same category (e.g., web design, furniture, data migration, audio / visual equipment, implementation services, etc.)

  • A minimum of three (3) quotes / proposals are required from suppliers in the same category. Note: This can include obtaining three (3) quotes/proposals from three (3) resellers on a specific DIR contract
  • If there are only two (2) suppliers in a category, obtain quotes/proposals from both
  • If only one (1) supplier has a contract, this must be documented in the purchasing file, and the purchase can be made without further justification
  • For purchases that will exceed $1 million, review by The University of Texas System Office of Business Affairs is required prior to issuance of a purchase order or contract
  • UT System Board of Regents approval is required for purchases that exceed $3 million

Special Requirements

Commodities:

  • For purchases with an expected value between $15,000 and $50,000, the department may obtain the quotes / proposals which must be valid for a period of twenty (20) days from the date sent to CNP for processing.
  • For purchases with an expected value over $50,000, the department must provide specifications to CNP. CNP staff will request quotes / proposals from suppliers.

Services:

  • For all purchases with an expected value of greater than $15,000, CNP is required to obtain quotes / proposals from suppliers. Departments must work with CNP staff to develop a detailed scope of work (SOW). Proposals may be evaluated utilizing best value criteria and be scored by an evaluation team.

D. Group Purchasing Organizations

UT System belongs to several group purchasing organizations (GPOs) for the purpose of aggregating spend volume with other purchasers to achieve contracts with advantageous prices and services. These contracts are accessed through the use of a purchase order that references the specific GPO contract being used.

Sales representatives whose companies have contracts with GPOs can provide information to departments regarding the specifics of these contracts. The contract type and number must be included on all sales quotations. In addition, CNP staff are familiar with GPO contracts and can provide assistance to departments in procuring goods and services through these contracts.

For information on UT System's GPO Certification process see: Group Purchasing Organization (GPO) Accreditation Program 

  1. GPOs Approved for Use - go here for the list of GPOs certified by UT System for use by all UT institutions.
     
  2. Processing Guidelines
    1. UT System Supply Chain Alliance (Alliance)
      • Only one (1) quote or proposal is required regardless of the amount of the purchase
      • UT System Board of Regents approval is required for amounts greater than $3 million
    2. Premier, Inc.
      • For amounts between $15,000 and $3 million only one (1) quote or proposal is required
      • For amounts greater than $3 million, a minimum of three (3) quotes or proposals are required from suppliers in the same category
        • If there are only two (2) suppliers in the category, obtain proposals from both
        • If only one (1) supplier exists in the category, this must be documented in the purchasing file and the purchase can be made without further justification
      • UT System Board of Regents approval is required for amounts greater than $3 million
    3. Other GPOs
    • A minimum of three (3) quotes or proposals are required from suppliers in the same category for amounts greater than $15,000
      • If there are only two (2) suppliers in a category, obtain a quote or proposal from both
      • If only one (1) supplier exists in the category this must be documented in the purchasing file and the purchase can be made without further justification
    • For purchase of commodities with an expected value between $15,000 and $50,000, the department must obtain the quotes and the quotes must be valid for twenty (20) days from the date sent to the Office of Contracts and Procurement
    • For purchase of commodities with an expected value greater than $50,000, departments must provide specifications to the Office of Contracts and Procurement who will be responsible for obtaining quotes from suppliers
    • For purchase of services with an expected value greater than $15,000:
      • The department must work with the Office of Contracts and Procurement to develop and detailed scope of work (SOW) and the CNP staff will obtain proposals from suppliers
      • Proposals may be evaluated utilizing best value criteria and be scored by an evaluation team
    • If the purchase amount will exceed $1 million, approval from the UT System Office of Business Affairs must be received prior to issuance of a purchase order or contract.
    • For purchases that exceed $3 million, UT System Board of Regents approval must be received prior to issuance of a purchase order or contract