TEA Purchasing Manual_DRAFT_2011

Purchasing and Contracts
Division

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Internal Purchasing
Manual
Table of Contents
Introduction ......................................................................................................... 1
Overview of TEA Purchasing Authority and Policy ........................................................ 2
TEA Purchasing Code of Ethics ................................................................................. 3
Purchasing Methods…. ............................................................................................ 6
Purchasing Agent Authority and Responsibilities .......................................................... 4
Other General Purchasing Process............................................................................. 5
The Requisitioning Process ……………………………………………............................................6
Terms Contracts…. ................................................................................................. 6
Delegated Purchases…............................................................................................ 6
Smart Buy Order Procedure…………………………………………………………………………………………6
Catalog Purchase Procedures…................................................................................. 6
Open Market Purchase Process................................................................................. 6
Competitively Solicited Purchases Exceeding $50,000…. ............................................... 6
State Purchasing Programs… ................................................................................... 6
Specifications ........................................................................................................ 6
Special Purchases…. ............................................................................................... 6
Renewal of Equipment Leases and Maintenance Contracts ............................................ 6
Receipt of Goods .................................................................................................. 6
Cancellations……………………………………………………………………………………………...................6
Substitutions…....................................................................................................... 6
Restocking Charges…. ............................................................................................ 6
Shipping and Receiving…......................................................................................... 6
Purchase Order Change Notice (POCN)…. .................................................................. 6

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Fiscal Year End Purchases…. .................................................................................... 6
Substitutions…....................................................................................................... 6
Late Payments....................................................................................................... 6
Professional Development Certification ...................................................................... 6
Definitions ............................................................................................................ 6
Type chapter title (level 3)................................................................................. 6
Overview of TEA Purchasing Authority
This manual serves as the guide for purchasing in the State of Texas and the Texas Education
Agency. These procedures include statutory requirements and those established by rule of
the commission as contained in 1 TAC 113.1 et seq. It is not the intent to establish
procurement procedures outside the scope of Texas Government Code, Title 10, Subtitle D,
Section 2151 et seq. Glossary of Purchasing terms are contained in this document. As a State
of Texas employee involved the procurement of goods and services have a responsibility to
uphold Texas procurement laws and to serve the best interests of our agency and the State
of Texas. This responsibility requires a thorough knowledge of the Texas Government Code,
Title 10, Subtitle D and Texas Administrative Code (TAC), Title 34, Part 1, as well as the
procedures contained in this internal manual.

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CPA Non-Delagated Purchases
Commodities over $25,000: Open
Market Invitations for Bid (includes
Reverse Auctions); Gov’t. Code §
2156.121
Services over $100,000: Request
for Proposals (RFP) -- No upper
dollar limit; Gov’t. Code §
2156.121
State Agency Delegated Purchases and Procedures
Delegated Purchases
Gov’t. Code § 2155.132
 Commodity Purchases under
$25,000
 Purchases of Services under
$100,000
 Direct Publications
 Internal Repair Purchases
 Perishable Purchases
 Fuel, Oil & Grease Purchases
 Distributor Purchases
 Emergency and Proprietary
Public Utilities
Gov’t. Code § 2155.001
Interagency Agreement
Contract (IAC)
Gov’t. Code Ch. 771

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Determining the Purchasing Method Applicable To the Purchase
The following steps outline the procurement process, which must be followed to obtain any
commodity (including services). Keep in mind that if the item you’ve requested appears to
have a functionally equivalent item available at TIBH or TCI, TEA Purchasing are required to
procure the item from set-aside vendors, unless we have documentation regarding why we
are not using them. Contact your TEA Purchasing Liaison: Connie (x62435), Shabrel
(x63164), or Johnny (x63166), if you have any questions.
Step 1 - Collect detail specification:
 The detailed specification for the required good or service.
 Requirements, such as maximum time to delivery, special circumstances, etc.
Specific Statutory
Exemptions

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 A reasonable estimate of the good or service’s purchase price based on a
market survey, a catalog price comparison or a previous purchase of the same
specification
Step 2 -Determine the estimated dollar amount of the purchase
Step 3 – Establish the commodity class and item number
http://www.window.state.tx.us/procurement//com_book/index.html
Step 4 - Check purchasing procedures based on commodity class and item
Step 5 - Please verify the requirements and specification meet the criteria for:
See if item is available in the TEA Supply Room
The TEA supply room item list can be found on the T Drive under “Agency Form”
folder, then click on file “A=Supply Requisition”. Please view link at
http://itea/Purchasing/Copy%20of%20A=SUPPLY%20REQUISITION.xlsm.
On small purchases of supplies such as pencils, erasers, toner cartridge, etc., please
check on the availability of the item through the TEA Supply/ Receiving stocked supply
area before entering you’re purchase requisition to obtain the item from an outside
source.
See if item is available from TIBH Catalog or TIBH Central Store
http://www.tibh.org/store/
See if item is available from Texas Correctional Industries (TCI)
http://www.tci.tdcj.state.tx.us/ If a TCI commodity or service meets the specification
and other requirements, purchase it from TCI.
See if item is available from Council on Competitive Government (CCG)
Contracts. If commodity or service is available on a CCG contract,
purchase it according to the instructions in the CCG contract
http://www.ccg.state.tx.us/
Internal repair, follow the procedure in Procurement Manual, 2.11 Delegated
Purchase Procedure.
Proprietary purchase, follow the instructions in Procurement Manual, Section
2.21 Proprietary Purchases.
Scheduled Purchase Contract, follow the procedures in Procurement Manual,
Section 2.9 Scheduled Purchase Contracts.

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Professional and consulting services, purchase it using instructions from Section
2.20 Professional and Consultant Services
IT Commodity and/or Telecommunications services, follow the instructions for
procuring telecommunications services in the Procurement Manual, Section 2.21.1
Department of Information Resources Contracts.
Department of Information Resources (DIR) IT Commodity List. If the
specification is for commodity items, consider purchasing from Go DIRect Program
contracts.
CPA TXMAS Contracts. If the specified commodity or service is available on TXMAS
Contract, obtain a price quote from as many TXMAS vendors as are necessary to
provide a best value determination.
Step 6 - See if item is available through the State Term Contracts. If a CPA Term
Contract commodity or service meets the specification, note its price for your best
value determination.
http://www.window.state.tx.us/procurement//cat_page/
Step 7 - Search the Smart Buy on-line catalog for commodities
http://www.window.state.tx.us/txsmartbuy/
Step 8 - If item is a computer related item (software, printers, printer supplies, digital
camera, etc.), contact IT prior to going to any other source. TEA IT division will work with
you (and explore possible Department of Information Resources (DIR) Store options) to
ensure that the proper equipment is ordered and that it is compatible with existing TEA
equipment and related software. http://www.dir.state.tx.us/servlet/dirStore
TEA IT Commodity Approval Procedures
Verify if the commodity/service to be procured fall under a set-aside program (ex. DIR). The
Purchaser sends email to IT Commodity Approvals mailbox, for approval of the IT Commodity
or Service. When you receive approval from IT, you can then proceed with a purchase order
to the vendor.
The email should include the following:
1. Detailed description;
2. Quote or Estimated Cost;
3. Quantity;
4. Vendor Name;
5. Requesting Division; and
6. Requesting Division Contact
(Example of email you should send to IT Commodity Approvals)

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I am seeking approval to procure the following for 103 –State Initiatives:
HP Color Laser Jet CP3520 Printer Series Model
Product# CC469A
Quantity: 1
Price: $634.00
PR# 32726 (DIR-SDD-223)
Step 9 - If item is communication service related item (phone, pager, firewall,
interpreter, etc.) visit the DIR’s TEX-AN 2000 Contract before going to any other
source. Please review Operating Procedure 08-12 to review guidelines before proceeding
with ordering the devices. Prior approval must be obtained before ordering any
communication service related item. The division requisitioner must fill out Cell Phone/PDA
Request and route for appropriate division approvals. Your TEA Purchasing Liaison will
provide guidance on which devices and services are available through the DIR contract. (You
may skip Steps 5 through 8 if you are looking for a communication service related item.)
http://www.dir.state.tx.us/tex-an/index.htm
Other links to know:
CPA’s Texas Procurement and Support Services (TPASS) Main Page
http://www.window.state.tx.us/procurement/
CMBL Main Page
http://www.window.state.tx.us/procurement/cmbl/cmblhub.html
Vendor Performance Main Page
http://www.window.state.tx.us/procurement/prog/vendor_performance/
Internal Supply Requisition Process
In regards to office supplies, purchasers should consult the online Supply Requisition to see
if any office supplies are available from the TEA Supply Room, prior to creating a requisition.
That form can be located under the T: drive-Agency Forms.
 Open TEA website at http://itea/
 Click on Purchasing link at http://itea/prinav_Purchasing.htm
 Click on TEA Internal Supply Requisition Form at
http://itea/Purchasing/Copy%20of%20A=SUPPLY%20REQUISITION.xlsm

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 Print and forward the requisition form to the TEA Supply Store via email at surplus-
office@tea.state.tx.us or interagency mail located on the Ground Floor, Room G-102B
 Your supplies will be delivered
Procedures for Divisions to Search Smart Buy for Commodities
Step 1 – Open the Texas Smart Buy Page at http://www.window.state.tx.us/txsmartbuy/

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Step 2 – Click on Search TxSmartBuy
Step 3 – At the Delivery Destination Page type in “Austin”; click on “Go”

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Step 4 – At the Smart Buy Catalog Page, click on the Supplier tab

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Step 5 - At the Smart Buy Punch-Out Page, select vendor on-line catalog and click on
highlighted vendor link. You can choose to view vendor catalogs such as: AHI, Office Max,
and TIBH.

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Step 6 – At the Security Warning page, click “No”

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Step 7 – At vendor page you can search catalog. On your requisition add the description of
the item from the vendor catalog page

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Step 8 – To view other on-line vendor catalog, click on the Return to Marketplace Home at
the top of the vendor page

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Step 9 – You will be routed back to vendor punch-out page, select another vendor and click
on the vendor link. Repeat steps 1-7 to view all vendor’s catalogs.

