Procurement

The Procurement Department, a division of Supply Chain Management, is responsible for acquiring goods, services, and equipment to support UTMB research, education, and administration services. The Purchasing Team is composed of two service lines. The first is a team of transactional business process owners whose primary role is to ensure the requisitioned items/services are purchased using all associated rules and regulations that govern our University. The second team owns all contractual matters related to purchasing goods and services, including assistance with Supply Chain Sourcing, Capital and Construction Contracting, Audit Response, and HUB services coordination. 

The Purchasing Team’s primary goal is to provide the most efficient service to all university business needs within the confines of state procurement rules and University of Texas System policies. In addition to meeting our primary objective, we strive to be recognized by our customers and colleagues as leaders in university procurement operations through our use of technology and educational methods of influence.

Procurement

  • Procurement Card Program

    Purchasing Card Program

    Patricia Perry

    UTMB Purchasing Card Program Administrator

    Phone: 409.266.1372 / ext. 61372

    Norma Dryer

    UTMB Purchasing Card Program Administrator

    Phone: 409.266.1101 / ext. 61101

    Procurement Card Program Description & Procedures

    Transaction Log (blank)

    Tax Exempt Certification

    Warrant Hold

  • Service Level Agreement

    Purchasing supports UTMB's Clinical, Research, Academic, and Business entities. Our primary services are acquisition planning and project assistance; order processing; vendor/supplier management; and customer support. Additionally, Purchasing defines and implements the system and guidelines for both Purchasing and delegated purchasing levels - providing documentation, support, and process review.

    Purchasing assists the entire institution with purchasing supplies, equipment, and services. It is our responsibility to ensure that we all follow best value principles, applicable laws, regulations, and best industry practices.

    Service Level Agreement

  • Customer Support & Help Desk

    Beginning September 1, 2016, any user access request (TIVOLI) submitted by a Trusted Requestor for the PeopleSoft Financial Management System (FMS) eProcurement “ePro Requestor” role will require that the end-user attend the ePro Training Lab (PeopleSoft-Financials) class that is presented by the Administrative Systems Training Team before the role is granted. Further information on UTMB end user class schedules and or registration can be found on the Administrative Systems Training Team website at: http://mytraining.utmb.edu/Admin_Systems/default.aspx

    Information for Correctional Managed Care end users can be obtained by calling Correctional Managed Care Purchasing at (936) 437-6763 The Purchasing Customer Support & Help Desk Team supports our customers who order goods and services for their departments by providing PeopleSoft eProcurement problem resolution, training, and updates on processes and procedures.

    We maintain the eProcurement Quick Reference User Guide to provide Helpful Hints and detailed Step-by-Step Instructions on “how to” use PeopleSoft eProcurement. For additional assistance, the Purchasing Help Desk is available at extension 78000 or via e-mail for questions regarding eProcurement, Purchasing, DEP Procedures, Requisitions, Purchase Orders, and PO Changes. We also maintain the PeopleSoft vendor database. For assistance regarding available vendors, adding new vendors to PeopleSoft, and requests for Tax Exemption Certificates, please contact Supplier Management at extension 61099 or via email. For questions about receipts, returns, or problems related to the receipt of merchandise, you can call the PO Problem Resolution Desk at extension 25341 or via email.

  • Policies and Procedures
  • Current Bid Opportunities
    Click Here to View the Page

  • User Guide
  • Forms

    User Forms (for use by all departments)

    Exclusive Acquisition Justification (EAJ) Form for Covid-19 Related Purchases

    Exclusive Acquisition Justification (EAJ) Form for Covid-19 Related Purchases Sole Source, Best Value, Emergency or Professional Services Justification for Covid-19 Related Purchases


    Exclusive Acquisition Justification (EAJ) Form

    Sole Source, Best Value, Emergency or Professional Services Justification


    Purchasing Support Questionnaire Form (PSQ)

    Department Request for POs, Change Orders, Sourcing Events (Bids, RFPs), Contracts and Amendments over $250K


    Procurements Greater than $250K Approval Workflow

    PSQ Workflow


    Employee/Independent Contractor Verification Form

    Checklist to determine if a Sole-Proprietor/Individual Services Vendor should be treated as an Employee or Contractor


    Credit Application Response Letter

    Standard Response Letter to credit applications requested by vendors.


