Procedure 4-2

Best Value Purchasing Procedures

Responsible Officer: Vice President for Business Affairs and Controller

Sponsoring Department: Procurement Services

Revision Date: 01 September 2015

Errors or changes to: aim@uta.edu

Procedure Objective

This comprehensive procedure establishes effective guidelines for the procurement of all goods, supplies, equipment and services at specified quality and quantity levels required to achieve the mission of the University of Texas at Arlington by methods that are consistent with best value principles, applicable laws and regulations, and best industry practices. "Best Value" means the optimum combination of economy and quality that is the result of fair, efficient and practical procurement decision-making. The procurement methods described in this procedure include open market procurements, group purchasing contracts, term contract purchases, trade-ins, leases, rentals, and the purchase of goods and/or services when the ProCard cannot be used. This procedure also includes instructions for assessing supplier performance and for contracting with Historically Underutilized Businesses (HUBs).

Rationale

It is the policy of the University of Texas at Arlington Office of Procurement Services to facilitate and expedite the purchasing function for all departments of the University with a staff of honest, ethical and qualified purchasing professionals. All personnel authorized to make procurements on behalf of the University are expected to identify the most appropriate and effective method of acquisition for each assigned requisition in order to obtain the maximum value for each dollar of expenditure. They are required to make all purchases, regardless of the source of funds, on a competitive basis unless otherwise authorized by law, UT System policy, or UT Arlington policy. The University of Texas at Arlington requires honest and ethical conduct of all employees who are authorized to make purchases on behalf of the University. Demonstration of ethical behavior includes giving no special consideration to bidders, not accepting gifts or gratuities that might in any way result in an obligation to individuals or companies seeking business, and complying with this procedure and all related laws, rules, and regulations.

Scope

This procedure applies to Office of Procurement staff and all other employees involved in the procurement process and authorized to make purchases on behalf of the University. The Office of Procurement is under the supervision of the Senior Director of Procurement Services, who is accountable to the Associate Vice President for Business Affairs.

Related Statutes, Policies, Requirements or Standards

UT System Administration Policies and StandardsOther Policies and Standards
Regents' Rules and Regulations, Rule 20201, Presidents, Section 4, Duties and Responsibilities

UTS159, Purchasing

UTS156, Purchaser Training & Certification

UTS137, Historically Underutilized Business (HUB) Program

UTS126, Processing of Space Lease Agreements

Board of Regents' Rules and Regulations, Rule 20901, Procurement of Certain Goods and Services

Board of Regents' Rules and Regulations, Rule 30103, Standards of Conduct

Regents' Rules and Regulations, Rule 80103, Solicitation
Institutional Policy and Informational Documents(HOP ADM 1-300)

Payments for Professional Services (Procedure 1-19)

Purchasing Card (ProCard) Program (Procedure 4-11)

Reimbursements and Payments Other Than for Travel and Purchase Orders (Procedure 4-26)

Contract with Historically Underutilized Businesses (HUB) (Procedure 4-28)

Texas Education Code, Section 51.9335, Acquisition of Goods and Services (Providing Best Value)

Article XVI, Section 21, Texas Constitution, Public Printing and Binding: Repairs and Furnishings; Contracts

TIBH Industries (Employment for Texans With Blindness and Other Disabilities)

Texas Procurement and Support Services (TPASS)

Federal Office of Management and Budget, OMB Circular A-102, Grants and Cooperative Agreements with State and Local Governments

Federal Office of Management and Budget, OMB Circular A-110, Uniform Administration Requirements for Grants and Agreements with Institutions of Higher Education

Federal Acquisition Regulation (FAR)

Contacts

If you have any questions about this procedure, contact the following departments:

SubjectOffice NameTelephone NumberEmail/URL
All topics in ProcedureProcurement Services817-272-2194procurement@uta.edu
Website accessAdministrative Information Management817-272-0222aim@uta.edu
http://www.uta.edu/aim

Definitions

DIR Contracts: State of Texas Department of Information Resources (DIR) awards and manages cooperative contracts for information and communications technology

Historically Underutilized Businesses (HUBs):Historically underutilized businesses (companies owned by women, minorities, or service disabled veterans) that are certified by the State of Texas. Employees are strongly encouraged to identify and use HUBs whenever they are available and competitive

Invitation to Bid (ITB): An invitation to bid (ITB) is a formal competitive solicitation, which is sometimes referred to as a "sealed bid". ITBs require an advertised public opening conducted at the time and date specified in the ITB. The responses are evaluated and awarded to the responsive, responsible bidder with the lowest price or best value. When using this solicitation, price as well as specification requests are major considerations in the award process

Open Market Procurement: Markets where it is appropriate to apply RFQs, ITBs, RFPs, etc.