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Requisitions
A requisition is an automated form generated by the division requisitioner in the ISAS system
that requests (authorizes) TEA Purchasing Department to enter into a contract with a vendor
to purchase goods or services using the requestor’s budget. The requisition is for internal use
and the division requisitioner cannot use it to order materials directly from a vendor.
Requisitions should fully describe to TEA Purchasing Department what to buy, when it is
required, and where the goods are to be delivered or the services to be performed. There
may be a request for different types of information are required depending on the type of
good or service requested. The chart below identifies the steps to submitting a requisition
and processing it into a purchase order.
Steps In Creating Internal Requisition Responsibility
Gather necessary information to input
requisition (source of supply) Division Requisitioner
Enter requisition into ISAS system with
complete and accurate information Division Requisitioner
Requisitioner submit requisition to
department approver for electronic
approval, the requisition is then
electronically forward to TEA Accounts
Payable
Division Approver
TEA Accounts Payable verifies accounting
information and sufficient funding and
forward electronically to TEA Purchasing
work list
Accounts Payable
Purchasing verifies information is complete
and correct on requisition.
Purchasing Division
If requisition is incorrect or incomplete, the
division requisitioner is contacted
Purchasing Division
Division Requisitioner modifies requisition to
reflect complete and accurate information
Division Requisitioner
Process requisition according to type and
dollar value and generate Purchase Order
Purchasing Division
Send Purchase Order to vendor including
standard terms and conditions
Purchasing Division
File purchase order with all pertinent
information includes: EPLS, Vendor Hold
Search, and back-up documentation
Purchasing Division
Purchase Requisition (PR) Change Order Procedures

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If changes need to be done to a saved ISAS PR, the following steps must be performed:
1) Check to see if the PR has been sourced to a Purchase Order (PO) by running the following
ISAS query: E_PO_REQ_SRC_TO_PO. If the PR has been assigned a PO then continue
with Step 1. If the PR has not been sourced to a PO, then go to Step 2. (It is not
necessary to contact your purchaser since the PR will enter into their worklist as usual.)
a) DECREASE A PR TOTAL
 Contact your Purchasing Liaison regarding the changes needed. The purchaser
will un-finalize the PO and proceed with changes. The purchaser will notify the
vendor within seven (7) business days.
 The PR does not need to be edited
b) INCREASE A PR TOTAL
 Contact the purchaser regarding the changes needed. The purchaser will un-
finalize the PO and/or line which will enable you to edit the PR.
 Proceed with PR change order Step 2
2) Bring up the PR
a) QUANTITY Changes – (Done from the “Line Details “ tab/ Main Page)
 Click the Blue Triangle to activate a CHANGE ORDER (which is located on the
LINE DETAILS page)
 Make your changes
 Select the ADD COMMENTS and provide a detailed description of changes made
to the PR (include date)
 Save the PR (must be done in order for PR to reflect the edits)
b) PRICE Changes – (Done from the SCHEDULE icon/tab)
 Click the Blue Triangle to activate a CHANGE ORDER
 Make your changes
 Select the ADD COMMENTS and provide a detailed description of changes made
to the PR (include date)
 Save the PR (must be done in order for PR to reflect the edits)
Upon PR edit completion, you must contact the purchaser informing them of
changes made to PR so that the same changes are completed on the PO. If you
fail to contact the purchaser, the PO will not reflect the revised PR and therefore
will delay Accounting in making a payment to the vendor. Upon purchaser PR
change notification, the PO will be edited to reflect the PR and the vendor will be
notified within seven (7) business days.

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ISAS should generate an email notification to the Division ISAS Approver and Accounting for
re-approval. It is a good idea for you to also notify the Division ISAS Approver. Upon re-
approval, the system will automatically re-budget check the PR.

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Preparation for a Bid Opening
Step 1 – Notification of Bid Due Date
Purchaser sends out an email regarding the bid opening and the time the bid will close. The
email includes the following below:
The Purchasing & Contracts Division has bid openings on X/XX/11 for the subjects listed
below. Please forward any proposals received to Room 2-125 before or no later than X:XX
PM.
Ex. IFB No. 701-XXXXX29000 – IFB Name
Note: Receipt of ESBD posting: (if applicable)
 Contract specialist will receive an email from ESBD posting with due date of RFP
Step 2 – Receipt of Bids
Vendors can submit bids until the deadline. The Purchasing and Contract staff date stamps
all bids that are hand delivered on a Bid, Offer or Proposal receipt confirmation form. The
bid receipt confirmation form lists solicitation number, name, due date, respondent firm,
purchasing and contract staff whom received the bid.
 You make a copy of the bid receipt form and give to the representative
 Contracting keeps the original form and attach to the proposal
 A copy of the bid receipt form is attached to the box
Step 3 – Opening Bid/Checking in Bids
Bids are not opened until appointed time and date listed on the bid. Once all receipts have
been received you can then open and review contents.
Check in Bid/Proposal receipts
 Print out a copy of the Respondents in Response to RFP
 Provide the number of responses received
 Provide the initial of whom received the responses
 Include the Vendor Name, Address, Contact Person, Phone number, VID#
 Verify if all proposal requirements are provided. If a portion of the proposal is missing
leave box blank
 Enter respondent in response information onto the electronic copy and place a copy
of the form to box
 Email should be sent to Norma and Purchasing and Contract staff should read as
follows:

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If a HSP is required – Send email to Norma and copy Debra
 The email sent should include the number of proposals received and the original
proposals have been forwarded to Debra.
 Print out an electronic copy of the respondent in response in color and give to Debra
for review.
 All original copies of the proposals received go to Debra for review
Step 4 – Reviewers of Proposal
 Purchaser sends out an email to reviewers chosen to evaluate the bid.
Step 5 – Assembling Reviewers Packets
Once reviewers are chosen Norma will send an email to prepare packets. The evaluator cover
sheets are copied in green paper. You will prepare a cover sheet for each evaluator.

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Reserve a Purchase Order ID
Step 1 - Log into ISAS (PeopleSoft)
Step 2 - Go to Menu – Select: Purchasing – Purchase Order – Reserve PO ID’s –
Purchase Order Reservation Page
Enter, select or verify the following:
Business Unit: TEXAS
PO ID: NEXT
Click: ADD button

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Step 3: At Purchase Order Reservation screen, you can enter the number of PO’s you
would like to reserve.

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Step 4: Click the Save button to reserve the purchase order

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Step 5: Email the end user the PO# assigned
Step 6: Email the assigned PO# to the division requisitioner

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Awarding Contracts
Purchasing conducts a
compliance review on draft IFB
Route draft IFB contract to Purchasing &
Contracts for review
Provide IFB to Vendor for
Signature
Submit IFB contract to Associate
Commissioner of Budget &
Operations Signatures
Issue Purchase Order and
Contract to Vendor
FY - Fiscal Year
RFP/RFQ - Request for Proposal/Quote NC - Non-Competitive
SOS - Scope of Services/Qualifications IAC - Inter-Agency Contract
P&C - Purchasing & Contracts Div. ATR - Authorization to Request
IFB - Invitation for Bid ISAS – Integrated Statewide
P.O. - Purchase Order
DG - Discretionary Grants Div.
TPASS - TX Procurement & Support Svcs.
P.O. - Purchase Order
HUB - Historically Underutilized Businesses
ESBD Electronic State Business Daily
CMBL - Centralized Master Bidders Lists
ACRONYM KEY:COLOR KEY:
Customer
DG Div.P&C Div.
Contractor
Shared
Responsibility
Division develops IFB contract draft
End
SYMBOL KEY:
Action
Connect
or
Start/
End
Decisio
n
E-Procedure
Start
Process Steps
1. Awarding Contracts
a. Originating division prepares the IFB solicitation and forwards to P&C for
compliance review
b. Purchasing and Contracts conducts compliance review on draft of IFB. All
divisions are required to submit draft contracts to P&C for review prior to
forwarding the contract to vendor for signature, regardless of the dollar value
of the contract.
c. If errors are found on draft contract P&C will correct errors.
d. Once draft contract is approved by Division Director three copies of the contract
are mailed to vendor for signature.
e. The contract is forwarded to Associate Commissioner of Budget & Operations
for review and signature.

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f. Purchasing & Contracts will distribute signed contracts to the vendor and to
programs
Once all contracts are signed, P&C will distribute signed contracts to the vendor and to
programs. Once the contract is established, TEA programs assume the lead role in working
with the vendor during contract service delivery, monitoring accomplishment of contracted
services and deliverables, managing performance, and evaluating options for
extensions/renewals.
Contract administration is the management of all post contract award actions that must
be taken to ensure compliance with the contract. Contract administration is a critical part of
the procurement process, but is generally considered the most neglected part of the
procurement process. Contract administration includes the following four (4) general
processes:
1. Planning
2. Monitoring Vendor Performance
3. Payment Approval
4. Change Management

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Set-Up New Purchase Order
Go to Menu – Select Purchasing – Purchase Orders – Add/Update PO’s
1. At Purchase Order screen, select Add A New Value for new PO
2. Select the Add button
3. At the Maintain Purchase Order screen, type in the VID# (Vendor Identification
Number)
4. Select Buyer Name
5. Go to Copy From field, click on the drop-down box and click and select requisition
a. At Copy Purchase Order from Requisition screen, type in the requisition
number in this field
b. Select the search button
c. Requisition number will populate in the Select Requisition Lines box
i. Select each requisition line appropriate to the purchase order
ii. Click the Copy to PO button
iii. Select the Save button
6. Return to Maintain Purchase Order Screen
7. Go to the PO Matching screen
8. Go to Match Action tab, click on drop down button select Standard
9. Go to Match Rule, click on magnifying glass and choose Two_Way (services) and
Three_Way (commodities)
10. Click Ok
11. Go to Line Details tab, click on view all (if applicable)
a. Select Schedule Icon
b. At Schedules screen, select Distribution/Chart fields icon
Distributions for Schedule 1 At Distribute by choose Quantity at
drop down button for commodities and choose Amount at drop down button
for services
c. Click Ok
d. Return to Main Page
12. Click Show All Columns button (looks like an arrow)
a. Populate the NIGP Class/Item Code for item
b. Select the Purchasing Method and Purchase Category Code
c. At Vendor Catalog type “NO” if item is DIR, TIBH and or TXMAS Contract
i. If vendor is HUB vendor, leave the vendor catalog field blank
ii. If the item is a commodity and requires receiving check each box which
applies
13. Click the Show All Columns button to return to the main page
14. Click the Save button
15. The PO# will populate
16. Select Copy Standard Comments
a. Select Comment Type DLT – if applicable (Federal Monies or Interagency
Contracts), if the project number in the chart field is greater than 3 federal
funds are being utilized.

