The State of Texas, the University of Texas System, and UT Dallas have many available contracts with existing vendors that can be used for purchases. You can browse for specific vendor types below.

UTD has a new food service contract with Chartwells.  Please continue to select Chartwells as your first choice for caterers, especially for events of 25 or more people and/or when there will be alcohol present as this is Best Value and eliminates campus risk.

Please note, the use of alcohol at an event, prior to 4 p.m. on regular business days, is prohibited without the approval of the president’s office. A written request for waiver of the Regents’ Rules and Regulations concerning consumption of alcoholic beverages must be forwarded to the President’s Designee using the Special Events Risk Assessment form no later than 10 business days prior to the scheduled event.  The President’s Designee will acquire permission from the president’s office on the department’s behalf.

Any gathering where food, beverages, and/or liquor, is provided in which the vendor typically provides set‐up (including the use of equipment provided by the caterer, i.e., chafers, carafes, urns, etc.), food service/onsite preparation, and clean-up. Caterers are required to comply with University policy including having proper certifications, licenses, and insurance.

Some examples of events with catering:

  • Social Events
  • Official Receptions
  • Development Events
  • Alumni Receptions

A “non-catered” event consists of food/beverage delivery where the person does not provide onsite service. There is no set-up, no serving of food/beverage, and no clean-up. Examples include purchase of food from Sam’s Club, Grocery Stores, and Sandwich/Deli shops.

The One Card may be used for non-catered events when the vendor does not require a contract and the cost of the event is within the card’s single transaction limit. Event documentation (receipts, guest list, business purpose) must be maintained by the card user for audit purposes.

Pizza delivery, regardless of group size, is exempt from the outside process.

Working with the University’s preferred partner is easy, convenient, and provides service anywhere on campus. Benefits of using Chartwells Catering include:

  • An approved purchase order is not required.
  • The department’s cost center is charged directly by ordering through Chartwells online system (Catertrax).
  • The department does not need to collect a certificate of liability insurance for events.
  • Chartwells also offers on-campus retail catering by Subway, Moe’s Southwest, Chick-fil-A, Einstein Bros. Bagels and Papa John’s pizza through Catertrax
  • Chartwells’ full-service, turn-key catering is located on campus. As opposed to an outside caterer whose kitchen is off-site, Chartwells is able to quickly react prior to, and during, your event.

NOTE – UTD is in the process of running a Preferred Vendors bid in order to create a list of Preferred Caterers and this will be the easiest means of securing a non-university caterer.

Current Procurement Guidelines for Non-University Caterers are:

  • All requisitions must be submitted two weeks PRIOR to the event date
  • Submit the quote and/or contract via the non-catalog requisition
  • If alcohol will be present, please secure a signed/approved SERA (Special Events Risk Assessment) and attach to the requisition
  • Please do not use the Request for Check form with a quote or invoice
  • All catering invoices must include a PO # to be processed for payment
  • One Card can be used for full catered services if there is no contract or quote requiring signature AND when no alcohol will be present as long as it is within your One Card limit

Further information may be found at:

  • Purchasing (x2608) for addition questions concerning purchase orders or purchasing cards
  • Catering (x2269) for additional questions concerning availability and menus

Chartered Transportation (bus, limo, or other) companies must provide UTD with a current Certificate of Insurance, and comply with safety and reliability requirements. The businesses listed on this page have already done so, and several are already available in eProcurement to use as a non-catalog vendor.

Unless the desired service will cost less than your delegated purchasing authority (i.e. you are able to use your Purchasing Card to pay for it), you must send a non-catalog purchase requisition through the approvals process to become a Purchase Order BEFORE you commit to acquiring the services. You may call for a quote ahead of time to get an estimate, and you may call several vendors for quotes to compare price and availability, but only a Purchase Order or a Purchasing Card can officially obligate the University to paying the invoice.

Please also note that the UTD Purchasing Card should only be used for chartered transportation in the instances of team/group student travel, or on behalf of authorized guests of the University (e.g. contracting with Super Shuttle to pick up your guest lecturer from the airport and drive her to her hotel). Make sure you have documentation in the event of an audit. UTDBP3023: Travel and Risk Related Activities explains more about team/group student travel.

Contact: Gary Nelson
Email: [email protected]
Telephone: 972-623-1100
Fax: 972-623-1109
Address: 2430 W. Main
Grand Prairie, TX 75050

Please use a PO to pay for bus service. 


