Information For Suppliers Doing Business With UTA

Information for Suppliers Doing Business with UTA

Thank you for your interest in becoming a valued supplier for the University of Texas at Arlington. Building strategic partnerships with the vendor community is extremely important in ensuring the continued growth and success of our programs and operations.

This page contains several links to important information you should review prior to engaging the University.

Vendor On-Boarding Job Aid (PaymentWorks)

 

All business is conducted subject to State of Texas, University, UT System and Board of Regents rules and regulations. Business is conducted in a transparent manner and all communications are subject to Public Information requests to ensure there is no appearance of impropriety or vendor preferential treatment. No vendor nor their employees, agents, representatives or subcontractors will assist or cause University employees to violate University's Conflicts of Interest Policy provisions described by Ethics and Standards of Conduct or any applicable State ethics law or rule. Any vendor who violates any of these guidelines man be disqualified from doing future business with the University.

The University also follows the National Association of Educational Procurement’s Code of Ethics. Vendors are expected to conduct their business accordingly.

No work or expenditure is authorized without an executed Purchase Order, Contract, Change Order or Contract Amendment. If you supply goods or perform services without formal University authorization, you do so at your own risk and expense.

Any discussions with University staff is informal and non-binding unless part of a formal procurement activity through Procurement Services.

All work will be done according the University's Terms and Conditions. These terms are fair and equitable for both parties. If your organization requires the University execute any other documents (e.g. your own terms of sale, a license agreement, a quote document that incorporates additional terms, etc…) be advised that:

  • Any such documents must be submitted  up front as part of your quote/bid/proposal. Any documents submitted after an order has been placed will not be considered.
  • Any such documents will require review by our Legal Affairs department which will delay the order by several weeks at a minimum, and may in fact force us to utilize another source if mutually agreeable terms cannot be negotiated. As a State institution, there are significant limitations on which terms are negotiable.

  • During an active solicitation process, vendor may have direct contact only with a Procurement Services point-of-contact, or with other University personnel during Procurement directed meetings. Violation of this policy may result in disqualification of the vendor from the procurement opportunity

NOTICE TO VENDORS: Beware of Fraudulent Activity and Emails

Please be on alert for emails requesting quotations or containing purchase orders the purport to originate from The University of Texas at Arlington (UTA) but are in fact fraudulent. While UTA cannot prevent this type of activity, we are actively working with law enforcement whenever these activities occur.

How can you tell if you have a fraudulent email or request?

  • The emails are typically poorly written, often with misspellings and awkward sentence structure;
  • The sender's email address does not end in “@uta.edu”. If you receive a request or a purchase order from an email that does not end with this domain name, you likely have a fraudulent item;
  • The message or order requests shipment be made to a non-UTA address;
  • The message may contain an attachment that is intended to look like a legitimate purchase order and may even include a logo and electronic signature. However, UTA does not issue PO’s without a written signature.

If you believe you have received a fraudulent request, please forward it to josephsw@uta.edu We sincerely apologize for any inconvenience.

Information For Vendors Doing Business with UT Arlington

Information for vendors who wish to sell goods and services to UT Arlington is available through a variety of venues.

  • Ethics Matters. Contractor and its employees, agents, representatives and subcontractors can read and understand Conflicts of Interest Policy (EI-PO2), University's Standards of Conduct Guide, and applicable state ethics laws and rules. Neither Contractor nor its employees, agents, representatives or subcontractors will assist or cause University employees to violate University's Conflicts of Interest Policy, provisions described by University's Standards of Conduct Guide, or applicable state ethics laws or rules.
  • Invitation for Bids and Requests for Proposals from UT Arlington are posted onBidNet at www.bidnetdirect.com/texas/uta.
  • Guidance for bidders who are aggrieved with the solicitation, evaluation, or award of a contract or purchase order may be found in Bid Protest Procedures (BF-PGS-PR5).
  • Vendors doing business with the state of Texas must obtain a state Payee ID in order to be paid. The Texas Identification Number System Application for Payee Identification Number should be used to set up your ID number.
  • Listings of organizations dedicated to assisting HUB vendors in obtaining HUB certification, HUB bid opportunities, or HUB networking may be found at HUB Resources.
  • Vendors interested in obtaining HUB certification assistance should refer to HUB Certification for additional information.