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b. If all project(s) numbers are greater than three, you will choose EP/O for the
purchasing method and purchase category code.
c. Select Comment Type TEA, select family code TC 10 (Family Code) and TC4
(Catalog Purchase) and include statement: This purchase order is being
processed in accordance with the DIR “Go Direct” contract# DIR-
SDD-XXX
If you receive a quote include along with vendors name and contact person
and contact information
Purchasing Method for IT related commodities/services will be “CP”
(Purchasing Method) and PCC is “I” (DIR Master Contracts)
17. Return to the main page, click Approve Amounts
18. Click the Save button
19. Select Add/Updates, click on Find Existing Value Tab, type PO# in the PO ID
column and click Search button
20. Return to Main Page, click the Budget Check icon, status should change from “Not
Checked” to “Valid”
21. Once PO status is approved & budget status is valid, send email to James requesting
him to dispatch and print your PO.

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Procedures for ordering Office Supplies through CPA 615 A-1 Term Contract via
Smart Buy
Step 1Log into the Smart Buy Order System at http://www.window.state.tx.us/txsmartbuy/
Step 2 – At the log in page, enter your USER ID and PASSWORD
Step 3 – At the Navigator Page, select Agency/Co-op Purchaser link
Step 4 – Under the Agency/Co-Op Purchaser tab, select iProcurement
Step 5 – At the iProcurement page, select the Go Shopping link

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Step 6 – At the Enter the Delivery Destination City to begin box, enter Austin, click
“Go”
Step 7 – At the Smart Buy Catalog Solution page, at the Search box enter the following
 First box, drop down button select Supplier Part#
 Select Supplier Tab, then select one or more vendor catalogs that apply to order,
then click “Go”
 Select either AHI or OfficeMax under the Supplier Tab, then click on the vendor
highlighted link
 This should take you directly to the vendors website

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At the Security Alert box, Click No
At the Security Warning Box, Click No

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Step 8 – Search for item at the vendor’s website
 At the search icon, enter the commodity product number
o Click the Search button
o Always add HEW on all HP toners to receive brand name, if you don’t they will
supply you with remanufactured toners ( Ex. HEW CB540A)

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o Once you click the Search button your item will appear as the example above
o Click add to cart
o Once you have entered all your items to the Cart, you are routed to the “Punch
Out Quote Ready Page, click on “submit order”

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o At the “My Cart” page you can view your order cart
o Once order is validated, click the ‘checkout” button
Step 9 – At Shopping Cart page, select Check Out button, the system generates a
requisition number
Step 10 – At “Check Out” page – description of item is automatically generated, the
Requisition Description (you can change the description or leave as it appears)
 Second field – Customer Requisition Number – at this field enter in the TEA
Purchase order number (ex. 701-00000XXXXX)
 Click “next button” on the checkout page
Step 11 – At the Requester and Purchaser Name page, there are two fields Delivery Location
and Invoice location:
 At the Preloaded Delivery Location Code field, enter in agency code
(ex. 701), utilize the shipping address listed on your TEA Purchase Order
 At the Preloaded Invoice Location Code field, enter agency code (ex.
701), utilize accounts payable information listed on the TEA Purchase Order
Step 12 – Click Next button at the initial Check Out page

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Step 13 – Add Attachments, click Add Attachments button (Step 2 of 3)
 You should scan your documents prior to completing the check out process
o All documents should be scan and save at the SCAN-PDF’s file located
in the S://drive
o Once you have attached the document, click the SAVE button
o Click the Next button,
o At the Checkout: Review and Submit Requisition page (Step 3 of 3), if
requisition is correct click the Submit button
Step 14 – At the Confirmation page, your requisition number will appear and it will be
confirmed your requisition was submitted
Step 15 – Click on My Requisition page, to view your requisition and your Smart Buy PO
number
Step 16 – Add the Smart Buy PO and requisition numbers to the TEA PO created in ISAS
RETURN OF MERCHANDISE TO VENDOR

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When goods need to be returned to a vendor, certain steps must be followed to receive credit
for goods returned to the vendor
1. Please take the item(s) down to TEA Supply/Receiving and contact your purchasing
liaison of your request to return. Please provide your requisition number or purchase
order number to your Purchasing Liaison
2. Your Purchasing Liaison will notify the vendor, notifying vendor of the return of the
item and to verify their procedures for returns.
3. The vendor will issue a Return Authorization (RA), with the “call tag” number for the
package. This number will identify the package the carrier will pick up.
4. Any returned goods must be properly packaged in compliance with shipping
regulations for certain freight companies
5. The vendor will follow-up with a credit memo or acknowledgment of merchandise
received the transaction. Please remember all invoices or vendor credit memos should
be sent to teaaccountspayable@tea.state.tx.us. If reimbursement will be a paper
check please send to the following address:
Texas Education Agency
Attn: Agency Accounting
1701 N. Congress Ave
Austin, Texas 78701

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Texas Smart Buy
Texas Smart Buy through CPA/State Purchasing is the latest on-line ordering system utilized
to order services and/or commodities that are available on Term Contract. Some of the
benefits of this program are that you can easily search and browse contractor e-catalogs for
price and product information, and the vendors receive purchase orders immediately, and
Purchase’s are advised via e-mail of when their order is placed. Basically, when State
Purchasers receive an e-mail, the vendor is receiving the same e-mail relating to the purchase
order. TEA Purchasers utilize Smart buy mainly by submitting orders for office supplies
(includes toner*), office furniture, name plates, name tags, etc. The two office supply
vendor’s that are utilized are AHI Enterprises, (877)-865-4402 or care@ahitexas.com and
Office Max, (877)-226-6189 or stateoftexas@officemax.com. Orders for office supplies can
be placed with these two vendors’ via Texas Smart buy. The other vendor utilized when
purchasing using Texas Smart Buy is TCI-Texas Correctional Industries. All TEA Purchasers
new to TEA will be given a login name and password. This will be set up for you by your TEA
Purchasing Manager.
Note: The two referenced vendors stock a number of the most highly purchased TIBH items
and will have these available for 1-3 day delivery. As approved by the Texas Council on
Purchasing from People with Disabilities (TCPPD), TIBH items purchased by State Agency
Purchasers will be considered TIBH purchases.
Note: There is a minimum order of $75.00 for the office supply contract.
Note: Regarding the purchase of Toner = TEA Purchasers need to conduct a price analysis
utilizing other local vendors to verify that the prices from Office Max and AHI are the best
prices. If you as a TEA Purchaser are getting pricing from vendors for remanufactured toner,
then compare with Office Max’s and AHI’s remanufactured toner. Don’t compare new to
remanufactured. Some toner, such as the colored toner, shall be purchased as new
manufactured toner only. If Office Max or AHI are lower, proceed with the order. If their
prices are not the best price, please consult with your Purchasing Manager or Purchasing
Director, and obtain permission to purchase off the contract. They will need to obtain a waiver
from CPA. If we get audited, we will need to justify why we didn’t buy off the term
contract. TEA Purchasing wants to ensure they have documentation referencing that
Purchasing saved money by not utilizing the term contract and that management approved
purchasing the toner off the contract, because it was in TEA’s best interest.

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TXSmartBuy – Purchase Order Process
There are two basic types of term contract purchases - Automated and Non-Automated.
Term contract purchase orders are processed through TxSmartBuy Online Ordering System
through the completion of a purchase requisition form.
The information required for both on-line entry and the Contract Purchase Requisition form
is:
1) Agency/Ordering Entity unique requisition number
2) Quantity
3) Unit of Measure from the CPA Term Contract
4) 11-digit commodity code number
Agencies are required to utilize the term contracts unless they fail to meet their needs. In
such a case, the justification should be documented on the Agency’s purchase order and in
the procurement file.
Division creates
purchase
requisition (PR)
Division
route PR to
Accounting
for approval
and
generate
TEA PO
Purchaser finds
item and order
utilizing
TX Smart Buy
Vendor
receives order
electronically
Item received
by Agency

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Step 1 – Log into the Texas Smart Buy Order shttp://www.window.state.tx.us/txsmartbuy/
Step 2 – At the log in page, enter your USER ID and PASSWORD
Step 3 – At the Navigator Page, select Agency/Co-op Purchaser link
Step 4 – Under the Agency/Co-Op Purchaser tab, select iProcurement
Step 5 – At the iProcurement page, select the Go Shopping link
Step 6 – At the Enter the Delivery Destination City to begin box, enter Austin, and
click “Go”
Step 7 – At the Smart Buy Catalog Solution page, at the Search box enter the following:
 First box, drop down button select Supplier Part#
 Second box w/magnifying glass, type in the first five digits of the commodity code
 Select Supplier tab, then select one or more vendor catalogs that apply to order, then
click “Go”
Step 8 – At the Results page, all vendors with various selected commodity codes should
populate
Step 9 – Search for your item by the commodity code (Supplier Part#), enter in the quantity
amount on in the Qty box
Step 10 – Click “Add to Cart” button, once you add item to cart on the Results page, the
message “Items successfully added to cart. Click here to view your cart”
Step 11 – Once you have added all items to your cart you will then click on the “click here
to view your cart” link
Step 12 – At My Cart page, after you have added all items click on the “Check Out button”,
Step 13 – Go to Shopping Cart page, select Check Out button, this where requisitions
and PO numbers are created automatically
Step 14 – Go to the Check Out – Requisition Information page, Step 1 of 3 will start with
the Requisition Description (you can change the description or leave as it appears)
 Second field – Customer Requisition Number – at this field enter in the TEA
Purchase order number (ex. 701-00000XXXXX)
Step 15 – At the Requester and Purchaser Name page, there are two fields Delivery Location
and Invoice Location:

