Procurement Manual

For purchases, contact the UHCL Campus Store at 281-283-2189 or UHCLcampusstore@UHCL.edu. A university p-card or voucher can be utilized for any dollar amount.

If you need to cancel or modify an existing purchase order, and the items have not arrived on campus, contact the Procurement Department by email.  Follow up any telephone conversations with a confirmation email and submit an encumbrance adjustment form if changes to the purchase order are necessary.  

If you already have the items, call the Receiving Department to arrange for the return or exchange of the items. Follow up the request to the Receiving Department with an email to the Procurement Department stating the disposition of the purchase order. For any returned items, the vendor may request restocking and return shipment costs. These costs are the responsibility of the requesting department.

The Procurement Department will generate the appropriate change order once the encumbrance adjustment form is completed. Send the form to UHCLProcurement@uhcl.edu 

$0 - $15,000: Department will recommend a vendor. No bids required. The Procurement Department has the option to solicit bids at any dollar amount.

$15,001 - $25,000: Department will recommend a vendor. The Procurement Department will solicit three (3) informal bids.

$25,001 >: Department will recommend a vendor. The Procurement Department will solicit a minimum of three (3) formal bids.

When the vendor will not accept a purchase order, and a check needs to be mailed with the purchase order, advanced pay purchase orders can only be done using local funds (ledgers 2-9).

The Procurement Department cannot make purchases of merchandise for resale to employees, nor can it make purchases from any source of funds that will directly or indirectly be for personal use.

The usage of the Texas Comptroller of Public Accounts, Statewide Procurement Division (CPA-SPD) contracts with vehicle rental agencies is preferred in accordance with the University of Houston System Administrative Memorandum SAM 03.A.03 on Business Travel. Such contracts include free loss damage waiver and free primary liability coverage. When an exception to the CPA-SPD contracts with vehicle rental agencies is made in accordance with the University of Houston System Administrative Memorandum on Business Travel the rental contract shall require similar coverage including purchasing a physical damage waiver and a primary liability coverage.

State vendor rates for rental cars are available in the Texas State Travel Directory.  For more information contact UHCL Travel at concur@uhcl.edu.  

For employees transporting adult students, a University Release Form must be signed by each student traveling and attached to the request.

A pickup purchase order can be issued for items that a department needs quickly. The department must request the vendor copy of the purchase order from the Procurement Department and present it to the vendor within 24 hours. After the item has been picked up, the department must sign a receiving report and submit it to Accounts Payable at AccountsPayable@uhcl.edu. Accounts Payable cannot pay the invoice without the signed copy of the receiving report. If the department has received the invoice at the time of pickup, forward the invoice to Accounts Payable.

All maintenance/service agreements must be processed with a contract. A requisition must be submitted to encumber funds for the fiscal year.  Departments must list complete information and description of service required. When using state funds (1XXX), any maintenance/service agreements after September 1 must be pro-rated not to extend beyond August 31.

Repair of equipment not covered by service/maintenance contract must have a contract issued and a requisition submitted to encumber the funds. Contracts for repair service must indicate equipment make, model, serial number, UHCL tag number (if applicable), and nature of repair. Failure to include this information will delay processing. 

No commitment to any vendor should be made without the prior approval of the Procurement Department.

Contact the Procurement Department for information regarding lease/rental of equipment. A requisition must be submitted to encumber funds for copiers. When the lease is complete, contact the Procurement Department for options.

If the department requests new equipment and offers a trade-in of old equipment, the following information is required to process the order regardless of the source of funds:

• Age of the item (year purchased)
• Make and model number 
• Serial number
• Condition
• UHCL tag number
• Realistic estimate of current value
• Location of the item

Bids involving trade-in equipment are subject to acceptance or rejection. The UHCL asset management department must be notified if the trade-in has a UHCL tag. The requisition must include the following statement: "Trade-in at state's option, to be picked up by the contractor where is, as is."

It is sometimes necessary or advantageous to purchase used or demonstrator equipment and supplies. The most common reasons are: the inability to secure new equipment, the lack of adequate funds for new equipment, or that used equipment will satisfy the agency's need at substantial savings. Departments can process purchases of used and demonstrator equipment by: 

• Utilizing the procurement method applicable to the estimated amount for the procurement. 
• Providing a letter from an authorized person connected with the department which states that the equipment or supplies have been personally examined and describes the condition and value of the equipment or supplies. This letter should be submitted to the Procurement Department with the requisition.
• Submit the reasons for inability to secure new equipment and/or that the used equipment or supplies would provide a substantial savings.