Payment Voucher (PO Voucher and non-PO Voucher):Used to generate payments for goods and services

ProCard: The Purchasing Card (ProCard) Program is authorized by the State of Texas, Texas Procurement and Support Services (TPASS), through a contract with Citibank. The ProCard is a Citibank MasterCard. This program is designed to delegate authority and capability to purchase certain low-value items directly to the account manager. Use of the ProCard significantly reduces the requirements to obtain purchase order numbers, process invoices for payments and prepare large numbers of voucher/payment documents

Purchase Order: Written authorization for a supplier to ship products or provide a service at a specified price, which becomes a legally binding contract once the supplier accepts it

Resale-authorized Departments: The retail store in the University Center, the Fort Worth Maverick Market, and the Health Services Pharmacy are authorized to purchase items for resale

RFP (Request for Proposal): An invitation for suppliers, through a competitive sealed bidding process, to submit a proposal on a specific commodity or service. The request process brings structure to the procurement decision and allows the risks and benefits to be identified clearly upfront. The procedure allows changes to be made after the proposals are opened and contemplates that the nature of the proposals and/or prices offered can be negotiated prior to award. This process is lengthier than others but it ensures that the solution chosen will suit the University's requirements

RFQ (Request for Qualifications): Procurement method used when securing professional services. This solicitation method examines the qualifications of responding firms. Respondents are evaluated and ranked as to how each best meets advertised qualifications. After rankings are established the University begins negotiations with the most qualified supplier to come to an agreement on pricing.

ServiceNow: Tool where approvals take place for UTShare transactions

Small Dollar Purchase Order: Purchase Orders with a total value of $5000 or less (including freight)

Solicitation: As defined in Regents' Rules and Regulations Rule 80103, Solicitation, solicitation means the sale, lease, rental or offer for sale, lease or rental of any property, product, merchandise, publication or service, whether for immediate or future delivery; an oral statement or the distribution or display of printed material, merchandise or products that is designed to encourage the purchase, use or rental of any property, product, merchandise, publication or service; the oral or written appeal or request to support or join an organization other than a registered student, faculty or staff organization; the receipt of or request for any gift or contribution; or the request to support or oppose or to vote for or against a candidate, issue or proposition appearing on the ballot at any election held pursuant to state or federal law or local ordinances

Term Contracts: State of Texas Contracts: Texas Procurement and Support Services (TPASS) awards and manages hundreds of statewide contracts on behalf of more than 200 state agencies and 1,700 local government agencies

Texas Multiple Award Schedule (TXMAS) Contracts:TPASS has established contracts that have been competitively awarded by the federal government or any other government entity of any state

TIBH: TIBH Industries, Inc. helps provide employment, through the State's use of the Works Wonders Program, for Texans with blindness and other disabilities

UTAFlow form: Electronic approval document used to approve finance transactions and is routed in ServiceNow