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 At the Preloaded Delivery Location Code field, enter in agency code
(ex. 701), utilize the shipping address listed on your TEA Purchase Order
 At the Preloaded Invoice Location Code field, enter agency code (ex.
701), utilize accounts payable information listed on the TEA Purchase Order
Step 16 – Click Next button at the initial Check Out page
Step 17 – Add Attachments, click Add Attachments button (Step 2 of 3 – Check Out
Process)
 You should scan your documents prior to completing the check out process
o All documents should be scan and save at the SCAN-PDF’s file located
in the S://drive
o Once you have attached the document, click the SAVE button
o Click the Next button,
o At the Checkout: Review and Submit Requisition page (Step 3 of 3), if
requisition is correct click the Submit button
Step 18 – At the Confirmation page, your requisition number will appear and it will be
confirmed your requisition was submitted
Step 19 – Click on My Requisition page, to view your requisition and your Smart Buy PO
number
How to Process Equipment Rental and Lease Renewals
Please contact Sandy Ledesma in the IT area. IT will review division’s requirements and
recommend the copier equipment to best meet the need. Once the type of copier equipment

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has been determined, division requisitioner should create a purchase requisition and submit
for the appropriate approvals. The assigned TEA Purchasing Liaison will complete the ordering
process to the recommended vendor.
When preparing a purchase requisition for copier renewals the division should utilize the
following format below:
1. Provide Renewal of (name of copier/model#)
a. Unit of Measure (UOM) : MO (month)
b. Quantity: 12
c. Line Comments: List previous years requisition#, and the serial number, the
location of copier, division name, division contact person and phone number
2. Accessory Charge (if applicable, this will be a sorter or finisher on your copier).
There will some who may not need this line
a. Unit of Measure (UOM): MO (month)
b. Quantity: 12
c. Line Comments: name of accessory (example: sorter/finisher)
3. Overage Charges
a. Unit of Measure (UOM): Lot
b. Quantity: 1
c. Line Comments: list the amount to allow for overage charges (usually
divisions list an amount of $100.00). The amount depends on whether you
feel your division will exceed the amount of copies allowed). If necessary,
Purchasing can adjust the amount during the fiscal year
Leased Equipment: For lease equipment renewals are not required on an annual basis
except at the time of or prior to the expiration of the actual lease term which is based upon
the initial installation and acceptance (24, 36, 48 and 60 months). Lease renewals, as
applicable, must be entered through the TxSmartBuy system if renewing for increments of
24, 36, 48 or 60 months.
Rental Equipment: For rental equipment rentals are required to be renewed on an annual
basis beginning September 1. There are no automatic renewals.
Step 1: Log into the TxSmartBuy system.

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a. Select “i-Procurement” link
b. Select “Go Shopping” link
Step 2: Enter the appropriate city (must match the delivery destination city)
Step 3: To locate a specific item, the most efficient method is typically to search by the
item’s commodity code, which is referred to as the “Supplier Part Number”
Step 4: To search by “Supplier Part Number”, select the appropriate search type from the
dropdown menu, and then optionally select the contractor(s) or category(s) to search within.
Please see the example below.

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Step 5: Enter the total quantity of machines (base unit). In this example, assume 3 machines
need rental renewals. After entering the quantity, select the “shopping cart” icon/button to
add the items to the cart
Step 6: From the term contract page (see step 3), note the commodity code for the monthly
lease amount. Search for the supplier part number under e-Catalogs and select the line item
for the quantity of months:

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Step 7: Enter the total quantity of months for the rental or lease renewal. In this example,
assume 3 machines need to have rental renewals at 12 months each, for a total quantity of
36 months. After entering the quantity, select the “shopping cart” icon/button to add the
items to the cart
Step 8: Follow the standard process to checkout from the catalog area in Vinimaya and into
the Checkout area in Oracle (click on cart icon, review your shopping cart, and click on the
“checkout” button in both Vinimaya and Oracle).
Step 9: Before submitting your order, click Edit Lines:

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Step 10: Enter the serial number(s) and Delivery Date(s) of the machine(s) being
renewed. Separate multiple serial numbers with commas. The serial number field has a
maximum length of 75 characters. If more space is needed, enter the serial numbers in a
line item comment or attachment.
Purchase Order Change Notice (POCN) – Documentation Formats

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Step 2 - Go to Menu – Select: Purchasing – Purchase Order – Add/Update PO –
Search for PO#
Purchaser Instruction:
o Highlight the revision number and dated on first page of the POCN and all text detailing
the change for the revision
o Do not use acronyms in the POCN documentation format unless they have previously
been spelled out
o Any deviation from these formats below must be approved by the manager
Purchase Order (Not CPA Term Contract or TxMAS Contract)
Revision No.#, mm/dd/yy
Revised by: First initial, Last name
Increase or decrease quantity of Line Item XX: From: 1 To: 44
Change purchase order total:
From: $ 10,000 to: 11,000
Purchase order total increased (or decreased) by: $1,000
Reason: [example]:
To accept over-shipment by vendor, per email request from “Joe User” dated mm/dd/yyyy
Purchase Order Change Notice (POCN) for Liquidation of PO
Revision No. #, mm/dd/yy
Revised by: First initial, Last name
Decrease Quantity of Line Item#, $975,000 (Encumbrance Amount) to $783,504.62
(Liquidated Amount)
Decrease Quantity of Line Item#, $XXX,XXX (Encumbrance Amount) to $XXX,XXX (Liquidated
Amount)
Change Purchase Order Total:
From: $XXX, XXX To:$ XXX,XXX

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Purchase Order Dollar Amount was reduced by: $ XXX, XXX
Reason for Change: Purchase Order Change Notice issued to liquidate FYXX funds
Vendor Identification Number Change:
Revision No. #, mm/dd/yyyy
Revised by: First Initial, Last Name
Change Vendor Name:
From: ABC Inc,
VID# 12345678900000
To: XYZ Corp.
VID#: 1119995557777
Reason: [example]
Vendor name changed in response to change request letter from XYZ Corp dated mm/dd/yyyy
OR
XZY Corp. purchased ABC Inc’s Company, including the existing contract and its receiveables
Purchase Order Renewal
Revision No. #, mm/dd/yyyy
Revised by: first initial, last name
Change term of purchase order:
From: March 15, 2004 through March 14, 2005
To: March 15, 2004 through March 14, 2006
Change purchase order total:
From: $100,000 to: $220,000
Purchase order total increased (or decreased) by: $ 110,000

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Reason: To renew the purchase order # for ____ additional months I accordance with the
original terms and conditions, and change quantities per email request from “Joe User” dated
mm/dd/yyyy. Agreement from the vendor dated mm/dd/yyyy is on file.
IFB Procedures for Meeting & Hotel Service Contracts

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Step 1 – The Division will submit a Invitation for Bid (IFB) contract with all the specifications
for the requested Meeting or Hotel Service. At the same time the division should create a
requisition for the total amount of the meeting.
Step 2 – Purchaser reviews the specifications for the following:
 Lodging Accommodations
 Overall costs;
 Ample parking at the hotel or meeting place
 Number of attendees
 Mission of meeting
According to Texas Government Code 2113, Section 106, a state agency shall utilize state-
owned or state occupied facilities for meetings, conferences, and administration of group
examinations and may not use appropriated money to lease private facilities for these
purposes unless state facilities are not available when needed, are not adequate to
accommodate the meeting, conference, or examination, or are not an economically favorable
alternative to other facilities
Step 3 – After Purchaser has reviewed the IFB from the division, the Purchaser will re-route
IFB to the division for revisions
 Assign PO# to Invitation for Bid (IFB)
 If bid exceeds $25,000 it will need to be posted to the Electronic State Business
Daily ( ESBD) for 14 days regardless of funding source
 Please visit https://portal.cpa.state.tx.us/ , the CPA Web Application Portal to
post the IFB
Step 4 – If no corrections, Purchaser will email the IFB Austin Convention and Visitor’s
Bureau to email contact person Keva Washington at kwashington@AustinTexas.org
 In Section 6.0 Submission of Bid, this is where you will enter the dates bid
need to be received to TEA
 Allow 14 business days for submission of bids to TEA Purchasing
Step 5 – If corrections are needed by the division they will complete the corrections or
revisions return to your purchaser
 See Step 4 bullets for sending out IFB to vendors
Step 6 – Opening Bids/Checking in Bids

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Vendors can submit bids until the deadline. The Purchasing and Contract staff date stamps
all bids that are hand delivered on a Bid, Offer or Proposal receipt confirmation form. The
bid receipt confirmation form lists solicitation number, name of IFB, due date, respondent
firm, purchasing and contract staff whom received the bid. Write on the receipt # of boxes
submitted for the proposal by the responding firm and if any extenuating
circumstances/issues were associated with the receipt of the proposal (i.e. – Bid not labeled
with IFB # - had to open box to verify bid, etc.)
 You make a copy of the bid receipt form and give to the representative
 Contracting keeps the original form and attach to the proposal
 A copy of the bid receipt form is attached to the box
Bids are not opened until the bid is officially closed (after 2:00 PM or 3:00 PM whatever the
circumstance for the bid). Once all receipts have been received you can then open and
review contents.
Step 7 – Review Committee Confirmation
Purchaser will confirm with the Division who will be on the review committee this is usually
done via email. At this time you should request a scoring mechanism for the evaluation of
bid for the IFB. This form can be emailed to you.
Note: Non-Disclosure Statement - please sign and return to Purchasing and Contracts Division
the non-disclosure statement before reviewing any proposals. The Purchaser must sign a
non-disclosure as well.
Step 8 – Evaluation Packets
Purchaser makes copies of all bids received of IFB based on the number of reviewers. Once
packets are assembled you send out an email confirming packets are complete and they are
ready for pick up by the Division
Step 9 – Awarded Vendor
The Division should provide you with an email of their awarded vendor. Purchaser should do
the following:
 At the time of award, file documentation must contain:
o Excluded Parties List Systems (EPLS) printout prior to contract
award
o Posting to Electronic State Business Daily (ESBD) if purchase is
$25,000 or
Greater
o Conduct a Vendor Hold Search

