|
Texas Government
Code, Subtitle D, Title 10, rules established by the
Texas Comptroller of Public
Accounts (CPA), and department policy govern the purchasing
practices of TxDOT. Legislation establishes the competitive nature of the
procurement process and establishes CPA as the procurement agency for the
state. Legislation also delegates to agencies the purchase of information and
telecommunication systems hardware and software through the catalog purchase
procedures. CPA rules delegate to agencies purchases under $25,000 and all
services, following rules established by CPA. All purchases of supplies and
equipment over $25,000 must go through CPA.
Bidder's List
Texas has established one Centralized Master Bidders’ List (CMBL) for all
vendors wishing to do business with the state. Purchasers at all state agencies
are required to use this list whenever they are selecting vendors for bidding
purposes. Your business can apply for inclusion on the CMBL by completing an
online application.
There is a $70 annual registration fee. Once your business is registered, you
have the responsibility of keeping your profile updated. If you need assistance
in filling out the application or updating your file, you can contact CPA at
(512) 463-3459. Inclusion on this list is one way to bring the name of your
company before our purchasers. However, it does not guarantee that you will
receive an award. You still must market your business to our purchasers to let
them know what commodities and/or services you provide.
TxDOT District Offices
TxDOT has divided the state into
25
districts. Most districts are authorized to make routine procurements of
commodities up to $25,000 and to advertise for all services.
TxDOT Divisions
TxDOT has supporting divisions and offices located in Austin. The TxDOT
General Services Division purchases supplies and equipment up to $25,000 and all
services for divisions. The purchasing office is located at:
3800 Jackson Ave. Bldg. 5
Austin, TX 78731
Purchase of Goods and Equipment
TxDOT uses several methods of vendor selection. The method used is determined
by the estimated total cost of all items listed on the request.
- Under $5,000 – Competitive bidding is not required. A quote may be
requested from a single vendor, and a purchase order issued on the basis of
this quote.
- $5,000 to $25,000 – A minimum of three bids is solicited from vendors on
the CMBL. The purchaser may also solicit bids from local vendors. As a
minimum, two-thirds of the bids should be solicited from historically
underutilized businesses (HUBs). The bids are evaluated and a purchase order
issued to the lowest bidder meeting specifications.
- Over $25,000 – Purchases are made on the open market through CPA. All
vendors on the CMBL listed under the class and item for the requested
commodity or service will receive a solicitation. Solicitations are formal,
sealed bids with a specified opening date and time. All purchases with an
estimated cost of $25,000 or more are advertised on the
Electronic State Business Daily
(ESBD). A prospective bidder may request, via the ESBD or in writing, a
copy of a solicitation any time prior to the bid opening date and time.
Specific information on open market solicitations can be found at
Texas Comptroller of Public
Accounts. After the
bid opening, solicitations are evaluated for compliance with specifications
and other terms and conditions listed on the solicitation. Awards are posted
on the ESBD, or are available for public viewing in the purchasing office
that issued them.
Purchase of Information Systems
Information and telecommunication systems hardware, software, and associated
services, if designated as "IT Commodity Items" must be procured from
established Department of Information Resources (DIR) contracts. Information
regarding DIR contracts may be obtained at
the Texas Department of
Information Resources.
Items and services not available on a DIR contract must be purchased from the
Catalog Information Systems Vendor "CISV" program. Information about
participating in this program can be found at the
Texas Comptroller of Public
Accounts.
Purchase of Services
CPA delegates the purchase of services to TxDOT. Districts solicit bids for
all services, regardless of the amount. TxDOT General Services Division in
Austin purchases all services for divisions.
Filling Out Solicitations
All exceptions or deviations from specifications must be noted on the
solicitation. If no exceptions are taken on the solicitation, it is assumed that
the product or service bid meets all advertised specifications. If exceptions
are taken and indicate that the product or service does not meet the minimum
requirements of the specification, the bid will be disqualified from
consideration for an award. All items must have a unit price and this price will
prevail should there be an extension error. Delivery should be quoted F.O.B.
destination unless otherwise specified. Quoted delivery should be realistic; it
is not normally a factor in an award unless so indicated on the solicitation. If
no delivery time is specified, delivery is expected within 14 calendar days. All
solicitations must be signed by a person authorized by the bidder. Unsigned
solicitations are automatically disqualified.
Award of Purchase Order
Unless clearly stated on the solicitation, purchase orders are awarded on the
basis of lowest bid meeting all specifications, and all terms and conditions
listed on the solicitation, including those on the back of the form.
Delivery of Goods
Deliveries are to be made F.O.B. the address shown on the purchase order in
the box marked “Destination of Goods,” unless otherwise specified.
Payment for Goods and Services
The State of Texas is required by law to make payment within 30 days after
receipt and acceptance of merchandise and receipt of a correct invoice,
whichever is later. The invoice should include the purchase order number and a
valid vendor or taxpayer identification number to expedite payment. Direct
deposit of payment is available upon request. If interested in this service, you
will need to contact the Finance Division at (512) 486-5614.
Historically Underutilized Businesses (HUB's)
Qualifying businesses should apply to be certified as a HUB by completing the
HUB application.
When completed, send the application and all required documentation to CPA. The
State Purchasing Act requires all state agencies to make a good faith effort to
contract a percentage of their agency’s purchases with HUBs. In pursuit of this
goal, TxDOT purchasers contact HUBs for quotes whenever possible. TxDOT actively
recruits HUBs at forums, seminars, etc., and can provide training on the
procurement process, if desired. Being listed on the CMBL is an effective way of
ensuring your visibility to state purchasers. |