The Procurement Department does follow-ups on past delivery date purchase orders. When requesting a follow-up, please email the requisition number or purchase order number with the follow-up request to UHCLProcurement@uhcl.edu.

Texas Government Code § 2155.445(a) provides that all entities "give preference to recycled, remanufactured, or environmentally sensitive products" as determined by CPA rule if the purchases meet applicable specifications as to quantity and quality. Health and Safety Code § 361.426(a) provides that a state agency, state court, or judicial agency not subject to Texas Government Code, Subtitle D, Title 10, a county, municipality, school district, junior or community college district, or special district shall give preference to purchasing products made of recycled materials if the products meet applicable specifications as to quantity and quality.

Texas Government Code § 2155.448(a) states that each fiscal year, CPA-SPD by rule may identify recycled, remanufactured or environmentally sensitive commodities or services. Under 34 Texas Administrative Code § 20.135 CPA-SPD may designate as "First Choice" certain recycled, remanufactured or environmentally sensitive commodities or services. These "First Choice" items include but are not limited to the following:

• Re-refined oils and lubricants
• Recycled-content toilet paper, toilet seat covers, paper towels
• Recycled-content printing, computer and copier paper, and business envelopes
• Recycled content plastic trash bags
• Recycled content plastic covered binders
• Recycled content recycling containers
• Energy Star labeled photocopiers

First Choice products essentially become the default items for purchase by state agencies including institutions of higher education; that is, state agencies shall give these products preference over virgin (non-recycled) counterparts. A state agency may choose to buy the virgin (non-recycled) material counterpart of these designated products if the agency writes a justification letter, signed by the executive head of the agency. The justification letter must state the reason(s) for the determination that the First Choice product did not meet the requirements of the agency and should include applicable supporting documentation. The justification letter must be included in the procurement file for that item.

UHCL recycles all white (non-coated) paper, including Laser Print. It is not necessary to remove staples or paper clips from paper. Containers for paper, aluminum cans and plastic bottles are found in the building's hallways.

Funding sources are one of the most important factors determining how money can be spent and what procedures must be followed.

State Funds - Ledger 1

Texas Industries for Blind & Handicapped (TIBH) must be given first consideration. TIBH catalog is available in the Procurement Department or on-line. State contracts must be reviewed and utilized whenever possible. On many items, state contracts can save a substantial amount of money.

The specific policy relative to monetary limits will be:

$0 - $15,000: Departments will be required to recommend a vendor for the item(s) to be purchased. The Procurement Department has the option of placing the order directly to the suggested source without solicitation of bids from other vendors.

$15,001 - $25,000: Departments will be required to recommend a vendor for the item(s) to be purchased. The Procurement Department must solicit bids from a minimum of three (3) active vendors on the CMBL, two of which must be current Texas-certified HUBS.

$25,001 >: Departments will be required to recommend a vendor for the item(s) to be purchased. The Procurement Department must solicit bids from a minimum of three (3) active vendors on the CMBL, two of which must be current Texas-certified HUBs. The bid will be posted to the Electronic State Business Daily (ESBD) for a minimum of 14 days. Emergency purchases may be posted for less than 14 days.

Local Funds - Ledgers 2-4

ON-CAMPUS VENDORS: If an item or service is available through an on-campus vendor, i.e., UHCL Print Support Services, Facilities Management and Construction (FMC), Office of Information Technology (OIT), you must purchase it from the UHCL source.

PURCHASE ORDER: If an item is not available from an on-campus vendor, the specific policy relative to monetary limits will be:

$0 - $5,000: Departments have the option to submit a requisition, pay on a voucher, or use a p-card. Departments must order directly from vendor and submit a payment voucher directly to Accounts Payable or pay using a p-card. An original vendor invoice is required as backup documentation. Verification that the tax status of a vendor was checked prior to purchase must be included in documentation for purchases over $500. For some purchases, pre-approvals must be obtained and included with the backup documentation. The Procurement Department has the option of placing the order directly to the suggested source without solicitation of bids from other vendors.