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 Once Division has named the awarded vendor, Purchaser shall sent out an
email requested a draft contract sales agreement to be sent to TEA
Purchasing for review.
The contract sales agreement from the vendor should include:
 Cost breakdown of all the (meeting room rental, occupancy tax, service
charges, AV Equipment Rental)
Step 10– Create PO
Once hotel services contracts have been signed by both the vendor and TEA Management it
is then a PO is created and faxed to the vendor. The Purchasing file will include: copy of PO,
copy of IFB, all responses to IFB, divisions scoring mechanism etc.
The PO should include the following:
1. Meeting Room Rental
2. Service Charge
3. Occupancy Tax
4. A/V Equipment Rental
Divisions may require the need for meeting room rental and sleeping room accommodations
for attendees of conferences and or trainings. Purchasing issues divisions the authority to
complete the standard IFB form for such events. Purchasing needs to ensure that Bids are
distributed at least 3-6 months prior to the event. The IFB form is submitted to the division
to complete. It is returned to Purchasing for review and approval, and is then posted by TEA
Purchasing Unit for a total of 14 days. The NIGP class/item# for meeting room rentals is 971-
65, and the main vendor listed under this class/item through the Centralized Master Bidder’s
List is the Austin Convention and Visitor’s Bureau. The AC&VB forwards the IFB to Hotels
within the Austin area. When the bid is submitted, other hotel vendor and/or meeting room
facilities will be referenced, please ensure the IFB is distributed to every hotel and/or meeting
room facility referenced under NIGP class/item# 971-65.
Once the bids are received, copies are distributed to the requesting division to review. Visits
are conducted to the hotels. A best value determination is made, and award is granted.
Evaluation Criteria Sheets, along with a non-disclosure statement are each completed by
those involved in the bid review process, which includes the Purchaser. A contract agreement
is then provided by the Hotel vendor to TEA Purchasing for review, and authorized signature.
The signed contract is then issued back to the hotel for their authorized signatory. Along
with this, TEA Purchasing attaches the TEA Special Provisions. The division processes a
requisition, and a purchase order is processed. Note: There are instances where the meeting
rooms are complimentary and TEA pays for the sleeping room accommodations. This only
occurs if the Division has an authorized committee and as such, can be direct billed to the

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agency. Such committee is the Textbook Review Committee, which is authorized through
the Appropriations Act. Therefore; no purchase requisition is required. Presently cost center
211 has such committee, and they have such meetings at least 3-4 times per fiscal year.
Specifications
A specification is a description of a product or service a user seeks to procure, and is also, a
description of what a bidder must offer to be considered for an award. Specifications are the
primary means of communication between an agency and a vendor.
Specifications control:

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• the quality level of the product;
• the amount of competition;
• the suitability of the product or service for the job to be done; and
• the method of evaluation used in making an award and in determining the best value bid
for the purchase.
Characteristics of an Effective Specification:
A bidder or contract participant may provide free technical assistance to an agency. A state
agency may not accept a bid or award a contract to a vendor who received compensation
from the agency to participate in the preparation of the specifications or request for proposals
on which the bid or contract is based.
Agency Specifications
If no Texas specifications exist for the commodity needed, acceptable specifications covering
the agency's needs must be developed. These specifications should provide a clear and
accurate description of the requirements for the merchandise or service to be purchased.
Specifications must be clear and understandable to the bidders. They must permit
competition between products of equal quality. Descriptions may include a statement
regarding the qualitative nature of the purchase and should identify minimum essential
characteristics and standards to which the purchase must conform if it is to
satisfy its intended use. "Performance" requirements should be identified. "Design" or
"construction" specifications may be written where minimum mandatory design
characteristics are appropriate.
Procedures for Obtaining Temporary Workers
TEA is required to use CPA’s TPASS Term Contract 962-69 Temporary Personnel –
TIBH for temporary personnel requirements prior to seeking services through outside vendor
SIMPLE: Avoid unnecessary detail, but be complete enough to ensure that requirements will
satisfy their intended purpose.
CLEAR: Use terminology that is understandable to the agency and bidders. Use correct
spelling and appropriate sentence structure to eliminate confusion. Avoid legalese type
language and jargon whenever possible.
ACCURATE: All quantities and specific requirements should be clearly and correctly identified.
COMPETITIVE: Avoid unneeded "extras" that could reduce or eliminate competition and
increase costs.
FLEXIBLE: Avoid inflexible specifications which prevent the acceptance of a bid that could
offer greater performance for fewer dollars. Use approximate values (such as dimensions,
speed, etc.) when possible if they will satisfy the intended purpose. If approximate dimensions
are used, it should be within a 10% rule of thumb unless otherwise stated in IFB.

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or any other contract outside of TPASS. TIBH is the primary temporary worker supplier is
GTS. The second supplier, Peak Performers, to be contacted only when GTS cannot provide
a temporary worker that meets the requirements of the division/program.
General Provisions
1. The vendor shall retain all responsibility for assignment, management, discipline, and
termination of the temporary worker.
2. Non-Discrimination
3. Reasonable Accommodations
4. Criminal Background Checks
Process for Obtaining Temporary Workers
1. A Contract Resource Request (CRR) form is completed by the Division and forwarded
to the Budget Office. It is important that the estimated number of hours the
temporary worker will need to be on site, the estimated rate per hour, and the
purchase requisition number be filled out on the form. Attached all pertinent
information with the CRR.
a. View Temporary Staff Services Job Descriptions at
http://sao.hr.state.tx.us/compensation/index.html
b. Visit State Auditor’s Office Salary Schedules at
http://sao.hr.state.tx.us/Compensation/schedule.html/schedule/2011A
2. Once the CRR is approved by Budget Office, the Division may contact the vendor to
describe what they are looking for, the desired or expected skills and abilities of the
individual, and the required duties of the temporary position. The description of the
duties and required skills should be specific as possible, in order to ensure that all the
essential functions
3. The Division shall prepare a Purchase Requisition (PR) in ISAS, which pre-encumbers
the funds for the requested service, and obtain necessary approvals
4. Once Purchasing receives the approved PR and receives the approved CRR form from
Budget (Contact: Rachid Ighiouer) along with other backup documentation
5. Purchaser will create a PO which will begin with PO# 028609- last digits of the division
number. The first five digits is a blanket PO which is created each year for the fiscal
year
6. TEA Purchaser will issue a PO along with a specifications fax sheet to the vendor. The
documentation shall include, but not limited to, information relating to instructions
for report time, work hours, hourly rate, contact person of work area, expected duties,
etc

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7. Purchasing shall provide vendor with a purchase order including a detailed description
of requirements and specifics of the job
8. The vendor will fax the temporary specifications sheet along with the name of the
designated temporary for the assignment
COST CENTER RESPONSIBILITIES
1. Prepare Contractor Resource Request (CRR) form and forward to Budget.
2. Contact the vendor to discuss requirements of position, including agreeing on the
title and hourly bill rate. Get familiar with the General Contract Information on Term
Contract 962-69. Make sure that division/program requirements complement the
requirements outlined in the term contract.
3. When the temporary position is approved by Budget, prepare Purchase Requisition
(PR) with hourly rate, hours, duties, report data, dates of service, work area
supervisor, room number, and any other pertinent information indicated, and
forward to Purchasing.
4. Supervisor should contact Purchasing if it becomes apparent that the period of
service will end prior to the original timeframe that was stated or estimated. The
vendor should communicate any reduction in the period of service with the
temporary worker.
5. Supervisor shall contact Purchasing if the temporary worker fails to adequately
perform the work assigned or engages in any form of misconduct. The end user
should not counsel with the temporary worker regarding performance concerns. If
problems arise, the end user may notify Purchasing to either release the worker or
contact the vendor to resolve the problem. The vendor will handle any disciplinary
actions that may be required.
PROCEDURES FOR RELEASING TEMPORARY WORKERS

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In order to initiate the release of a temporary worker from an assignment, the end user
should notify the purchasing office [by submitting the “Release from Temporary
Assignment” form]. Purchasing will notify the vendor that the worker is no longer needed.
The end user shall not inform a temporary worker that he or she is terminated. All matters
involving the employment relationship, including termination, are the responsibility of the
vendor. The purchasing staff is responsible for contacting the vendor regarding the release
of a temporary worker.
This form below is to be filled out and forwarded to the Purchasing and Contracts Section in
order to initiate the release of a temporary worker from an assignment.
Name of Temporary Worker:
Division or Office:
Reason for Release:
Assignment ended
Failure to report to duty
Excessive tardiness
Does not possess necessary job skills
Unsatisfactory Performance
Specify:
Other:
Specify:
Would you use this individual again or recommend this individual to another TEA
Division/Program? Yes No

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Comments:
Signature:_________________________ Date:__________________
Procedures for Mobile Communication Devices (Blackberry/Cellular Phone
Service)

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Please review the Agency Operating Procedure OP-08-12 – Mobile Communication Devices
regarding the completion and approval of a Cell Phone/PDA Request Form. Second, contact
your divisions’ buyer. They will guide you through the pertinent website(s) so that you can
look at the devices and review the device’s functional requirements and accessorial options,
and will share with you the various plans. Once the Request Form is approved, you will
process an ISAS purchase requisition based on the information your buyer gives you.
When preparing your purchase requisition for new service and or renewals. The below format
should be utilized:
(1) NATION GSM (450)-(USERNAME-CELL#)
(2) Provide the Account#
(3) 12 MONTHS @ 29.59/MONTH = $355.08
Line 1 Comments: Includes National Long Distance and Roaming, Call Waiting, Call
Forwarding, Three-Way Calling, Caller ID, Voicemail, and 100 free Text Messages, overage
for text messaging is 10 cents/message; overage if plan is exceeded = 0.45 (note: review
plan and select the overage amount and place in line 1 comments, (if the end user has
unlimited text messaging, then this needs to be a separate requisition line), which would then
be 12 months @ 10.00/month, (list cell# and if you have, the account#, please list that in
the comments, & if you do not have the account # information, no problem, Accounting staff
and I will verify, if need be).
(2) DATA Service/ 12 months @ $XX.XX/month; Line 2 Comments: Blackberry Enterprise
Unlimited-Add on, (list cell# and if you have, list the account# in the comments).
(3) MISCELLANEOUS FEES THAT MAY OCCUR DURING THE YEAR - 12 months @ (estimated
amount)
Line 3 Comments - FUSC (Federal Universal Service Charges), E911 at $1.52; however,
this fee may fluctuate depending on percentage of charges for this service, also directory
assistance fee, interconnection fee, and overages that may occur during the period of
09/01/XXXX through 08/31/XXXX.
Please note: All rates are after the 26% State government discount
Note: There may be some staff member who may have UNLIMITED Voice and UNLIMITED
Data, the current rate for unlimited Voice are $69.99/month and unlimited Data is
$29.60/month.
Note: If the end user will be traveling outside the U.S., please contact TEA Purchasing at
least 7 days before they travel, so the correct (international) rate can be obtained, as we
have had some staff travel to Canada and Mexico, and rates vary depending on the location.