UTShare: The computerized finance system used at UT Arlington

UTSSCA: The University of Texas Supply Chain Alliance

Responsibilities

Accounts Payable
  • Processes and approves payments for goods and/or services after a purchase order or purchase order number is obtained
All Employees Involved in the Procurement Process
  • Report any violation of purchasing ethics promptly to the Vice President for Business Affairs and Controller
  • Determine the most appropriate and effective method of acquisition for each requisition
  • Assume responsibility for purchases until the purchases are authorized by the Office of Procurement
  • Procure items from State of Texas term contracts where possible
  • Notify the Office of Procurement Services of poor supplier performance
  • Work with the University's HUB Coordinator to identify certified minority and women-owned businesses to bid on procurement opportunities
  • Comply with this procedure and all related laws, rules, and regulations
Senior Director of Procurement Services
  • Approves exceptions to this procedure: this responsibility may be delegated
  • Approves processing of purchases prior to the issuance of a purchase order
  • Establishes, implements, and maintains a training and certification plan for Procurement staff
  • Approves justified purchases from non-TIBH sources
Department Heads
  • Approve Requisition UTAFlow form in ServiceNow that will route to the Office of Procurement Services
Procurement Services
  • Obligates institutional funds for purchases of supplies, materials, services and equipment
  • Places purchase orders, issues purchase order numbers, releases purchases as authorized, and assists other departments in all matters involving purchase orders
  • Assists departments and personnel who have been given delegated authority to make independent purchases
  • Approves written procurement procedures used for the purchase of items for resale
  • Specifies recycled/remanufactured goods whenever possible
  • Obtains departmental requisitions, bids, and quotes, and reviews for accuracy and compliance with specifications
  • Maintains an accurate file of all procurement transactions and related correspondence
  • Interviews and conducts correspondence with suppliers on all matters related to procurement
  • Receives and processes all requests for lease or rental of space or equipment
Vice President for Business Affairs and Controller
  • Reports violations of purchasing ethics to the President and the UT System Executive Vice Chancellor for Business Affairs

Procedures


Section I. Determining Best Value - General Guidelines

When determining best value, personnel authorized to make procurements on behalf of the University shall consider:

  • Purchase price
  • Reputation of the supplier and of the supplier's goods or services
  • Quality of the supplier's goods or services
  • Extent to which the goods or services meet the University's needs
  • Supplier's past relationship with the University
  • Impact on the ability of the University to comply with the laws and rules relating to historically underutilized businesses
  • 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
  • Long term cost to the University of acquiring the supplier's goods or services
  • Any relevant factor that a private business entity would consider in selecting a supplier. 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 supplier unless the institution provides written justification in the procurement solicitation for use of the unique material specified
Section II. Responsible Purchasing Practices

As an agency of the State of Texas and as a public institution of higher education, we have a responsibility to support matters of public policy. Accordingly, when possible, buyers should give consideration in their award decisions to goods and services described in this section.

  1. Recycled/remanufactured goods: Whenever possible, Procurement staff and delegated university departments shall specify the following recycled/remanufactured goods, or their use:

    1. Products made of recycled, remanufactured, or environmentally sensitive materials, including:

      1. recycled steel

      2. 100% post-consumer content office paper

      3. 30% to 100% PCC color-copy paper

      4. Recycled paper products including, but not limited to, stationery, letterhead, and business cards

    2. Energy-efficient products that contain the Energy Star rating, including:

      1. computers

      2. photocopiers

      3. other applicable office equipment

    3. "Green" cleaning supplies and other applicable products, having Green Seal or Eco Logo Certification

    4. Rubberized asphalt paving material

    5. Recycled motor oil and lubricants

    6. Products produced at facilities located on formerly contaminated property

  2. Local Suppliers: When possible, buyers should give consideration to goods that are:

    1. Supplies, materials, equipment, or services produced in Texas and/or offered by Texas bidders

    2. Agricultural products produced or grown in Texas

    3. Agricultural products and services offered by Texas bidders

    4. USA produced supplies, material or equipment

  3. Economically depressed and blighted areas: When possible, buyers should give consideration to the purchase of products and services from economically depressed or blighted areas.

  4. Purchases from people with disabilities (TIBH): When the University purchases goods or services that are available from a TIBH source from a non-TIBH source, a written justification must be provided documenting why TIBH goods or services were unacceptable. Information about TIBH goods and services can be obtained at their website, http://www.tibh.org/index.php.

    1. If a TIBH supplier is not chosen, prepare a written justification documenting the reason why TIBH goods or services were unacceptable. Reasons may be specifications regarding quality, quantity, delivery, life cycle costs, and prices.

    2. Forward the written justification to the Senior Director of Procurement Services or designee with a request or review and approval.