$5,001 - $15,000: Departments will be required to recommend a vendor for the item(s) to be purchased. Departments will submit a requisition.

$15,001 - $25,000: Departments are required to recommend a vendor for the item(s) to be purchased. The Procurement Department must solicit bids from a minimum of three (3) active vendors on the CMBL, two of which must be current Texas-certified HUBS.

$25,001 >: Departments are required to recommend a vendor for the item(s) to be purchased. The Procurement Department must solicit bids from a minimum of three (3) active vendors on the CMBL, two of which must be current Texas-certified HUBs. The bid will be posted to the Electronic State Business Daily (ESBD) for a minimum of 14 days. Emergency purchases may be posted for less than 14 days.

All computer related purchases must be approved by the Office of Information Technology (OIT).

Office of Sponsored Programs (OSP) Funds - Ledger 5

The basic Procurement university policies involving the expenditure of OSP Funds (Ledger 5) are as follows:

1. To abide by the general procurement standards of the Office of Management and Budget (OMB) Circular A-110 and its applicable attachments in addition to University Procurement guidelines;
2. To provide free and open competition when and wherever possible;
3. To provide for sole source procurement;
4. Approval of Office of Sponsored Programs is required.

The specific policy relative to monetary limits will be:

$0 - $500: Departments must order directly from vendor and submit a payment voucher directly to Accounts Payable or pay using a p-card. An original vendor invoice is required as backup documentation. For p-card purchases, an OSP pre-approval form must be obtained and included with the backup documentation.

$501 - $1000: Departments have the option to submit a requisition, pay on a voucher, or use a p-card.  Verification that the tax status of a vendor was checked prior to purchase must be included in documentation.

$501 - $5,000: Departments are required to recommend a vendor for the item(s) to be purchased. The Procurement Department has the option of placing the order directly to the suggested source without solicitation of bids from other vendors.

$3,000 > Federal Funds Only: Circular A-81 states that any purchases using federal funds must be bid at $3,000 and up. Federal cost centers contain a G1xxxxx or G5xxxxx in the project/grant field.

$15,001 - $25,000: Departments are required to recommend a vendor for the item(s) to be purchased. The Procurement Department will solicit a minimum of three (3) informal bids. A minimum of two (2) HUBs will be solicited for bids.

$25,001 >:  Departments will be required to recommend a vendor for the item(s) to be purchased. The Procurement Department will solicit a minimum of three (3) formal written bids. A minimum of two (2) HUBs will be solicited. The bid will be posted to the Electronic State Business Daily (ESBD) for a minimum of 14 days. Emergency purchases may be posted for less than 14 days.

Requisitions $25,000 and up must be posted on the ESBD for a minimum of fourteen (14) days. The following procedures apply:

1. The bid is prepared and mailed to vendors from the Central Masters Bidders List (CMBL).
2. The bid is posted on the ESBD for a minimum of fourteen (14) days. If all the documents can be included in the ESBD posting, the posting time for the bid is 14 days. For bids that require additional documents to be sent to the bidder, the posting time is then 21 days. Contact the Procurement Department for any questions regarding the length of time required for posting.
3. The phone number, fax number and e-mail address of the buyer handling the order is posted along with the bid so that potential bidders can contact the university.
4. The results of the award of the bid are posted on the ESBD.

Departments process payments for memberships, registrations and subscriptions with purchase vouchers or procurement cards (p-cards), no matter the dollar amount.

Emergencies occur as the result of unforeseeable circumstances and may require an immediate response to avert an actual or potential public threat. An emergency purchase is defined as a purchase of goods or services for which, if not secured immediately, UHCL will suffer financial or operational damage.

1. In the case of an isolated emergency that affects a particular department, the department must notify the Procurement Department immediately. If the emergency happens after normal business hours, the department shall notify the Procurement Department on the next business day. A written justification is required (see Justification for Emergency Acquisition form) and must be attached to the requisition.
2. In the case of a campus-wide emergency, such as a natural disaster that causes extensive property damage, the Procurement Department may implement campus emergency procurement procedures that may include offline purchase requests, if the online purchasing system is not available, suspension of competitive bidding rules to expedite emergency purchases, and increased delegated authority to departments to make some emergency purchases themselves. The Procurement Department may also require departments to maintain or upload additional documentation related to these purchases for insurance purposes.