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There will be a need to create a separate requisition will be needed, if this happens during
the course of the fiscal year.
Please contact TEA Purchasing to discuss any rate plans to ensure, the end user has adequate
services to meet their needs, so during the year, the service plan is adequate, and therefore;
overage charges will be eliminated.
:
Centralized Master Bidders List (CMBL)

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The Centralized Master Bidders List (CMBL) is a database of registered vendors who have
provided contract information and goods/services they offer. Texas Government Code, Title
10, Subtitle D, Subchapter E. Section 2155.263 requires the Comptroller of Public Accounts
(CPA) to maintain the CMBL. Bid Invitations and Requests for
Proposals (RFPs) are for the solicited commodity and/or service. Vendors pay a nominal
annual fee to receive bid invitations and RFP’s for solicited commodities and/or services.
Unless exempted by law, the CMBL must be used for all procurements subject to CPA’s
procurement authority. The CMBL must also be used to the fullest extent possible by state
agencies that make purchases exempt from CPA’s purchasing authority. The CMBL may also
be used to gather information for noncompetitive procurement processes and for vendor
performance data.
For purchases between $5,000 and $25,000, informal bid procedures must be followed:
Obtain a minimum of 3 bids from vendors on the CMBL with 2 bids from the CPA certified
Historically Underutililized Business (HUB) list (one minority-owned and one female-owned of
any ethnicity). Purchases under $5,000 may also be supplemented with non-CMBL bidders.
The CMBL is to be used for purchases over $25,000 to locate all vendors who provide the
required commodity or service and also service the agency’s geographic region.
Purchasers use the CMBL to develop a mailing list to distribute bid opportunities and
notifications.
Manufacturers, suppliers, and other vendors wishing to furnish materials, equipment,
supplies, and services to the state should register for the CMBL to receive bidding
opportunities.

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Procedure for Procuring Print and Print Related Services:
Print and print related service procurements exceeding $1,000 in estimated purchase price
must follow the procedures outlined below. It is a violation to purposefully divide job requests
for the purpose of avoiding the procedures outlined below. TEA Purchasing has established
internal procurement procedures for print and print related service requests less than $1,000.
State Print Services are now being provided to state agencies and local governments through
five state agency print shops franchised by the Council on Competitive Government (CCG)
and through the print shops of the Texas Correctional Industries (TCI).
HOW TO SUBMIT YOUR PRINT REQUEST -
http://ccg.state.tx.us/contracts/printshop.html
To submit specifications to the State Print Shops for bid, agency personnel must complete
the CCG Print Shop Job Request Form, as referenced in the link above. Once completed, click
on the submit button on the bottom of that form and the form will be routed to contacts at
each of the State Print Shops. Once submitted, the person completing the form will need to
print or save a copy of the results page for their records. The Print Shops have up at least
36 hours to respond to the Bid Request, unless a date and time are provided.
Once the bids are returned, the division needing the print services, can review the bids and
select a print shop based on "Best Value", meeting specifications. After a print shop is
selected, a purchase requisition can be processed (to pre-encumber the funds) by the
requesting division, and a purchase order will be processed by the Agency Purchasing
Department and submitted to the Awarded Print Shop. Class# 966- , Account code: Printing
Service -7273-2009B
Who actually submits the print request form? The division can submit the Print Request
Form, which is electronically delivered to all State Print shops referenced below. Please keep
Purchasing apprised, and when the bids are received. Submit an e-mail to your division Buyer
advising them of the Print Shop bid results, and reference which Print Shop will meet the
division needs in the way of Best Value. Purchasing will review and approve.
The appropriate Interagency Cooperation Contract Number below must be notated on the
purchase order by TEA purchasing staff to the awarded vendor to access services under this
contract: Feel free to reference that contract number in the comments of the purchase
requisition.
Texas Department of Public Safety – PSIAC-01-2010
Department of State Health Services – PSIAC-02-2010
Texas Department of Transportation – PSIAC-03-2010
The University of Texas at Austin – PSIAC-04-2010 (UTAUS CN: 6593)
Texas Workforce Commission – PSIAC-05-2010
Texas Correctional Industries – PSIAC-06-2010

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Please contact your Division Buyer when Printing needs are requested that exceed $1000.00
and when our (TEA Copy Center) cannot provide due to do reasonably required high-volume
duplication. Feel free to contact TEA Purchasing with any questions pertaining to these
printing needs.
TEA Purchasing Staff may determine best value for their print procurement using the
following procedure/steps:
o Identify print job specifications and estimated price
o Submit a print shop bid request form
o Evaluate bids and Award bid
If TCI provides a bid response, TEA must provide TCI a final opportunity to negotiate on
price prior to seeking approval to conduct a competitive solicitation. In accordance with state
statute, agencies will be required to utilize TCI if they can provide the requested service and
if they submit the lowest price in a best and final request.
o Hobby Print Shop (Marlin, TX) - focuses on digital printing services, traditional offset
printing and bindery services
o Wynne Graphics (Huntsville, TX) - focuses on adhesive backed products, such as
stickers and decals.

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Electronic State Business Daily (ESBD)
The Electronic Business Daily (ESBD) is a database of solicitations that allows both vendors
and agencies to see available procurement opportunities within the State.
For all purchases greater than $25,000, regardless of the source of funds, agencies are
required to post either notice of a procurement opportunity for 21 calendar days or the entire
bid or proposal package for 14 calendar days on the ESBD. Minimum posting times does not
apply for:
 Emergency Purchases
 Internal Repair Procurements
 Multiple Award Schedule Contract Purchases
Solicitations and awards are searchable by entity type, requisition number, key word, and
NIGP code
The state agency posting requirements are as follows. Your entities requirements may
differ, so please consult your purchasing procedures.
Estimated Procurement/Contract Amount Minimum days for
Advertisement
Exceeding $25,000:
If posting entire bid or proposal solicitation package 14 calendar days
If not posting entire bid or proposal solicitation package 21 calendar days
Bid notices include the following information:
 a short title and a brief description of the goods or services to be procured and any
applicable state product or service commodity codes for the goods and services;
 the last date and time on which bids, proposals, or other applicable expressions of
interest will be accepted;
 the estimated quantity of goods or services to be procured;
 the estimated date on which the goods or services to be procured will be needed;
 the name, business mailing address, and business telephone number of the ordering
entity point of contact to obtain all necessary information related to making a bid or
proposal or other applicable expression of interest for the procurement contract;
 the agency's purchase requisition number, and
 any applicable documents, such as complete specifications, may be attached.

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SPECIAL PURCHASES
State Procurement Policy and Procedures require state certified purchasers to utilize special
set-aside vendors such as Texas Correctional Industries, http://www.tci.tdcj.state.tx.us/, and
TIBH Industries, www.tibh.org. For example, with TCI, The Prison Made Goods Act requires
that an agency purchase goods made by and services offered by the Texas Correctional
Industries (TCI) and with TIBH, an agency is required to purchase products and services from
people with disabilities. Before contacting any other vendor, ensure these two entities are
checked first.
Order Process
Step 1 – Look at the estimated dollar amount of your purchase
Step 2 - Verify if special programs or set-aside contracts take precedence such as Texas
Correctional Industries (TCI) catalogue, Texas Industries for Blind and Handicapped (TIBH)
and for special purchase procedures
Step 3 - Establish the commodity class and item number. Please reference the NIGP Book
Step 4 - Please view the TCI website at http://www.tci.tdcj.state.tx.us/default.aspx. This
website is TCI’s online catalog where you can look at all of the furniture and chairs they have
to offer
State Procurement Policy and Procedures require state certified purchasers to utilize special
set-aside vendors such as Texas Correctional Industries and TIBH Industries, www.tibh.org
For example, with TCI, The Prison Made Goods Act requires that an agency purchase goods
made by and services offered by the Texas Correctional Industries (TCI) and with TIBH, an
agency is required to purchase products and services from people with disabilities
Step 5 – Create a purchase requisition and submit for approval. The purchase requisition
should Include the following information:
 Include the Name of item
 Commodity Code
 Color

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If delivery time frame is a concern or price is lower through another vendor, then a Prison
Made Goods Act Waiver will need to be submitted to TCI, and they can either approve or
deny the waiver. Once the “waiver” is returned to TEA Purchasing, and if it is denied, then
an order can be processed with TCI through the Texas Smart buy ordering system, as most
commodities and/or services through TCI are ordered utilizing Texas Smart buy. Note: The
only time an order is not ordered utilizing Texas Smart buy is if a “custom” quote is obtained
from TCI. Therefore; an order is processed directly to Texas Correctional Industries. If the
waiver was approved, then order processing can be achieved with the vendor (HUB if
possible), that is able to provide the commodity or service due to being lower in price or due
to delivery time frame. The waiver can be located under the CPA/Purchasing site, under
forms/procurement forms.
TCI – Furniture to include ergonomic seating, desks, shelving, lateral files, awards, printing
needs, desk name plates, name badges, etc.