ScenarioEstimated
Distance
Vehicle TypeTotal Fare
(One-Way)
UTD to Dallas Love Field16 milesBus, 40 passengers$407.50
Bus, 56 passengers$465.00
UTD to DFW Airport25 milesBus, 40 passengers$407.50
Bus, 56 passengers$465.00
UTD to Downtown Dallas19 milesBus, 40 passengers$407.50
Bus, 56 passengers$465.00
UTD to Downtown Arlington38 milesBus, 40 passengers$407.50
Bus, 56 passengers$465.00
UTD to Downtown Fort Worth48 milesBus, 40 passengers$407.50
Bus, 56 passengers$465.00

Contact: Wade Junco
Email: [email protected]
Telephone: 214-351-6306
Address: 2008 Bedfor Rd. Ste 200
Bedford, TX 76021

Please use a PO to pay for bus service or a One Card or credit card for car service. 

Itemized Rate Information (does not apply to special rates listed below):

Rate Type Amount (Bus) Amount (Car)
Minimum Fare$767.50 (5 hrs)$109.80
Base Fare$625.00$90.00
Per MileN/AN/A
Per MinuteN/AN/A
Service Fee$132.00$19.00

Special Rates:

ScenarioEstimated
Distance
Vehicle TypeTotal Fare
(One-Way)
UTD to Dallas Love Field16 milesBus$650.00
Car$82.07
UTD to DFW Airport25 milesBus$650.00
Car$87.68
UTD to Downtown Dallas19 milesBus$650.00
Car$88.39
UTD to Downtown Arlington38 milesBus$650.00
Car$109.80
UTD to Downtown Fort Worth48 milesBus$650.00
Car$109.80

Contact: Bill Ballard
Email: [email protected]
Telephone: 214-799-9055
Address: 13725 Omega Road
Farmers Branch, TX 75244

Please use a PO, One Card, or credit card for passenger van or car service. 

Itemized Rate Information (does not apply to special rates listed below):

Rate Type Amount
Minimum Fare$17.00
Base FareN/A
Per MileN/A
Per Minute$1.33 (outside Bubbl Plano Service Area only)
Service FeeN/A

Special Rates:

ScenarioEstimated
Distance
Vehicle TypeTotal Fare
(One-Way)
UTD to Dallas Love Field16 milesPassenger Van$150.00
Car$50.00
UTD to DFW Airport25 milesPassenger Van$150.00
Car$60.00
UTD to Downtown Dallas19 milesPassenger Van$150.00
Car$50.00
UTD to Downtown Arlington38 miles  
Car$100.00
UTD to Downtown Fort Worth48 miles  
Car$150.00

There is a Approved Vendor List for all promotional items at UT Dallas. All of the Vendors listed have been approved to use UT Dallas branding. The vendors are not listed in order of preference.

Promotional items can be defined in many ways but is not limited to items such as apparel, awards, bags, business supplies, bumper stickers, calendars, caps or hats, clocks or watches, folios or notebooks, hardware or tools, housewares, mouse pads, notepads, pens or pencils, refrigerator magnets, sports items, or travel gear. Items with a UTD logo require that the vendor be licensed to produce the UTD logo/trademark.

In order to purchase promotional items from the HUB vendors listed below, simply contact the vendor and obtain a quote for the items needed. Attach a copy of the quote to a non-catalog requisition and submit to workflow.

Important! For the vendors listed below, only requisitions with attached quotes will be processed by UT Dallas Purchasing. If you have any questions, please email [email protected]

4imprint

Contact: John Lord, Operations
Email: [email protected]
Website: www.4imprint.com
Telephone: (866) 624-3694
Fax: (920) 236-7282

UTD receives 10% discount off of current price (non-royalty bearing orders) – us PROMO CODE – UTD10 (excludes freight/tax), waive PMS color matching charges, no rush charge. UTD pays one-time setup fee (no charge for repeat).

4imprint also offers added savings at their outlet store: outlet.4imprint.com

Big Star Branding (HUB)

Contact: Rebecca Peterson
Email: [email protected]
Website: www.bigstarbranding.com
Telephone: (210) 590-2662
Fax: (210) 590-2663

UTD receives 15-25% discount via Open Market

C C Creations (HUB)

Contact: Tracy Wainscott
Email: [email protected]
Website: www.cccreationsusa.com
Telephone: (817) 832-0990

15% discount

Impressions Marketing / Logotricity (HUB)

Contact: Zoe Payne, Customer Service Specialist
Email: [email protected]
Website: www.logotricity.com
Telephone: (972) 424-5454

5% discount for both published and clearance items. 

