This handout is designed to provide vendors with helpful information relative to The University of Texas of the Permian Basin purchasing process.
The purchasing department shall, in accordance with all Federal, State, and System regulations, obtain the best procurement value for the University, at the appropriate time and place, while educating, training, and maintaining the highest level of customer service.
The Purchasing Office is responsible for the procurement of all supplies, materials, equipment and services for The University of Texas of the Permian Basin. The University assumes no liability for payment of obligations except those incurred in accordance with current purchasing regulations.
First consideration shall be given to the objectives and policies of the University of Texas System and its component institutions. Every effort shall be made to obtain the maximum ultimate value for each dollar of expenditure. Honesty in sales representation shall be demanded. Buyers and others authorized by or under these regulations shall not accept personal gifts or gratuities that might in any way result in an obligation to individuals or firms seeking business. All qualified, reputable bidders shall be given equal opportunity to submit bids on a uniform basis when competition is possible. No bidder shall receive special consideration or be allowed to revise a bid after the time set for opening formal bids.
This vendor guide is designed to provide general information regarding the University’s procurement policies. University policies are based on federal, state and local laws. This guide is meant to provide a brief overview of University procurement process.
The Department of Purchasing is located in The University of Texas of the Permian Basin's Mesa Building, Room 4270. Our mailing address is 4901 E. University Blvd., Odessa, Texas 79762 and our main telephone number is (432)552-2790.
Normal Department of Purchasing business hours are from 8:00 a.m. to Noon and 1:00 p.m. to 5:00 p.m. It is recommended that you make an appointment before visiting and limit your sales calls to twenty minutes. If you require more than twenty minutes, please inform us when you make your appointment.
Section 51.9335, Education Code, authorizes institutions of higher education to use "best value" procurement processes, which provide greater autonomy and flexibility in the procurement of goods and services. This policy provides guidelines for "best value" procurement.
Audience: This policy impacts all employees who participate to any extent in the procurement of goods and services, including but not limited to accumulation of information, preparation of solicitation and related procurement documentation, and selection of goods or service providers
The University shall conduct all procurement activities in a manner which assures that each procurement of goods or services provides "best value" to the institution. "Best value" means the optimum combination of economy and quality that is the result of fair, efficient, and practical procurement decision-making and which achieves the institution's procurement objective. Each procurement of goods or services shall be made using a method, which results in "best value" to the institution, including but not limited to:
1) competitive bidding; 2) competitive sealed proposals; 3) catalogue purchase (i.e. qualified information system vendor (QISV) catalogue (ref. Chapter 2157, Government Code); or 4) group purchasing programs;
and shall be awarded based on those criteria which provide "best value" to the institution. The procurement methods and selection criteria used in the solicitation and award of procurement transactions shall be determined by the institution's purchasing office in accordance with all applicable federal, state and local laws and regulations, the Regents' Rules and Regulations, and best procurement practices.
All procurements shall be made in accordance with all applicable federal, state and local laws, rules and regulation, the Regents' Rules and Regulations and best procurement practices. Subject to the approval of the U.T. System Office of Academic or Health Affairs and Office of General Counsel and the institution's chief business officer, the institution's purchasing office shall establish and implement detailed procedures and guidelines for the solicitation and award of all procurements of goods and services to ensure compliance with all applicable federal, state and local laws, rules and regulations, the Regents' Rules and Regulations, and best procurement practices
Assistance: all questions concerning this policy should be directed to the Institution's purchasing office.
Education Code, Section 51.9335 and Regents' Rules and Regulations, Part Two, Chapter IV
- Term Contract Purchases - Goods and services provided through this procurement method are established by the TBPC CPS. The purchases are based on estimated quantities, at a guaranteed price, for a specific period of time.
- Scheduled Purchases - To take advantage of volume buying, the TBPC CPS combines requisitions to create orders for items that are used by many agencies, The TBPC CPS sets deadlines for the receipt of requisitions for these purchases on a fixed calendar basis. Examples include calendar pads, groceries, and fertilizer.