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Please see point of contacts below
Graphic / Janitorial Chemicals
Linda Thornton Phone: 936-437-8426 Fax : 936-437-8498 linda.thornton@tdcj.state.tx.us
Garment / Janitorial Mops, Brooms & Brushes
Jamie Brinegar Phone - 936-437-6388 Fax - 936-437-8423 jamie.brinegar@tdcj.state.tx.us
Modular Furniture
Jana Townsell Phone - 936-293-4116 Fax - 936-293-4126 jana.townsell@tdcj.state.tx.us
Furniture Products
Karla Velasquez Phone - 936-437-6661 Fax - 936-437-8610 karla.beckham@tdcj.state.tx.us
Metal Products
Ruby Dawson Phone - 903-928-3112 Fax - 903-928-2647 ruby.dawson@tdcj.state.tx.us

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Create HUB Bid Tracking
Step 2 - Go to Menu – Click HUB Bid Tracking from menu Select: HUB Bid Tracking link

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Step 3 – Click on the HUB Bid Tracking link

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Step 4 – At HUB Bid Tracking Page, select “Add a New Value Tab”

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Step 5 – At the HUB Bid Tracking, enter purchase order number in the Bid ID field

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Step 6 – Select the HUB Header Tab
o Fill out Description Field - ex. Toner, Office Supplies, etc.
o TEA Contact : Assigned Buyer for the division
o Req ID : enter requisition number
o PO ID: enter purchase order number
o NIGP Class/NIGP Item: enter one class/item code from purchase order
o Do not click the SAVE button

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Step 7 – Select the HUB Line Tab
o Enter the Vendor ID Number
o Enter the Vendor Contact
o Enter the Bid Status (click on the magnifying glass)
o Enter the Amount of purchase order

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Step 8 – Return to the HUB Header Tab
o Enter Response Due Date - enter same date as the purchase order date
o Select Bid Complete
o Click Save button

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HUB Bid Tracking Report
Step 1 - Go to ISAS Menu – Select: Reporting – HUB Reporting – HUB Bid Tab Report
Step 2 – At HUB Bid Tab Report page, click the Search button

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Step 3 – At Search Results page, select BUD_CHECK_REQ run control ID

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Step 4 – At Run Control ID page, enter PO number in the “BUD ID” field

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1. Select the RUN button
2. At the Process Scheduler Request page, click OK
Step 5 – Go back to the HUB Bid Report page, click on Process Monitor link’

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Step 6 – At the “View Process Request For” page, click on the Refresh button until Run
Status shows “Success” and “Distribution” shows “Posted”
Step 7 – Click the Process Detail link and it will take you to the Process Detail Page
Step 8 – At the Process Detail Page, select ”View Log/Trace” link
Step 9 – At the View Log/Trace page, under the File List tab select MM HUBBT.PDF link
to retrieve the HUB Bid Report
Step 10 - Click on the “Go Back to The HUB Bid Tab Report” page and repeat steps 1-9 for
each report which needs to be printed
Procedures for Purchase Orders for Contract 966-N2(Printing/Custom Printed
Continuous/Tractor FED/ & Snap-Out Forms)

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1. Log in the Smart Buy system by clicking on “Purchaser Login”
2. Click on “iProcurement”
3. Click on “Add quotes or Charges to Purchase Order” (highlighted in blue)
4. At Shopping List: Personal Favorites page, from drop down list select the vendor (“i.e.
Miami Systems Corporation”), click “Go” tab
5. Under “Printing – Custom Printed Continuous/Tractor Fed and Snap-Out Forms” –
Enter amount of PO total

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6. Click on “Add to Cart”
7. From “Contract Type” – Select Term; In “Contract Number” – Enter “966-N2”

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8. Click on “Continue”
9. In “Shopping Cart” section (upper right corner), click on “View Cart and Checkout”
10. Click on “Checkout”
11. Click on “Edit Lines”
12. Put check mark in the select box, then click on “Update”
13. This screen would allow you to add any special instructions (name of forms, beginning
numbers, etc) in the “Note to Supplier” section and/or add the quote received from
the vendor as the attachment
14. Click on “Return” (twice)
15. Continue as you normally do for issuing the PO
Registration for Training of Employees or Conferences

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TEA no longer requires a purchase requisition/purchase order for registration to attend
conferences/seminar unless the vendor requires a PO. Please contact Sharon Stinnett in TEA
Accounts Payable regarding Seminar/Conference Registration Voucher. Please review OP
08.08 for registration fees are fees charged for an employee’s or official enrollment and
attendance at staff development opportunities or meetings sponsored by professional If you
received a requisition for registration fees, you should code as follows:
REGISTRATION FEES FOR training or education
Must be related to the duties or prospective duties of the administrator or employee,
Utilize class/item# 963-64 –Registration fees – EP/O
Registration for Attending a Conference, you should code as follows:
RE/E, 963-37, Fees, Conference/Convention
TEA no longer requires a purchase requisition/purchase order for registration to attend
conferences/seminars unless the vendor requires a PO. Registration fees are paid out of
budget category 2000B, Operating Expenses.
TEA Historically Underutilized Business (HUB) Program

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The policy of TEA Purchasing Office is to make a good faith effort to utilize HUB’s participation
in the procurement process of goods, services, and public utility contracts in accordance with
Texas Government Code, Chapter 2161 and Texas Administrative Code, Title 34, Part 1,
Chapter 20, Subchapter B.
For estimated purchases up to $5,000 – Statute does not require a competitive bid
process. Although they are not required to do so, it is encouraged to purchase from HUBs in
these instances.
For estimated purchases of $5,000.001 to $25,000 – Agencies must obtain at least
informal bids, 2 of which must be from CPA certified HUBs
For estimated purchases over $25,000 – Agencies must solicit bids or proposals from all
eligible vendors on the Centralized Master Business List (CMBL)
Historically Underutilized Business Subcontracting Plan (HSP)

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It is required the ordering entity identify subcontracting opportunities prior to the solicitation
for all purchases over $100,000 or more. If subcontracting opportunities are probable the
contracting agency will state such probability in its bid, proposal, offer or other applicable
expression of interest (solicitation) and require the prime contractors (respondents) to
complete and submit an HSP with their response. . The HSP is sent with the solicitation as
an attachment
Close Purchase Orders Procedures

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Go to Menu – Select Purchasing – Purchase Order – Reconcile PO’s – Reconciliation
Workbench
Step 2: At Reconciliation WorkBench page, select Search

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Step 3: Under Search Results page, select CLOSE PO

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Step 4: At Filter Option page, under Purchase Order enter PO number in both boxes

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Step 5: Click Search
Step 6: Under Select POs for Further Processing, select the box next to the Purchase
Order Number
Step 7: At the Action page, click on the yellow Close button
Step 8: At the Processing Results page, click the blue arrow button and move PO ID
from non – qualified to qualified
Step 9: At Proceed, select the yellow YES button
Step 10: Screen will appear to proceed click yellow YES.
Step 11: At the Reconciliation Workbench page, PO status should be complete

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Legislative Budget Board Reporting
Posting Contracts to Legislative Budget Board
Step 1 – Scan & Save contract to S://Purchasing Contracts/SCAN-PDF’s
Step 2 – Log Into LBB website:
http://contracts.lbb.state.tx.us/UnexpectedError.aspex?aspxerrorpath=/DataEntry/Contract
s2.aspx
User Name: agy701b7
Password: pib55190
Step 3 – Go to Edit Contract Information
1. Agency name tab: Central Education Agency
2. Document Type tab: select Contracts
3. ID# Category tab: enter contract number assigned
4. Award Date: enter beginning date of the contract
5. Completion tab: enter end date of the contract
6. At Vendor Information, select the vendor name and verify if it is already uploaded
into the LBB. If not, click on Add New Vendor
7. Under Explanation tab, enter the RFP number, number of renewal options
8. At Amount tab, enter in the amount of contract
9. At Number of Attachment tab, select and attach the contract from S://SCANS-
PDF’s.
10. Click Save button after finished
11. Click Submit to LBB tab, the contract is uploaded to LBB website
12. Click Reopen contract, if you need to make changes to information on contract

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Emergency Purchases
Emergency purchases occur as the result of unforeseeable circumstances and may require
an immediate response to advert an actual or potential public threat. If a situation arises in
which compliance with normal procurement practice is impracticable or contrary to the public
interest an emergency purchase may be warranted to prevent a hazard to life, health, safety,
welfare, property or to avoid undue additional cost to the state. The decision to declare an
“emergency” is the sole responsibility of the ordering Division.
Solicitation Procedures for Emergency Purchases
TEA requires at least three informal bids are encouraged whenever possible on all emergency
purchases. An award should be made based on best value, considering the type of
emergency. An agency is responsible for handling any complaints or protests that result from
emergency procurements.
Emergency purchases over $25,000.00 must be posted in the Electronic State Business Daily
(ESBD), however, the minimum posting requirements do not apply.
CPA has delegated to all state agencies the authority to make emergency purchases.
TEA is encouraged to use standard informal bid procedures including obtaining the required
number of bids.
Justification Requirements for Emergency Purchases
Emergency purchases require a letter of justification documenting the emergency which must
be signed by the purchasing director or an authorized representative, and at a minimum
address the following:
 State the reason for the emergency by explaining what the emergency is and/or what
caused the emergency situation
 State the financial or operational damage that will occur if needs are not satisfied
immediately ; and
 State why the needs were not or could not be anticipated so that items could have
been requisitioned through regular procurement procedures

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Purchase of Automated Information Systems/Telecommunication Commodities
and Services
1. Purchasing must first determine if the IT commodity of service is available through
Department of Information Resources contract(s); if not, a DIR exemption must be
included in the documentation indicating the product or service may be procure from
another vendor.
These are contracts and awards for AIS (Automated Information Systems) and
technology based commodities and services. These are also exempt from competition.
Go to the DIR website at http://www.dir.state.tx.us/index.htm
 Search by Vendor Name, Contracts, or by Class/Item Code/CISV
 Negotiation allowed
2. If the IT commodity or service exceeds $5,000, an informal bidding requirements must
be
Indicated in the documentation
a. Purchaser must utilize the CMBL printouts verifying at least three vendors were
solicited, two (2) of which must be certified HUB’s
b. The CMBL printout must reflect date solicited
3. Create a purchase order for the commodity or service. The PO should include the
following:
a. If utilizing DIR “ Go Direct” Master Contract must be on the PO (ex. DIR-SDD-
XXXX)
b. The legal citation

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Delegated Purchases
A delegated purchase is a procurement in which the authority to manage the competitive
process is delegated to TEA by CPA Rule or by statutory exemption. The delegated purchase
procedure does not apply to mandatory State use purchasing programs or requirements that
can be satisfied by other purchasing methods specifically authorized by state statutes.
TEA is delegated the authority to purchase supplies, materials, or equipment.
Procedure for Delegated Purchases
1. Verify that your agency has been delegated authority over the competitive process by CPA
or State statute.
2. Collect the following:
 The detailed specification or SOW for the required product or service.
 A reasonable estimate of the good or service’s purchase price based on a market
survey, a catalog price comparison or a previous purchase of the same
specification. Please note that the solicitation and award authority of an individual
purchaser is limited to dollar amounts corresponding to their state purchasing
certification.
 If the estimated purchase price is $5,000 or less, statute does not require a
competitive, however TEA policy requires at least one bid from a “Certified HUB”.
 Follow internal agency’s procedures for procuring commodities or services in an
amount of $5,000 or less.
Commodity
A commodity purchase is a procurement of supplies, materials, or equipment and does not
include the purchase of real property or services. TEA has the authority to purchase
commodities whose estimated purchase price does not exceed $25,000.
Service Delegated Purchases
A service is defined as the furnishing of skilled or unskilled labor or professional work
Delegated purchases of services do not include:
• Professional and consulting services covered by the Professional Services Act as defined by
Texas Government Code, Title 10, Subtitle D, Section 2254.
• Services of an employee of a state agency.
• Services of public utilities.
Service Delegated Purchase Procedure

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If the estimated purchase price is:
1. Less than or equal to $25,000, purchase the service using the Open Market Informal
Solicitation Process.
2. Greater than $25,000 and less than or equal to $100,000:
a. The solicitation information must be posted to the ESBD (Electronic State Business
Daily)
b. Solicit vendors and make and award using an appropriate formal competitive
process
3. If solicitation is greater than $100,000, the authority to procure services is not
automatically delegated to your agency. If you have not done so, submit a requisition for
these services according to CPA Administered Open Market Purchase. If CPA delegates
the authority to procure a service for which the estimated purchase price exceeds $100,000
to your agency:
a. Include the letter delegating procurement authority in your procurement file.
b. Make any changes required by CPA to the advertised specifications, terms, and
conditions.
c. Post the solicitation information to the ESBD (Electronic State Business Daily)
d. Solicit vendors and make and award using an appropriate formal competitive
process.