  5. UTSSCA Contract Purchase: The Office of Procurement will review all requisitions to determine if the requested items/services are available from one of the UTSSCA contracts.
  6. Term (State of Texas) Contract Purchase: The Office of Procurement will review all requisitions to determine if the requested items are listed under (TPASS) http://www.window.state.tx.us/procurement/Term Contracts.

  7. TXMAS Contracts: The Office of Procurement will review all requisitions to determine if the requested items are listed under TXMAS Contracts.

  8. DIR Contracts: The Office of Procurement will review all requisitions to determine if the requested items are listed under DIR Contracts.

  9. Historically underutilized businesses (HUBs): The Texas Government Code encourages all state agencies to make a good faith effort to increase purchases and contract awards to certified historically underutilized businesses. See Contract with Historically Underutilized Businesses (HUB) (Procedure 4-28) for more information about UT Arlington HUB policies.

Section III. Federal Funds

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 Regulation (FAR), Federal Office of Management and Budget (OMB) Circular A-102, Grants and Cooperative Agreements with State and Local Governments, and Federal Office of Management and Budget (OMB) Circular A-110, Uniform Administration Requirements for Grants and Agreements with Institutions of Higher Learning. Please refer to Contract and Grant Services procedures, http://www.uta.edu/research/administration//GCS/policies.htm, for instructions.

Section IV. Meeting Minimum Requirements for Open Market Procurements
  1. The following procedures outline minimum solicitation requirements for those orders processed on the open market (e.g., via RFQ, ITB, RFP, etc.). Minimum requirements do not negate the buyer's obligation to ensure that a competitive procurement occurs and best value is attained. It shall be the buyer's responsibility to determine the appropriate number of competitive suppliers from whom to solicit offers with consideration given to maximizing HUB participation and contract awards. The following dollar threshold and minimum solicitation requirements apply to both local and state funds:

    1. Purchase of goods and/or services costing $5,000 or less, including freight, may be placed without competitive bids. The State of Texas Purchasing Card (the "ProCard") is the preferred method of placing orders that are $4,000 or less, ref. Purchasing Card (ProCard) Program (Procedure 4-11). If the ProCard is not accepted by the supplier, or is not an allowable ProCard purchase, then the purchase will be made with a small dollar purchase order.

      1. Obtain the source of detailed pricing (i.e. fax or e-mail from supplier, copy of web site, catalog page, etc.) to support audit requirements.

      2. Create a requisition in UT Share based upon above pricing confirmation.

      3. Complete the Requisition UTAFlow approval form.
      4. UTShare will run a process to convert the requisition into a purchase order (PO) and a PO ID will be assigned to the purchase.
      5. When the purchase order is approved and has passed a budget check, the dispatch process will run sending the PO to the requester for dissemination to the supplier. NOTE: A PURCHASE ORDER MUST HAVE A STATUS OF "DISPATCHED" BEFORE THE PO ID IS GIVEN TO A SUPPLIER.

      6. Acceptance/receipt - only applies to goods (not services). For purchase orders of $5000 or less and receiving hasn't already taken place, departments can perform desktop receiving but only by the creator of the associated requisition. See UTShare Financial Topics - Desktop Receiving for more information. If there is no requisition associated with the purchase order or another employee created the associated requisition the department will need to contact Property Management to request a receipt be created.

      7. Obtain an itemized invoice for voucher processing, create and submit a Payment Voucher in UTShare.

      8. Required documentation for Accounts Payable review is to be attached to the Payment Voucher:

        • Invoice: All items on the invoice must have been received (if required) and accepted by the requesting department prior to payment voucher processing. Invoices that have not been processed correctly will not be approved for payment. Additionally, invoices that are not itemized will not be approved for payment.
        • Purchases shall not be divided or split into bundles costing $5,000 or less in order to evade procurement procedures for purchases over $5,000.

      9. If the ProCard cannot be used and the purchases are for non-purchase order items or reimbursements see Reimbursements and Payments Other Than for Travel and Purchase Orders (Procedure 4-26).