    General Terms and Conditions

    Terms and Conditions for all General Procurement Activities


    Vendor Application

    To add a new Vendor to the Vendor List (Vendor must complete)


    Request for Proposal Development Checklist

    Department request for information for an RFP


    Non-Supplier PS Database Form

    To Add/Change a "Non-Supplier" or "Remit to Address" in PeopleSoft


    Product Evaluation Agreement


    Temporary Employee Security Process

    Security Requirements for Clerical Temporary Personnel


    Security Clearance Requirements

    Security Clearance Requirements for Supplier's personnel assigned to work on UTMB premises

     

  • Purchasing Contract Templates
  • FAQs

    Q. What are the hours of operation for Purchasing?
    A. 8 a.m. to 5 p.m. Monday through Friday, excluding holidays.

    Q. Who do I contact in regard to questions about Purchase Orders?
    A. If the Purchase Order is Departmental (DEP), you may call the Purchasing Help Desk at 409-747-8000.  If the Purchase Order is an Acquisition order (ACQ), please contact the buyer as shown on the PO.

    Q. Is it true departmental administrators and authorized signers on accounts have the authority to procure (purchase) goods and services?
    A. No. The president of the university is authorized by the Board of Regents to execute the contracts and other written instruments on behalf of the board. In addition, the president is authorized to delegate signature authority to other members of the university staff for limited purposes. Those delegated persons are in receipt of a presidential letter to that effect.
    Specifically, the Director of Purchasing and the Purchasing Manager have the sole responsibility for the procurement of goods and services for the university. The buyers are delegated procurement authority by the Director of Purchasing. (Ref: UTMB Institutional Handbook of Operating Procedures; policy 4.5.6) (http://www.utmb.edu/policy/ihop/)

    Q. Whom do I call to determine if we have a contract for a specific commodity?
    A. Please call Central Purchasing at 409-266-1102.

    Q. At what dollar level of purchase are quotations or bids required?
    A. Orders over $1,000 must be submitted to Purchasing for processing. Quotations estimated to be greater than $5,000 but less than $50,000 must be received from two H.U.B. vendors and the suggested source as a minimum. Three written bids are required for purchases of $50,000 or greater.

    Q. What if the lowest bid is not acceptable?
    A. A justification memo must be sent with your recommendation. It must state how and why the lowest bid does not meet the specifications.

    Q. What if I have an emergency? How can I get what I need in a hurry?
    A.Please call Central Purchasing at 409-266-1102.

    Q. What if I've made a mistake in ordering something and need to change the order. How do I do it?
    A. 1. Most orders can be updated on-line utilizing the PeopleSoft e-Procurement PO Change Request process. Detailed instructions regarding the PO Change Request process are available from the eProcurement Quick Reference User Guide.
    2. For changes that cannot be requested on-line or for any questions regarding PO changes, please email the Purchasing Help Desk.
    3. For changes to Materials Management orders please call the Customer Service Desk at ext. 25364.

    Q. What if what I receive does not meet the specifications of my Purchase Order?
    A. 1. For all Department Generated (DEP) Orders please call the Problem Resolution Desk at ext. 25337.
    2. For changes to Materials Management orders please call the Customer Service Desk at ext. 25364.
    3. Please contact your buyer as shown on Purchase Order.

    Q. Why do I have to buy from UTMB or Group Purchasing Organization (GPO) contracts when I can get items cheaper from other vendors?
    A. Saving money is always a prime consideration when making a purchase. All Logistics/Acquisition personnel are expected to secure maximum value for our dollars and conserve UTMB funds. UTMB Institutional and GPO contracts are developed and competitively bid with those same goals in mind and generally offer quality products and services at fair prices.
    It's important to remember that these contracts are developed with much more than just lowest cost in mind. They also include value-added services such as prompt delivery, extensive reports, and other services that benefit UTMB as a whole. The competitive bidding process affords all interested vendors an opportunity to participate in our business and the contracts that result from such processes are legal binding documents that UTMB and the vendor must adhere to. Purchasing off-contract without justifiable cause subverts the bidding process, and lessens the volume and its related benefits to UTMB as an institution.

