Purchasing Office

Vendor HandBook

Mission Statement

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.

Purchasing Ethics

First consideration shall be given to the objectives and policies of the University of Texas System and it's 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.

Purchasing Procedures

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.

Informal Quotes

  • All purchases shall be authorized by a purchase order signed by the Director of Materials Management 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. The purchase contract will be awarded to the lowest responsible bidder conforming to specifications.
  • Quotations may be submitted by mail, fax or in person to the Purchasing Office.
  • Average quotation period is five to ten days.

Formal Bids/Proposals

  • 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 contract to the lowest responsible bidder conforming to specifications and representing the best value to the University.
  • All bid openings are public usually at 2:30pm CST. You or your representatives are welcome to attend all openings. If Requests for Proposals are required only the names of those submitting proposals will be announced.

Bid Tabulations

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.

Procurement Card

Departments may make purchases for approved commodities up to $5000 using the University’s Procurement Card.

General Information

Bid Notifications

The University Purchasing Office posts formal bids on the Electronic State Business Daily web site. Vendors may view the University’s procurement opportunities by logging on to http://esbd.cpa.state.tx.us/1380sagency.ctm.

Bidders List

Lists of vendors are maintained by the Texas Building & Procurement Commission (“TPASS”). Your firm may be added to this list by submitting an application to the TPASS. Applications may be downloaded by logging on to TPASS’s web site at http://www.TPASS.state.tx.us/cmbl/index.html.

Insurance and Bonding

The University of Texas at San Antonio occasionally will solicit bids/proposals that require insurance and bonding. When necessary, requirements will be listed in the bid solicitation.

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.

Invoice Payments

To insure prompt payment:

  • Deliver merchandise to Central Receiving or destination stated on purchase order.
  • The Disbursements Office must have acknowledgement of merchandise from Central Receiving before payment is processed.
  • Invoices must be sent to the Disbursements Office – One UTSA Circle, San Antonio, TX 78249.
  • Invoices must show a proper purchase order number, a complete description, quantity, unit price, and extension.
  • The University of Texas at San Antonio 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.

Taxes

The University of Texas at San Antonio 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 74-1717115G

Historically Underutilized Businesses Program

It is the policy of the University of Texas at San Antonio 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 University Economic Development Institute is available for your needs. Phone: (210) 458-2450.

Important Contact Information

The University of Texas at San Antonio
Purchasing and Distribution Services Department
Purchasing Office
Phone: 210-458-4060
Fax: 210-458-4061

Located in the Central Receiving Warehouse Building
Purchasing Office Web site
www.utsa.edu/purchasing

Purchasing Staff

see our contact page