    2. Purchases Requiring Special Handling

      1. Purchases for printing or printing services using State of Texas funding (Fund 21XX) require special handling by the Office of Procurement and may not be handled at the departmental level, regardless of dollar amount of purchase.
    3. Purchases over $5,000 and up to $25,000 will require a minimum of three (3) quotes to be taken by the Office of Procurement. At least two (2) quotes must be obtained from HUBs (companies owned by women or minorities, or service disabled veterans). The Office of Procurement Services will approve exceptions to these procedures only when circumstances warrant deviation.

    4. Purchases over $25,000 will require formal written bids or proposals in response to a written solicitation issued by the Office of Procurement. At least two (2) bids or proposals must be obtained from HUBs (companies owned by women or minorities, or service disabled veterans). The Office of Procurement Services will approve exceptions to these procedures only when circumstances warrant deviation.

  2. Requisitions for Open Market Procurements

    1. An official UTShare Requisition and appropriate UTAFlow approval form is completed for open market procurements exceeding $5,000.

    2. The department head must approve the UTAFlow form which will route to the Office of Procurement for processing.

Section V. Purchase of Items for Resale Only

Auxiliary departments having authority to purchase items for resale only may do so without going through the Office of Procurement Services so long as such departments have appropriate written procurement procedures approved by the Office of Procurement Services. The retail store in the University Center, the Fort Worth Maverick Market, and the Health Services Pharmacy are authorized to purchase items for resale.

Section VI. Purchase Orders
  1. Requirement for Purchase Order

    Except for credit card purchases and those purchases listed in VI.B, A PURCHASE ORDER OR A PURCHASE ORDER NUMBER MUST BE OBTAINED BEFORE A PURCHASE IS MADE. Accounts Payable will not process or approve payments for goods and/or services when purchases are made prior to a purchase order being issued or a purchase order number being obtained from Procurement unless approved by the Senior Director of Procurement Services or designee.

    1. Departments will be sent an email when this situation occurs advising of the specifics.

    2. Exception requests must be submitted as outlined in Section XVI.
    3. The steps outlined in Section IV. A. 1. should be followed for all purchase orders regardless of the invoice dollar amount for materials and the payment of invoices, with the following two exceptions:

      1. Purchases for $4,000 or less, including freight charges, that can be made with the ProCard and for which a suitable supplier can be identified (See Purchasing Card (ProCard) Program (Procedure 4-11).

      2. Purchases that are for non-purchase order items or reimbursements (See Reimbursements and Payments Other Than for Travel and Purchase Orders(Procedure 4-26).

  2. Goods and Services Not Requiring a Purchase Order

    Some purchases of goods and services may not require a purchase order because best value is obtained by procuring such goods or services by other means. Purchases of the following goods or services should not be processed using a purchase order but must be processed in accordance with Reimbursements and Payments Other Than for Travel and Purchase Orders (Procedure 4-26).

    • Central Library procurements for books, subscriptions, journals, etc.
    • Utilities - telephone, electric, gas and water
    • Filing fees for work to be performed on buildings, e.g. Texas Department of Health
    • Professional registration/license fees, e.g. University Health Services physicians, safety employees
    • YWCA Child Development Center scholarships and reimbursements
    • Postal Services - permits, bulk rate fees and meter charges
    • Insurance premiums
    • Interagency payments for services (non-encumbrance)
    • Bus charters (for Athletics only)
    • Registration fees for conferences, seminars, and workshops billed by the supplier
    • Umpires/officials' fees for refereeing sporting events billed by supplier
    • Memberships in the name of the university or university department
    • Reimbursements to university employee(s)
    • Overnight hotel lodging paid on behalf of official university guests
    • Fees for performers and entertainers billed by a company and the associated Technical Rider Production Requirements
    • Meals in restaurants and catering expenses - pick-up or delivery
    • Expenses related to hosting a conference (i.e., audio-visual equipment, room rental, booths, etc.)
    • Guest lecturers billed by supplier
    • Subscriptions to periodicals, including electronic versions
    • Flowers
    • Professional, consulting and/or temporary services from individuals; however, such services must be processed in accordance with Payments for Professional Services(Procedure 1-19)
    • Advertisements, e.g. newspapers, radio, TV, billboards, periodicals, etc, and associated services (requires submission of a copy of the ad or ad verbiage)
    • Miscellaneous fees, e.g. assessments, accreditations, royalties, copyrights, appraisals, training costs, and others as approved by Procurement Services
    • Publications and audio-visual materials (prepared materials only, not equipment, supplies, or printing)
    • Leases for office space and associated facility improvements/renovations. NOTE: Although a Purchase order is not required, leases will be processed through Procurement Services to ensure compliance with UT-System policy
    • Bottled water and/or soft drinks from Pepsi Bottling Group (Exclusive Pouring Rights Contract). Prior to placing an order, contact Procurement for the appropriate university account number.
    • Medical services for student athletes paid by the Athletics Department
    • Retreat facilities
    • Books and supplies purchased through UT Arlington Bookstore for scholarship recipients
    • Division of Enterprise Development curriculum/course material development
    • TMAC purchases mandated by customer contracts
  3. Confirmation Purchase Orders

