Purchasing

Purchasing oversees all purchases of goods and services made by the University, either directly or via the delegated purchasing methods.

There are two ways to purchase at UTD:

Purchase using a UTD departmental Purchasing MasterCard up to $1000. (Up to $5000 with special permission). Delegated Purchasing to departments with permission.
Sign in to the UTD Galaxy and choose eProcurement to launch the remote purchasing application for authorized UTD users and submit a purchase requisition into work flow for Purchasing to place your order. All non-Delegated orders must be submitted to eProcurement to pass work flow approvals and be placed by Procurement Management Buyer prior to ordering from the vendor.

Note: Approvals for emergency orders by exception only if approved by UTD Procurement Management Buyer prior to placing the order.

Dollar Threshold Bidding Rules

$0 to $1,000	Delegated Purchases to Departments: UTD Department Master Card.
$0 to $10,000	No bidding required. HUB and Best Value Policy. Must be sent to eProcurement prior to ordering from the vendor to be placed by Procurement Management Buyer as official Purchase Order.
$10,000 to $25,000	Procurement Management Buyer’s discretion on informal Bids based on HUB and Best Value Policy, Bid Tabulation Form.
$25,000 to $500,000	HUB and Best Value Policy, Group Government Contracts, Bids and RFP Request for Proposals, ESBD, Emergency or Sole Source, HUB sub contract, SBA rules, Addendum to the Agreement, Bid Tabulation Form.
$500,000 to $1,000,000	HUB and Best Value Policy, BOR Rule 10501 http://www.utsystem.edu/bor/rules/10000Series/10501.pdf
$0 to $4,000,000	Construction Delegation of Authority, HUB and Best Value Policy http://www.utsystem.edu/ogc/docs/delegation/UTD.pdf

Rules To Be Followed for All University Purchases

Only the UTD Procurement Department can sign Procurement related contracts and agreements and issue Purchase Orders or conduct formal BIDS and RFP Request for Proposals. http://www.utsystem.edu/bor/procedures/policy/policies/uts159.html

Verbal orders from UTD Departments without Procurement office authorization might be a personal obligation of that individual and not the University.

If you want to bypass the Dollar Threshold Bidding Rules, then we require an explanation of the sole source or emergency purchase. Emergency or Sole Source Justification

Only a state certified buyer can legally solicit bids on behalf of the University. http://www.utsystem.edu/policy/policies/uts156.html

OGC Office of General Council Contract Review http://www.utsystem.edu/ogc/contracts.htm

SAM Federal System for Award Management, orders over $25,000 https://www.sam.gov/portal/public/SAM/

All orders are subject to the Texas Public Information Act http://www.utsystem.edu/policy/policies/uts139.html

All purchase order payments to vendors are posted on the Internet for public viewing at: http://www.window.state.tx.us/procurement/prog/hub/hub-reporting/