OVERVIEW

Competitive bidding is the statutory foundation for purchases made for the State of Texas and its agencies. In accordance with TWU's General Procurement Policy, all purchases, regardless of the source of funds, must be made on a competitive basis unless otherwise authorized by law, or TWU policy. Every effort will be made to obtain the maximum ultimate value for each dollar of expenditure.

The competitive bid process requires due advertisement with open and competitive specifications, giving equal opportunity to all bidders and placing all bidders on the same plane of equality. The process requires that each bidder bid on the same item or equal and under the same terms and conditions. No bidder will receive special consideration or be allowed to revise a bid after the time set for opening bids.

"Or Equal" Philosophy

Texas Woman's University uses the phrase "or equal" in all specifications for competitive purchases issued by the Purchasing Department. The phrase is used to avoid unnecessary restrictions in the competitive bidding process and to advise bidders that they are ensuring that the goods or services they are offering meet or exceed the advertised specifications.

Requesting departments must consider any "or equal" alternates unless they can demonstrate to the satisfaction of the Purchasing Department that alternates do not meet their particular needs. When requesting a brand name "or equal" specifications, the requesting department cannot assume that all manufacturers' specifications must be met. The rule applied in these instances is a case of reasonableness as determined by the Purchasing Department. Purchasing will not reject a bid solely because an item bid is not a brand name.

PROCEDURES

Based upon the estimated dollar amount of the purchase the following procedures have been established:

1. PURCHASES UNDER $5,000

If using state monies (Fund 10), check to see if the item is listed on state contract. If so, departments using state funds must use the contract unless the contract item is not equal to the item being purchased.  Departments are not required to get competitive bids on non contract items purchased under $5,000.

2. PURCHASES $5,000.01 - $25,000

   Departments must attempt to solicit at least three informal (telephone) bids, two of which must be obtained from state CPA certified HUBs; one from a minority-owned business and one from a woman-owned business (any ethnicity). The ethnicity/gender must be indicated on line 5 of the requisition along with the name and telephone number of the person giving the quote. 

   HUB vendors can be obtained by searching on the Centralized Master Bidders List (CMBL) .

   When entering the requisition, you must enter the lowest bidder's Vendor ID #.
   ( Note: Requisitions will not be converted to purchase orders without this number!)

    

3. PURCHASES OVER $25,000

   Requesting department must submit a requisition to Purchasing that defines:

   •  quantity
   •  quality
   •  specifications
   •  delivery date requirements
   •  name and address of reference source

   If Purchasing determines the purchase should be competitively bid:

   • The Purchasing Office buyer secures competitive bids by formal bids using the Texas Building and Procurement Commission's Central Master Bidders List.
   • A bid opening date is assigned and bids are mail/faxed to potential bidders.
   •  Bids are opened and are referred to the department with a recommendation by the Buyer.
   •  Department authorizes recommendation and returns to Purchasing for processing.

   Purchasing makes awards to the bidder offering the best value to the university. Requesting departments may request review of the bids and may recommend to Purchasing that an award be made to other than the bidder selected by Purchasing by providing justification for the award. Purchasing is the sole determinant of acceptability of the justification.

   To ensure fairness to all bidders, TWU strictly follows the procedures outlined in the Sealed Invitation to Bid and Competitive Proposal. For more information on the procedures, bid opening dates, and public bid openings, contact the Purchasing Office.

   Turnaround time for purchases requiring competitive bidding varies from 21 -30 days, depending on the dollar amount, and whether the bids are obtained by mail or fax.