Bid Process | Acquisition Methods | Subcontracting Requirements
The mission of the The University of Texas Health Science Center at Houston (UTHealth) 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.
- The University of Texas health Science Center at Houston has instituted a decentralized purchasing process for goods or services with a dollar value less than $15,000, ($5,000 on Federal Funds). The UTHealth customers can place purchase orders for goods or services with a cost of $15,000, ($5,000 on Federal Funds). without going through a bid process.
- All orders for goods and services $15,000, or greater, (greater than $5,000 on Federal Funds), are managed by The UTHealth 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 $15,000 or greater, (greater than $5,000 on Federal Funds). (The University of Texas Health Science Center at Houston recommends that suppliers review and become familiar with our standard terms and conditions. The terms and conditions are available through this website. )
- The UTHealth Purchasing department 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). The University of Texas Health Science Center at Houston 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. View current Bid Opportunities.
- Suppliers are required to certify that they are not debarred from any of the following federal and/or state agencies:
- SAM - System for Award Management
- HHS - Office of Inspector General
- State of Texas Comptroller of Public Accounts - Certification of Franchise Tax Account Status
The University of Texas Health Science Center at Houston 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 The UTHealth. The primary resource for identifying HUB vendors is the State of Texas Building and Procurement Commission's Centralized Master Bidder's List (CMBL).
Competition is obtained in the following ways: email/fax bids, formal written bids, or RFPs/ITBs or Information For Offers (IFOs). All bidders receive the same information. We do not shop prices.
The UTHealth Procurement 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 UTHealth 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.
Less than $15,000
Email/Fax 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.
$15,000 - $50,000
Email/Fax Bid - Informal Contract
- Requires three email/fax 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 two from a minority or woman owned business for all delegated purchases within this dollar amount.
Greater than $50,000
Public Sealed Bid - Formal Contract
- Requires written bids. This method requires preparation of detailed written specifications to maximize competition. Sealed competitive Invitations to Bid (ITBs) 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.
- Request for Proposals (RFPs) are evaluated based on price and the evaluation team's scoring. A purchase order may be issued to the responsive proposal that offers the best value to the university.
HUB 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:
Determine probability for subcontracting opportunities.
State that probability in invitations for bids, request for proposals, or other procurement solicitations.
- If probability exists, require that a HUB subcontracting plan (HSP) be submitted with bids, proposals, offers or other applicable expressions of interests.
- Reject responses that do not include the required HSP.
- Assess submitted HSPs to determine good faith effort in development.
- Reject responses whose HSPs are found not to have been developed in good faith.
- Include accepted HSPs as a provision of awarded contracts.
- Monitor contract performance for fulfillment of the HSP.
- Review and approve, by contract amendment, all changes to HSP contract provision.
- If required, audit the contractor's/vendor's compliance with the HSP.
- If failure of good faith effort implementation is found, in addition to any other remedies, may report nonperformance to the Commission for consideration of debarment.
- Review procurement procedures to ensure compliance with this section.