    Q. What does Sole Source and Proprietary mean? How do I order these items?
    A. "Sole Source" is defined as a product or service that is practicably available only from one source. A proprietary specification restricts the acceptable product(s) or service(s) to one manufacturer or vendor. A common example would be specification by brand name that excludes consideration of approved "equals". Although all sole source specifications are proprietary, all proprietary specifications are not sole source. Proprietary items may be available from several distributors.
    A sole source item is described as an item with only a single supplier. Sole source items are exempt from the formal bidding process. Many times departments send requests for sole source purchases that describe an item made only by one manufacturer, however the item is distributed and readily available from many different suppliers, so it does not qualify as sole source. It has a sole manufacturer, but not a sole supplier. As long as there is more than one potential bidder for the item or service, there is no justification for a sole source determination.

    Q. Why does Purchasing need to get so many bids?
    A. Competition is the central principal of public procurement. In its purest form, competition ensures a free, open and fair process that should result in a fair & reasonable price paid for products and services. When competition is available but is artificially restricted, the principles of public procurement are defeated.

    Q. Why does Purchasing spend extra time sending out for quotes when the department has already gotten quotes?
    A. The solicitation of bids and quotations is a Purchasing function. Quotations received by departments from suppliers usually contain legal terms and conditions contrary to those contained in UTMB's bid/quotation documents. Purchasing will ensure that the suppliers adhere to the appropriate terms and conditions. Note: It is our experience that, in many instances, the bidder will respond with a better price (bid) when the invitation or solicitation comes from the university's purchasing department.

    Q. What should I do if my shipment is not correct?
    A. 1. For all problems related to the shipment of purchase orders, please contact the Problem Resolution Desk at ext. 25337.
    2. For changes to Materials Management orders please call the Customer Service Desk at ext. 25364.

    Q. Can employees participate in or benefit from UTMB purchases or sales?
    A. Purchase from or sale to any officer or employee of the UT System or one of its components of any supplies, materials, services, equipment, or property must have the prior approval of the component president and the appropriate executive vice chancellor or the chancellor. Any such purchases may be made only if the cost is less than from any other known source. This does not apply to sales or purchases made at public auction or sales approved by the institutional president valued at $5,000 or less. (Ref: UT System Policy, UTS 159)

  • Additional Links
  • eProcurement Quick Reference Guide

    Beginning September 1, 2016, any user access request (TIVOLI) submitted by a Trusted Requestor for the PeopleSoft Financial Management System (FMS) eProcurement “ePro Requestor” role will require that the end-user attend the ePro Training Lab (PeopleSoft-Financials) class that is presented by the Administrative Systems Training Team before the role is granted.  Further information on UTMB end user class schedules and or registration can be found on the Administrative Systems Training Team website at: 

    http://mytraining.utmb.edu/Admin_Systems/default.aspx

    Information for Correctional Managed Care end users can be obtained by calling Correctional Managed Care Purchasing at (936) 437-6763

     

    eProcurement Quick Reference User Guide

    The ePro Quick Reference User Guide, including Helpful Hints and Step-by-Step Instructions, is provided to assist end-users in navigating through the Procure-to-Pay process and how to use PeopleSoft eProcurement.

    PeopleSoft is an integrated software application that performs Financial Management functions, such as Purchasing, Accounts Payable, Travel & Expense, Asset Management, and Grants Management. Information that is entered in one application carries over into other PeopleSoft modules.

    The eProcurement module is a web-based purchasing system designed to provide UTMB end-users with online creation and submission of requisitions. Additionally, based on the funding department number, project number, and commodity being requested, ePro electronically routes the requisition to the appropriate individuals for review and approval.

    Since PeopleSoft is an integrated system, it is important that the end-user enter the correct information on the requisition the first time so accurate information carries forward on the purchase order and on to other PS modules including Accounts Payable, Asset Management, Grants, and General Ledger.

    The Procure-to-Pay process begins when a Requester creates a requisition. When the Requisition has been approved and successfully budget checked, a Buyer creates or the system auto-generates a purchase order and it is dispatched to the vendor. After the merchandise/service has been received and inspected, the vendor's invoice can be vouchered and paid.

    pro-to-pay

    PS 9.1 ePro Updated Instructions

    ePro Step-by-Step Instructions

    Helpful Hints

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Procurement Quick Links