    Confirmation purchases are those that are made before a written purchase order is issued by the Office of Procurement. The department must secure a purchase order number from the Office of Procurement prior to making the purchase.

    1. Departments requesting authority to make a purchase of this type shall first follow the solicitation requirements outlined in this procedure.
    2. The requesting department MUST obtain a purchase order number from the Office of Procurement prior to ordering goods and/or services.

    3. The requesting department will then place the order with the supplier.

    4. When the requesting department is ready to submit the requisition for this purchase, the requester is to contact their designated buyer in the Office of Procurement to coordinate submittal in a manner that will ensure proper PO number assignment. NOTE: The University is not legally obligated until the Office of Procurement has authorized the purchase. Any individual making a purchase without proper authority first being given is assuming a personal obligation to the supplier for which he/she may be held personally liable.

    5. After an order has been issued to the supplier, all cancellations and changes on that order must be handled by the Office of Procurement.

      1. The requesting department will contact the appropriate buyer as soon as possible.

      2. The requesting department will forward a memo describing the needed change or cancellation to the Office of Procurement. If a change or cancellation of a term contract purchase order is involved, the Office of Procurement will handle correspondence required to obtain the approval of Texas Procurement and Support Services (TPASS) and the supplier.

  4. Managing Requisitions

    1. Requisitions are entered into UTShare.

    2. Departments who have access to UTShare may track their requisitions and/or purchase orders using the Manage Requisitions page and drilling down into the Requisition Lifespan. See UTShare Finance Topics - Manage Requisitions for more information.

  5. Purchase Order Release Authority

    No staff member may dispatch a purchase order to a supplier either verbally or in writing which exceeds his/her dispatch authority until such order is reviewed and approved by personnel who have authority at that level of commitment (preferably attached electronically to the transaction in UTShare).

    • Copy of purchase order
    • Change order(s), if applicable
    • Copy of requisition or request/authorization memorandum, if applicable
    • Confirming quotation or written bid/RFP (including clarifications and revised bids/proposals)
    • Award recommendation, if applicable
    • Bid tabulation and justification for method of purchase
    • Appropriate justification (e.g., emergency, sole-source), if applicable
    • Department (user) review/approval letter or evaluation forms, if applicable
    • Other-than-low-bid justification - approval memo, if applicable
    • Bidders list, if applicable
    • Copy of all submitted quotations or written bids/RFPs, if applicable
    • HUB good faith effort documentation (orders greater than or equal to $100,000)
    • TIBH justification, if applicable
    • Any additional correspondence
Section VII. Purchases of Computing Equipment

All purchases of laptop and desktop computing equipment must conform to hardware standards published by the Office of Information Technology or be approved by the Office of Information Technology unless such computer equipment is integral to the functioning of research equipment and will not be used for normal UT Arlington business or academic purposes. For immediate requirements for sole computers please see Emergency Centralized Computer Distribution Program (Procedure 19-1).

Section VIII. Exclusive Acquisition Procedure (Sole Source Purchases)

The competitive bidding process is the foundation of government purchasing. In rare situations though, due to the unique nature of some goods and services, competition may not be possible. It is the responsibility of Procurement to verify that competition is not required and that the acquisition will result in "best value" for the institution in compliance with Tex. Educ. Code ยค51.9335(b).