- Best Value Purchases - "Best Value" means the optimum combination of economy and quality that is the result of fair, efficient and practical procurement decision-making and which achieves the procurement objectives of U.T. Permian Basin.
- All purchases shall be authorized by a purchase order signed by the Director of Purchasing & Distribution Services or an authorized representative based on the request and need of each University department.
- Purchases costing $5000 or less many be made by the requesting Department Head or authorized representative without competitive bids.
- Purchases less than $25,000, but more than $5000 will be made only after quotes are received.
- Quotations may be submitted by mail, fax, or in person to the Purchasing Office.
- Average quotation period is five to ten days.
- Purchases greater than $25,000 require a formal bid/proposal process.
- Procurement opportunities will be posted for a period of fourteen to twenty-one days on the Electronic State Business Daily web site.
- University will award the purchase representing "Best Value" to the University in accordance with (1) Section 51.9335, education Code; (2) compliance with the Regents' Rules and Regulations; (3) compliance with UTPB's HUB policies; (4) conformance to standards of ethical conduct; and (5) compliance with all applicable laws, rules and regulations.
Public Bid Openings
The University of Texas of the Permian Basin office bid openings are normally conducted at 3:00 p.m. and are open to the public. Interested bidders may request that a specific bid be read aloud by appearing in person at the bid opening site when bids are scheduled to open.
The University Purchasing Office posts formal procurement opportunities on the State's Electronic State Business Daily (ESBD) website. Vendors may view the University's procurement opportunities online at http://www.utpb.edu/services/business-affairs/purchasing or directly on the State ESBD website.
Lists of vendors are maintained by the Texas Comptroller of Public Accounts on the Texas Centralized Master Bidders List (CMBL). Vendors are responsible for registration and maintaining an active CMBL profile with the Texas comptroller of Public Accounts Instructions and registration information can be accessed online at www.window.state.tx.us/procurement/prog/cmbl/maint.html.
Insurance and Bonding
The University of Texas of the Permian Basin occasionally will solicit bids/proposals that require insurance and bonding. When necessary, requirements will be listed in the bid solicitation.
Award of a purchase order will be made to the bidder who submits the lowest and best bid which conforms to specifications, terms, and conditions of the invitation to bid.
The Purchasing Office will, upon written request, provide a copy of the bid tabulations after designating an award. Phone requests for bid awards will not be honored.
Personnel authorized to make procurements on behalf of U.T. Permian Basin shall determine in his/her best judgment the most appropriate and effective method of acquisition for each assigned requisition or request for purchase. In making this determination, authorized personnel will have a variety of procurement options, including, but not limited to : TIBH Contract, Group Purchasing Contract, Open Market Procurements, DIR Contracts, Catalogue Purchases, and UT System Contract. The Buyer's objective is to acquire the product or service meeting the needs of the end user while ensuring that the procurement achieves: (1) "best value" as defined above and authorized in Section 51.9335, Education Code; (2) compliance with the Regents' Rules and Regulations; (3) compliance with U.T. Permian Basin's Hub policies; (4) conformance to standards of ethical conduct; and (5) compliance with all applicable laws, rules and regulations.
Determining Best Value
U.T. Permian Basin shall consider: (1) purchase price; (2) reputation of the vendor and of the vendor's goods or services; (3) quality of the vendor's goods or services; (4) extent to which the goods or services meets the University's needs; (5) vendor's past relationship with the University (6) impact on the ability of the University to comply with the laws and rules relating to historically underutilized businesses; (7) impact on the ability of the University to comply with the laws and rules relating to the procurement of goods and services from persons with disabilities; (8) long term cost to the institution of acquiring the vendor's goods or services; and (9) any relevant factor that a private business entity would consider in selecting a vendor. If the procurement relates to the repair of real property, in determining best value the University shall consider the use of material to repair real property that is not proprietary to a single vendor unless the institution provides written justification in the procurement solicitation for use of the unique material specified.
