A. Guidelines
When the expected value of the goods or services exceeds $50,000, a formal solicitation process is required. The following guidelines apply to the Invitation to Bid (ITB) solicitation method:
- An ITB is generally used when the good or service lends itself to a precise set of specifications, such as manufacturer part number (or equivalent), size, weight, voltage, CPU capacity, etc.
- The evaluation of the ITB is based upon the best value criteria established in Texas Education Code 51.9335(b), with price and delivery often being weighted more heavily
- ITB opportunities are sent to known suppliers who provide the good or service, however, the opportunity is also publically posted allowing any supplier to submit a response
- Terms and conditions that will govern the resulting purchase order or contract are included in the ITB document
- Suppliers may note exceptions to cerrtain terms and conditions; however, the Office of Contracts and Procurement may disqualify a supplier for not accepting the posted terms and conditions
B. Procedure
- Departments submits a requisition in the PeopleSoft system that includes a list of all required items.
- Department staff who will be responsible for answering supplier questions or evaluation of bid responses must complete a Non-Disclosure / Conflict of Interest Statement before the ITB is issued.
- Contract and Procurement (CNP) staff will complete the ITB document and prepare the ITB document to include:
- a full description of all required items
- instructions for the bidder on how to submit pricing, delivery information and other required information
- submittal instructions and the deadline by which to submit their response
- terms and conditions which will govern the purchase order or contract
- The ITB is posted for a minimum of two (2) weeks on the Texas Comptroller of Public Accounts Electronic State Business Daily (ESBD) website.
- Bids received are held until the bid opening date. Suppliers are permitted to attend bid openings and request that bidder names be read aloud.
- CNP staff notifies the department of which bidder(s) are selected and obtains the departments agreement. Multiple awards are possible in order to achieve the overall best value for UT System.
- All suppliers who submitted bids are notified by CNP staff when an award has been made.
- CNP staff will issue a purchase order to the awarded supplier. In cases where a contract may be more appropriate than a purchase order, CNP staff will initiate the contracting process.
