Introduction and General Information

The University of Texas Medical Branch (UTMB) is a State of Texas Agency and Institution of Higher Education organized under the Constitution and laws of Texas. UTMB is one of six health components of the 15 Institution University of Texas System http://www.utsystem.edu/, which is governed by the nine-member UT System Board of Regents appointed by the Governor. UTMB occupies 84 acres and 54 major buildings on its main campus, and has numerous community-based sites in Texas.

UTMB employees and volunteers have committed themselves to service, diversity, education, community and innovation-all with the common goal of safeguarding the health of Texas.

UTMB’s Central Purchasing Department is responsible for the procurement of all supplies, materials, equipment, and services for UTMB’s Academic, Research and Support Areas. UTMB’s Clinical Purchasing Department is responsible for the procurement of all supplies, materials, equipment, and services for UTMB’s Clinical Areas. Both Departments support UTMB by providing an efficient, cost effective system for the acquisition of products and services that represent the “Best Value” for UTMB, consistent with quality and delivery requirements, and in compliance with applicable state and federal statutes.

Purchasing provides the following services to UTMB:

Procurement of products and services
Procurement processing
Contract Administration
Provides and assists with preparation of specifications
Assists with resolution of procurement problems
Assists with product sourcing and pricing information
Provides training in purchasing policies and procedures
Administers a program of good faith effort to maximize opportunities for Historically Underutilized Business (HUB) firms and Federal Small Business concerns to provide materials, supplies, equipment, and services to UTMB
Sponsors various Vendor Trade Shows each year

This Vendor Guide is designed to provide vendors with helpful information about UTMB’s purchasing processes and how to do business with UTMB.

Procurement Authority
 
As a State of Texas Agency of the University of Texas System, UTMB’s procurement authority is granted and governed by the University of Texas Board of Regents' Rules and Regulations and state and federal statues.

 Bid/Quotation Process

The following outlines minimum requirements for those orders processed on the open market; however, UTMB may directly place orders for products and services utilizing existing State, Institutional or Cooperative/Consortium Contracts.

  Vendor List

Vendors may complete the UTMB Vendor Application to be added or change information in our automated Vendor File. The Vendor File is constantly updated and new prospective vendors are added whenever possible in order to maximize competition in the marketplace.

Vendors who desire to be added to the State of Texas bidders list should contact the State of Texas Building and Procurement Commission at (512) 463-3459 or visit their website at www.tbpc.state.tx.us.

It is the policy of UTMB to maximize the opportunities for Historical Underutilized Business (HUB) firms to provide materials, supplies, equipment, and services needed to support UTMB. UTMB is committed to a good faith effort to increase the number and value of business transactions with HUB firms consistent with the state's functional goal to build a solid foundation for social and economic prosperity. For more information please visit UTMB’s HUB website.

Additionally, UTMB is committed to maximizing the participation of Federal Small Business concerns in providing UTMB materials, supplies, equipment, and services needed to support UTMB. For more information please visit UTMB’s Federal Small Business Program’s website.

Bid Openings

All UTMB bid openings are conducted at 3:00 PM, open to the public, and all bids received are read aloud.

Award
 
Award of a purchase order will be made to the bidder whose bid represents the best value to UTMB, and which conforms to specifications, terms, and conditions of the solicitation.

Purchase Order

UTMB’s Purchase Order is the only authorized method for the purchase of products or services obligating UTMB for payment. An official Purchase Order contains, at a minimum, the following:

Purchase Order Number
Description of the products and/or services being ordered
Quantity, Price and Extended Price
Delivery Address
Invoicing Address
UTMB’s General Terms & Conditions
Authorized Signature

 Tax Status

UTMB, as an agency of the State of Texas, qualifies for exemption from State and Local Sales and Use Taxes pursuant to the provisions of the Texas Limited Sales, Excise, and Use Tax Act. 

Delivery

UTMB Central Receiving; 14th & Strand Streets; Galveston, Texas 77555-1027, accepts delivery of most products ordered by UTMB. Hours of operation are 8:00 AM to 5:00 PM, Monday through Friday excluding State of Texas’ Holidays. Any questions regarding delivery to this location should be directed to Central Receiving at (409) 772-5341.

Certain items must be delivered directly to the ordering department rather than to Central Receiving. The purchase order will specify the appropriate delivery address.

Substitutions of items specified in a purchase order are not permitted without Logistics/Acquisition’s prior written approval.

Invoicing
 
Invoices should be submitted to UTMB Accounting Division; 301 University Blvd.; Galveston, Texas 77555-0907.  All invoices should be itemized and include UTMB’s Purchase Order Number. In order to receive prompt payment within thirty (30) days of receipt of an invoice, please submit an invoice that includes, at a minimum, the following information:

Seller’s mailing and e-mail (if applicable) address
Seller’s telephone number
Name and telephone number of a person designated to answer questions regarding the invoice
UTMB’s Purchase Order number
UTMB’s full name: “The University of Texas Medical Branch at Galveston”
A valid Texas identification number (TIN) issued by the Comptroller of Public Accounts
A description of goods and services in sufficient detail to identify the order which relates to the invoice
Invoices must agree in all respects with the Purchase Order (i.e., quantity, price, catalog number, etc.)
Other relevant information supporting and explaining the payment requested as needed  

Failure to submit invoices in accordance with the requirements above may delay payment.  All cash discounts offered will be taken if earned.  Cash discount will be calculated from date of receipt of properly submitted invoice. UTMB’s payment terms are 2% 10, NET thirty (30) days. 

Any questions concerning invoices should be directed to Accounts Payable at (409) 747-7259.

Loaner and/or Demonstration Equipment

Vendors' representatives may provide demonstrator or loaner equipment for purposes of exploration/examination only with the approval of Logistics/Acquisition. A UTMB Vendor Release form must be completed and executed prior to providing the demonstrator or loaner equipment to UTMB.

Protests and Disputes

In the case of a protest or dispute of an action taken by Logistics/Acquisition any actual or prospective bidder, offeror, or contractor who is aggrieved in connection with the solicitation or award of a contract may write a letter to the Chief Purchasing Agent outlining any concerns which may exist. Such protests or disputes must be submitted in writing within fourteen (14) calendar days after such aggrieved person knows or should have known of the occurrence of the action which is protested or disputed.

Helpful Phone Numbers

Central Purchasing: (409) 747-8001
Clinical Purchasing: (409) 747-1289
HUB & Federal Small Business Programs: (409) 747-8001
Accounts Payable: (409) 747-7259
Central Receiving: (409) 772-5340