The Daniel Group (HUB)

Contact: Lori Daniel
Email: [email protected]
Website: www.thedanieltroup.biz
Telephone: (972) 571-4004
Fax: (972) 530-4282

The Daniel Group has no set up charge and free shipping for pens, plus a 10% discount on promotional items. Additional Site and discounts: www.goldstarpens.com

PD Promos (HUB)

Contact: Phu Tran
Email: [email protected]
Website: www.pdpromos.com
Telephone: (469) 648-8041

10-20% discount to UTD orders

PK Promotions / Logotology

Contact: Monica Scott
Email: [email protected]
Website: www.logotology.com
Office: (214) 423-40000
Cell: (214) 912-8628

25% discount off published product price

Purchasing products that are manufactured outside of the United States requires clearance by the U.S. Customs and Border Protection agency upon entry into the country. Information regarding customs requirements can be found at the U.S. Customs and Border Protection website.

The University of Texas at Dallas retains the services of a U.S. customs broker to assist with purchases from foreign countries.

Products imported from foreign countries may be subject to a variety of fees, duties, or taxes. The department making the purchase is responsible for all additional charges associated with the purchase.

To avoid fines, penalties, and incorrectly paying duty fees, departments are strongly encouraged to work with our contracted Customs Broker below to schedule international shipment of import/export orders.

W R Zanes & Co of LA Inc
3340D Greens Rd, Suite 350
Houston, TX 77032
Attn: Claudia Cousins
Ph: 281-590-3505
Fax: 281-590-3838
[email protected]

Claudia Cousins
[email protected]
Operations Manager, Houston
W R ZANES & CO. OF LA., INC.
3340D Greens Rd, Suite #350
Houston, TX 77032
T: 281-590-3505
F: 281-590-3838

To ensure the smoothest process possible for any Department Purchase Orders issued to Foreign Vendors, include the following as an External Note in eProcurement:

“When equipment is ready to ship, please contact our Import/Export Broker at PH-(281)590-3505, email [email protected] and [email protected].”

TRACK YOUR SHIPMENTS AT https://wrzanes.com/tracking.html

Departments should contact our customs broker before the shipment is made to determine what paperwork is required.
The following information must be provided to our customs broker on all shipments:

  • Complete name and address of person initiating shipment.
  • Department name and complete telephone number.
  • Origin and destination points of shipment.
  • Detailed description of shipment, its origin and in layman’s terms, what it is used for.

Exporting a shipment – There are many companies that can ship internationally (FedEx, UPS, DHL etc.), but our contracted customs brokers MUST be contacted when the export is valued at or above $2500. These requirements apply to items that are hand-carried as well as items that are exported via a freight carrier.

Regardless of what carrier is selected, or whether the items are shipped by freight carrier or hand-carried by UTD staff, the customs broker will minimally need the following information:

  • Description of the commodities
  • Name of the consignee and address including zip code
  • Method of shipment
  • Date available for pick-up
  • Desired arrival date
  • Number of pieces, dimensions of cartons, weights
  • Payment terms
  • Other special instructions

Contact the Office of Research Compliance to determine if export controls affect your Grant-funded product.

Our customs broker will charge for their services! In addition to their fees, there are additional pass-through fees and charges that will appear on your final invoice. These charges vary widely and departments should request a quote and ask what additional fees or charges might apply that are not on the quote.

Please be aware that expedited services not originally requested can be very expensive. If a blanket order is not in place, a purchase order should be issued for the services reflecting the customs broker’s quote. Note: When hand-carrying items valued at more than $2,500, you must contact our customs broker with the above information (commercial invoice is recommended) one day before leaving the country.

REMINDER:
 When creating the foreign vendor order in eProcurement, make sure to include an external note asking the vendor to contact our customs broker! Contact the eProcurement Help Desk at x5235 if you need assistance with this.

Duty on scientific equipment is usually substantial. Departments should apply for duty-free entry well in advance of making the purchase. If duty must be paid, then departments can budget accordingly; before funds may be committed elsewhere. If the equipment arrives at Customs before duty-free entry has been approved, or if no Request for Duty-Free Entry was made prior to the purchase, the applicant can request a delay of liquidation (Customs classifies the equipment and assesses duty). A delay of liquidation is usually granted for up to 180 days, but may be extended.
Certain scientific equipment can be imported into the US duty-free if the following criteria are met:

  • The scientific instruments and apparatus must be used exclusively for educational purposes and scientific research.
  • The scientific instrument or apparatus, or its equivalent , is not manufactured in the United States
  • Some categories of scientific equipment can be imported duty free by educational institutions under certain conditions.
  • A Request for Duty Free Application should be completed and filed with the United States Customs before placing the order with the supplier. If Customs approves the duty-free purchase, the purchase order must be issued to the supplier within sixty days.

A Request for Duty Free Entry application may still be filed after the equipment has arrived on campus. Contact our customs broker for assistance.