In order to make this determination, the Procurement Buyer must understand the unique characteristic(s) of the good or service, therefore, the following information must be provided:

  • Special Use Requirements (equipment only)

    • To be compatible with existing equipment
    • For the repair, maintenance or modification of existing equipment
    • For use as spare or replacement equipment
  • Required Features:

    List the specific feature(s) or characteristic(s) that are required which are unique to the good or service provided by this supplier. Describe the importance of the unique feature(s) as it applies to the intended use and project goals. Describe how the selected supplier meets these requirements
  • Evaluation of Other Sources

    Identify other sources that were evaluated (including the names, manufacturers, model numbers, etc.) and the reason they were found to be unsatisfactory for the intended use or in meeting project goals.
  • Risk Elements:

    Describe any substantial risks that could not be overcome if the product or service was procured from another supplier.

If the purchase of a good or service exceeds $5,000, and an equivalent good or service specified is not available, or is limited to one (1) provider of the good or service, then the Exclusive Acquisition Justification Form (Form 4-24) needs to be completed by the primary user of the goods and/or services being requested. Once complete and signed by the primary user, this form is to be forwarded to the Department Dean or Department Head for approval. The completed Exclusive Acquisition Justification Form (Form 4-24) then must to be attached to a requisition in UTShare to be routed to the Office of Procurement.

A Buyer will review and approve or deny the Exclusive Acquisition Justification Form (Form 4-24). If the form is approved at the Buyer level, the form will be forwarded to Procurement management for further review. Upon final approval, the procurement will proceed.

If the form is denied at any level, the denial will be communicated to the campus user(s) and a competitive solicitation will be done by the Office of Procurement.

Section IX. Emergency Purchases

When the purchase of a good or service exceeding $5,000 needs to be processed on an emergency basis, the Exclusive Acquisition Justification Form (Form 4-24) must be provided to the Office of Procurement. The justification must include the following information:

  • Risk Elements:

    State the financial or operational damage/risk that will occur if needs are not satisfied immediately
  • Special Circumstances:

    State why the needs were not or could not be anticipated so that goods/services cannot be purchased following standard procedures.
  • Supplier Selection:

    State the reason and process used for selecting the supplier.

The Exclusive Acquisition Justification Form (Form 4-24) needs to be completed by the primary user of the goods and/or services being requested. Once complete and signed by the primary user, this form is to be forwarded to the Department Dean or Department Head for approval. The completed Exclusive Acquisition Justification Form (Form 4-24) then must to be attached to a requisition in UTShare to be routed to the Office of Procurement.

A Buyer will review and approve or deny the Exclusive Acquisition Justification Form (Form 4-24). If the form is approved at the Buyer level, the form will be forwarded to Procurement management for further review. Upon final approval, the procurement will proceed.

If the form is denied at any level, the denial will be communicated to the campus user(s) and a competitive solicitation will be done by the Office of Procurement.
Section X. Request for Qualifications (RFQ) - Used to Qualify Vendors

A Request for Qualifications (RFQ) is used to identify a group of vendors who meet a set of minimum qualifications in order to submit proposals for a planned solicitation. Only qualified vendors are permitted to submit proposals to the solicitation. This process is required for architects, engineers, RNs, CPAs, Physicians, Land Surveyors, and others as defined in Government Code 2254.002

The decision to use the RFQ process is generally made through discussions between the requesting department and the Contract Management Office.

Process:

  • The Contract Management Office and the department develop a general scope of work (SOW) along with a set of questions that will be asked of the vendors to determine their qualifications for the project.
  • The department identifies a team of end users/subject matter experts to review vendor submissions and score the responses. The team develops a scoring methodology that will be used in the scoring process. Team members each sign a Non-Disclosure/Conflict of Interest statement provided by the Contracting Office.
  • The RFQ is publicly posted.
  • The evaluation team scores the responses and identifies those vendors who meet the minimum qualification requirements. Only qualified vendors are asked to participate in any subsequent solicitation.
  • When the RFQ is concluded, the university may or may not issue a solicitation.

If a professional service cannot be pre-qualified, the Exclusive Acquisition Justification Form (Form 4-24) must be provided to the Office of Contract Management The justification must include the following information:

  • Supplier Selection:

    Criteria used to select supplier for requested services
  • Reason for Selection:

    Identify specifications qualifications of selected supplier.

