Supplier Information

Bid Process  |   Acquisition Methods   |   Subcontracting Requirements

General Information

The mission of the University of Texas Health Science Center at Houston (UTHSC-H) Purchasing Department is to acquire goods and services efficiently and effectively for internal customers utilizing a best value procurement methodology as provided by Texas Government Code, Title 10, Subtitle D, Subchapter A, Section 2155.074 and Texas Government Code, Title 10, Subtitle D, Section 2156.007.

1. UTHSC-H has instituted a decentralized purchasing process for goods or services with a dollar value less than $5,000. UTHSC-H customers can place purchase orders for goods or services with a cost of $5,000 or less without going through a formal bid process.
2. All orders for goods and services over $5,000 are managed by the UTHSC-H Purchasing Department according to the guidelines provided in the Bid limits and process time page. The Purchasing department has the sole authority to commit University funds for the procurement of goods and services over $5,000. (UTHSC-H recommends that suppliers review and become familiar with our standard terms and conditions. The terms and conditions are available through this website. )
3. UTHSC-H Purchasing develops bid lists through several methods. Buyers search the Certified Master Bidders List (CMBL) that is maintained by The Texas Building and Procurement Commission (TBPC). UTHSC-H strongly encourages suppliers to register with the TBPC. Additionally bid lists are generated from suppliers that have previously performed work or provided goods to the University. Click here for current Bid Opportunities.
4. Suppliers are required to certify that they are not debarred from any of the following federal and/or state agencies:

EPLS - Excluded Parties List System
HHS Office of Inspector General
Texas Comptroller of Public Accounts - (Texas Franchise Tax-Corporation Search)
Texas Comptroller of Public Accounts - Debarred Vendor List
United States Department of the Treasury
Texas Comptroller of Public Accounts - (Taxpayer and Vendor Account Information)

Bid Process

UTHSC-H maintains an extensive database of vendors. This database is continually updated with new and prospective businesses as requested through departmental contact, referrals, vendor requests, and forums. Our vendor database can be retrieved from any school or hospital under the auspices of UTHSC-H. The primary resource for identifying HUB vendors is the State of Texas Building and Procurement Commission's Centralized Master Bidder's List (CMBL).

Competitive Process 

Competition is obtained in the following ways: telephone bids, formal written bids, or RFPs/RFOs. All bidders receive the same information. We do not shop prices.

Public Openings

All Public Openings are open to the public at 3:00 P.M. each day. The buyer who initialized the bid will start the bid opening procedures at exactly 3:00 P.M. Vendors must arrive prior to 3:00 P.M. and sign the log sheet for the bid they wish to attend. Once the bid opening is in session, no one will be admitted to the room. Bids received after the specified time will be returned unopened.

Telephone Bids 

Telephone bids are due back the same day or the following day, preferably less then 24 hours, depending upon the difficulty of the request.

Return Bids To:

Return all bids unless otherwise specified to:

The University of Texas-Houston Health Science Center
Procurement Services
1851 Crosspoint, Suite 1.160
Houston, Texas 77054

or

The University of Texas-Houston Health Science Center
Procurement Services
P.O. Box 20036, Suite 1.160
Houston, Texas 77225

Open Records

UTHSC-H is governed by the Open Records Act - all bids are subject to open records. A copy of the tabulation and other bid information can be obtained for a small copy fee by writing to the buyer who is the contact person for the bid. The amount and type of information distributed may be limited depending on the type of procurement.

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Acquisition Methods

The UTHSC-H Buy Team supports the university by determining the best procurement method for acquiring requisitioned goods and services. They are also responsible for the advertisement or renewal of local contracts and creating new contracts to support the university's mission. Contracts are awarded based on the competitive bid process.

The UTHSC-H campus community is responsible for awarding small order (SO) purchases to HUB vendors whenever possible. HUB vendors are identified to the campus community via email, vendor fairs, bid-list tables, and during departmental visits.

$5,000 or less
Telephone Bid - Small Order

• Does not require competitive bids. Upon receipt of a verbal quotation from a single bidder, the buyer, at his/her discretion, may issue a purchase order.

$5001 - $10,000
Telephone Bid - Informal Contract

• Requires three phone bids. Competitive bids may be solicited from several prospective bidders. The bids are evaluated and a purchase order may be issued to a bidder submitting the most complete and lowest bid. The university shall attempt to obtain at least three informal bids including one from a minority or woman owned business for all delegated purchases within this dollar amount.

$10,001 or Greater
Public Sealed Bid - Formal Contract

• Requires written bids. This method requires preparation of detailed written specifications to maximize competition. Sealed competitive invitations for bid are opened at the scheduled site and time, after which they are evaluated. A purchase order may be issued to the responsive bidder who submits the most complete and lowest bid.

QISV Catalog Purchase

• The Qualified Information Services Vendor (QISV) catalog purchasing program allows qualified entities (state agencies and political subdivisions) to purchase automated information systems products and/or services in an efficient, cost effective, and competitive procurement method. Vendors may obtain additional information by contacting the Texas Building and Procurement Commission (GSC), or visiting their web-site:
  
  http://www.tbpc.state.tx.us/stpurch

Procurement Card

• The UTHSC-H utilizes the MasterCard procurement card or UT-BUYCARD as a method of procurement and of payment for goods and services. Individual card holders have authority to use the card to make purchases within their stated procurement authority and dollar limit. Limits will vary from department to department depending upon the management; but, only in strict exceptions will this authority exceed $5,000.

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Subcontracting Requirements

SECTION 2.10 of Senate Bill 178

Adds subchapter "F. SUBCONTRACTING" to Chapter 2161 of the Texas Government Code.

1 TAC Section 111.14 Implements the Statutory Provision

(Implementation for all such procurements on or after April 1, 2000)

Provisions affect all contracts with expected value of $100,000 or more:

Agencies

Determine probability for subcontracting opportunities.
State that probability in invitations for bids, request for proposals, or other procurement solicitations.