All procurements of supplies, equipment and services utilizing Federal Funds (e.g., Federal Grant or Contract) shall be made in accordance with all applicable federal rules and regulations such as the Federal Acquisition Regulations (FAR), Federal Office of Management and Budget (OMB) Circular A-102, and OMB Circular A110.
The University of Texas Permian Basin utilizes the State of Texas Comptroller of Public Affairs Central Master Bidders List as our bid list.
Vendors may request a Bidders List Application from the Texas Comptroller's Office. The bidders file is constantly updated and new prospective bidders are added whenever possible in order to maximize competition in the marketplace.
The Purchasing Office may solicit bids from all suppliers in any particular category, or select those whom it believes are best qualified to provide the selected supplies, materials, equipment or services. Current University bid invitations are available for review by the public at the Purchasing Office. Copies of specific bid invitations may be requested verbally or in writing at any time prior to bid opening. The bid must be received in the Purchasing Office prior to specified time and date (usually 3:00 p.m. on the Bid Opening Date). There are NO exceptions to this rule.
Departments may make purchases for approved commodities up to $500 using the University’s Procurement Card.
Loaner and/or Demonstration Equipment
Vendor representatives may provide demonstrations or loaner equipment for purposes of exploration/examination. This is done entirely at the option of the vendor and with no commitment to purchase by the University.
To insure prompt payment:
- Deliver merchandise to Central Receiving or destination stated on purchase order.
- Central Receiving, 4901 East University Blvd., Odessa, Texas 79762, accepts delivery of most goods ordered by the University. Hours of operation are 8:00 a.m. to Noon and 1:00 p.m. to 5:00 p.m., Monday through Friday
- The accounting department must have acknowledgement of merchandise from Central Receiving before payment is processed.
- Invoices must be sent and addressed to the Accounting Department – 4901 E. University Blvd, Odessa, TX 79762.
- Invoices must show a proper purchase order number, a complete description, quantity, unit price, and extension.
- The University of Texas of the Permian Basin honors all payment discounts and terms it can reasonably meet.
- Payment to vendors will be made within thirty days of acceptance of goods or receipt of invoice, whichever is later.
The University of Texas of the Permian Basin claims an exemption from taxes, under Chapter 20, Title 122A, Revised Civil Statutes of Texas, for the purchase of tangible personal property, as this property is being secured for the exclusive use of the State of Texas. The University’s Federal Tax I.D. number is 75-1393493.
U.T. Permian Basin Trademark Licensing
In 1981, the Board of Regents of The University of Texas System established a licensing program to protect the use of its logos and insignias on all products. The program has been successful for The University of Texas Permian Basin as well as for its licensees and retail partners. The Strategic Marketing Affiliates (SMA) has been selected to service as The University's exclusive trademark licensing representative. The University requires that all vendors of product bearing University logos and trademarks be licenses through SMA.
To become a licensee, please contact ;
SMA, Pan American Plaza, 201 South Capitol, Suite 520, Indianapolis, IN, 46225, phone: 317-829-5690, fax: 317-829-5696, www.smaworks.com.
Historically Underutilized Businesses Program
It is the policy of the University of Texas at the Permian Basin to maximize opportunities for Historically Underutilized Businesses (“HUB’s”). The University is committed to increasing the number and value of Purchases with HUBS and to encourage and assist HUB participation in the purchasing process. Firms owned by women, Hispanic, African American or other ethnic origins are encouraged to submit bids/proposals. All request over $100,000 require HUB Subcontracting Plans.
Assistance to Bidders
Information and assistance in bid/proposal preparation is always available through the purchasing office. Please call the office with your needs.
If you have questions on starting or expanding a business, need guidance or funding source, or have inquires about permits, the UTPB Small Business Development Center is available for your needs. Phone: (432) 552-2455.
Important Contact Information
The University of Texas of the Permian Basin
Director of Purchasing
Purchasing Office Website
see our contact page
State of Texas Vendor Guide
Purchase Order Terms and Conditions
State Contracting and the HUB Program Slideshow
How to Register as a Texas Vendor (CMBL or HUB)
Register to Become a Preferred Supplier of the UT System Supply Chain Alliance