The Exclusive Acquisition Justification Form (Form 4-24) needs to be completed by the primary user of the service being requested. Once complete and signed by the primary user, this form is to be forwarded to the Department Dean or Department Head for approval. The completed Exclusive Acquisition Justification Form (Form 4-24) must to be sent to the Office of Contract Management - either electronically or hard copy.

A Contract Specialist will review and approve or deny the Exclusive Acquisition Justification Form (Form 4-24). If the form is approved by the Contract Management Office, the form will be forwarded to Procurement management for further review. Upon final approval, the procurement will proceed.

If the form is denied at any level, the denial will be communicated to the campus user(s) and a competitive Request for Qualification will be done by the Office of Contract Management.
Section XI. Internal Repairs

An internal repair is a repair to university-owned equipment that cannot be reasonably defined prior to the actual repair and the extent of which cannot be determined until the equipment is disassembled. Internal repairs must contain labor and may also include parts. Competitive bids are not required for an internal repair.

Section XII. Independent Contractors

When acquiring services from an individual, follow the instructions in Payments for Professional Services (Procedure 1-19).

Section XIII. Equipment Offered as Trade-in
  1. If a department of the University requests the purchase of new equipment and also offers a trade-in of old equipment of the same or a similar type, the used equipment must be fully described in the requisition as to age, condition, make, model and serial number, if available, and the most realistic estimate of the value of the used equipment.

  2. Trade-in of old equipment cannot be applied when purchasing any new equipment on State of Texas Term Contracts.

Section XIV. Lease and Rental

All lease or rental agreements for space must be processed in accordance with University of Texas System Policy UTS126, Processing of Space Lease Agreements, and may require University of Texas System approval prior to execution. Please contact Procurement Services for additional information.

  1. Lease of Space

    1. Space may be leased from a private source using the method that will provide the best value for UT Arlington. Space may be leased through competitive bidding, competitive sealed proposals or direct negotiation.
    2. The original term of the lease may not exceed 10 years and may include options to renew for as many terms as needed, not exceeding 10 years.
  2. Rental or Lease of Equipment

    1. Requisitions for rental or lease of equipment must be submitted to the Procurement Office at least thirty (30) days prior to the required delivery date.

    2. If a need should arise for the rental of equipment on a short term basis, the Procurement Office should be contacted for assistance.

Section XV. Assessment of Supplier Performance

To assist the Office of Procurement in identifying suppliers who perform poorly, departments will notify the Office of Procurement of poor supplier performance.

  1. Departments should not approve invoices until completely satisfied with the goods and/or services invoiced. After completing Supplier Performance Form (Form 4-10) to document their assessment of vendor performance, departments should forward the completed form to the Office of Procurement.

  2. The Office of Procurement will utilize these forms in determining whether or not the University will continue to use a particular vendor.

Section XVI. Prohibited Purchases

Payments for the following goods and services are not authorized to be paid with University funds. Purchase of these items made with approved exceptions should not be processed with a purchase order.

  • Charitable donations
  • Gifts over $100
  • Gift certificates to non-UT Arlington employees over $100: gift certificates for UT Arlington employees may not be purchased regardless of the value.
  • Tours, golf tickets, sporting events, or movies, or laundry, except when acquired by the Athletics Department
  • Employee tuition
  • Employee application fees
  • Student tuition, application fees, or other student expenses
  • University parking decal fees
  • Internet provider services
  • Traffic citations
Section XVII. Exceptions to this Procedure
  1. The following instructions should be followed to request an exception to these procedures:
    1. Each request must include detailed documentation as to why the exception should be granted and the benefit to the University if the exception is granted.
    2. The approval of the account administrator must be obtained.
    3. The approved request should be submitted using the BA Exception Request menu located in UTA Flow.
  2. Each request will be granted or denied based on the circumstances of the individual situation. The granting of a request does not alter the existing procedures.
  3. Documentation will be maintained on the Office of Business Affairs and Controller on-line Policy Exceptions file.

Appendices

None

Website Address for This Procedure