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Direct Publication Purchases (PCC K)
Direct publications are publications only available from a single source. Any publication that
could be purchased using a competitive process is not considered a direct publication. For
example, publications that are available through subscription services are not direct
publications.
Examples of direct publications include, but are not limited to:
 Subscriptions only available directly from the publisher.
 Foreign publications.
 Back issues of magazines, journals, and newspapers.
 Publications produced by professional societies.
 Audio, visual or audiovisual materials (films, audio presentations, etc.) that are
only
 available directly from the publisher.
 Computer software and software maintenance which is only available directly from
the
 publisher.
 Electronic data service directly from the publisher (not to be confused with internet
 service providers such as Earthlink or America On-line, which are not direct
 publications).
 Collections of any of the foregoing items, including microfilm or microfiche copies
of
 the collection.
 Library of Congress cards.
 Theses, dissertations, research findings and academic publications.
Direct Publication Purchase Procedure
1. If the estimated purchase price is greater than $25,000, post the solicitation
information to the ESBD (Electronic State Business Daily).
2. Please add the following declaration “Not available from any other source” to the purchase
order
Acceptable documents include but are not limited to:
a. A signed memorandum with the above statement.
b. The PO with the above signed statement.
3. Purchase the publication directly from the sole vendor that publishes it.

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Internal Repair Purchases
An internal repair is a repair to state-owned equipment that cannot be reasonably defined
prior to the actual repair and the extent of which cannot be determined until the equipment
is disassembled. Furthermore, internal repairs are usually the result of an unexpected, basic
service outage. For example, the unexpected failure of a building’s air conditioner may result
in unanticipated repair to electrical circuitry, which would constitute an internal repair.
internal repairs must contain labor and may also include parts.
Internal Repair Purchase Procedure
1. Please note procurement file with "Internal Repair"
2. To limit agency liability, include the following on the purchase order:
“Not to exceed {insert reasonable dollar limit} for repair services unless prior authorization is
provided by the agency.”
3. If the estimated purchase price is greater that $25,000, post the solicitation or award
information to the ESBD (Electronic State Business Daily) as appropriate.
4. Competitive award is not required for an internal repair. Please follow TEA’s internal
procedures for procuring an internal repair.

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Open Market Purchases
An open market purchase is the purchase of a good or service made by soliciting from any
available source. The open market purchase procedure is authorized by Texas Government
Codes 2155.062(a)(3) and 2156.061.
The open market procedure always includes a competitive bidding process. The goals of the
open market purchase procedure are to ensure a truly competitive purchase process and to
provide an appropriate balance between administrative costs and potential savings.
Open Market Blanket Purchase Orders
An open market blanket purchase order is a purchase contract for a good or service for
which your agency has a repetitive need on an "as-required" basis. The advantages of this
type of order include avoiding large inventories and avoiding the administrative expense of
processing frequent purchase orders. A disadvantage of this type of order is that purchase
quantities are not guaranteed, which may not result in the best prices. With an open market
blanket PO, the vendor does not ship goods or perform services until your agency authorizes
them to do so in writing, via a "call out." Establish a procedure for recording blanket order
call outs to assist your agency in meeting order inspection requirements. Purchase order call
outs may only be used to purchase goods for the fiscal year to which they apply. For example,
you may not purchase consumables for the next fiscal year using a blanket PO established
for the current fiscal year.
When establishing an open market blanket PO, include the following:
 The beginning and ending time period for the blanket order.
 A statement noting that all deliveries will be ordered on an "as required" basis.
 The estimated quantity.
 A statement limiting the maximum quantity that may be purchased.
 A statement that none of the quantities are guaranteed.

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Open Market Standing Purchase Orders
An open market standing purchase order is a purchase contract for a good or service
for which your agency has a repetitive need and can predetermine purchase quantities and
delivery times. Open market standing POs differ from open market blanket POs in that the
goods are delivered on a predetermined schedule instead of on an as-needed basis.
Renewing Open Market Blanket and Standing Purchase Orders
To renew an open market purchase order, the following conditions must apply:
1. There must be a provision in the specifications allowing for renewal. This provision may or
may not require consent from the vendor.
2. The renewal must be requested before the contract has expired.
Open Market Purchase Procedures
The correct open market procedure for a purchase depends on the estimated dollar amount
of the purchase and whether or not your agency has been delegated the authority to make
the purchase. For this reason, this subsection is divided into three parts:
 Open Market Informal Solicitation is used for TEA open market purchases of
commodities or services greater than $5,000 but not greater than $25,000.
 Open Market Formal Solicitation is used for agency administered open market
purchases of commodities or services greater than $25,000. For example, this process
could be used by your agency to purchase fuel, oil or grease, or for a service purchase
in excess of $100,000 that has been delegated to your agency.
 CPA Administered Open Market Purchase is used for TEA open market purchases
of commodities or services. This process is used for all open market purchases that
are not delegated to your agency.
Open Market Informal Solicitation
TEA Purchasing utilizes the Open Market Informal Solicitation for commodities or services
greater than $5,000 but not greater than $25,000.
To determine whether this process is appropriate for a given purchase following instructions:
Collect the detailed specification for the required good or service. Identify End User Needs,
for more information on specifications.
1. Using the CMBL for vendors who provide the required good or service until you have
a list of at least three (3) vendors of which two (2) must be HUB (Historically
Underutilized Business) vendors who provide the required commodity or service

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2. The acceptable methods for soliciting and collecting informal bids (greater than
$5,000 but not greater than $25,000) are:
a. In person.
b. Via direct mail.
c. Over the telephone.
d. Via facsimile transmission.
e. Via electronic mail
3. Tabulate the bids and select the vendor who provides best value to the State
Include the following information in your tabulation:
a. Vendors contacted, including those who did not respond, and their
corresponding bid amounts.
b. For HUBs, the ethnicity/gender of the CPA Certified HUB.
c. Agents contacted and their telephone numbers, email addresses, etc.
d. Awarded vendor.
e. Statement of reasons for award
4. Keep a record of all open market bids. Make open market bid tabulations
open for public inspection, and retain the tabulation of the bids for inspection by the
state auditor.
5. At the time of award, purchasing file documentation must contain:
a. Excluded Parties List System (EPLS) printout prior to contract
award
b. Awarded vendor’s CMBL profile
c. Vendor Hold printout
6. Issue a PO to the awarded vendor
7. Fax PO to the vendor
Open Market Formal Solicitation

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Open Market Formal Solicitation is used for agency administered open market purchases of
commodities or services greater than $25,000
Procedures for performing an Open Market Formal Solicitation:
1. Determine the procurement method, to determine whether this process is appropriate
for a given purchase
2. Identify the need of the end user
3. Review the specifications for the required commodity or service
4. Create a written IFB (Invitation for Bid)
5. Utilize the CMBL (Central Master Bidders List) and locate all vendors who provide the
required commodity or service. Print the CMBL vendor list and add to the procurement
file
6. Post the solicitation to the ESBD (Electronic State Business Daily)
Vendor Performance Tracking

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The Vendor Performance Tracking Program was designed to enhance the relationship
between the vendor community, state agencies and cooperative purchasing members. The
vendor tracking program provides a comprehensive tool for evaluating vendor performance
and for reporting both satisfactory and unsatisfactory performance.
http://www.window.state.tx.us/procurement/prog/vendor_performance/VPTS
Information regarding reported vendor performance can be found on each vendor’s profile
on the CMBL website.
http://www2.cpa.state.tx.us/cmbl/cmblhub.html
Ordering entities shall report vendor performance on purchases over $25,000 from contracts
administered by the commission or any other purchase over $25,000 made through delegated
authority granted by CPA (TAC 20.108). Ordering Entities are also encouraged to report
vendor performance for purchases under $25,000. Please provide supporting documentation
for both Ordering Entities can submit the Vendor Performance Form (VPF) electronically.

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The purpose of the Vendor Performance Tracking System is to:
• Identify vendors that have exceptional performance.
• Aid purchasers in making a best value determination based on vendor past performance.
• Protect the state from vendors with unethical business practices.
• Identify vendors that have repeated delivery and performance issues.
• Provide performance scores in four measurable categories for the CMBL vendors.
• Track vendor performance for delegated and exempt purchases.

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Centralized Master Bidders List (CMBL)
The Centralized Master Bidders List (CMBL) is a database of registered vendors who have
provided contract information and goods/services they offer. Texas Government Code, Title
10, Subtitle D, Subchapter E. Section 2155.263 requires the Comptroller of Public Accounts
(CPA) to maintain the CMBL. Bid Invitations and Requests for Proposals (RFPs) are for the
solicited commodity and/or service. Vendors pay a nominal annual fee to receive bid
invitations and RFP’s for solicited commodities and/or services.
Unless exempted by law, the CMBL must be used for all procurements subject to CPA’s
procurement authority. The CMBL must also be used to the fullest extent possible by state
agencies that make purchases exempt from CPA’s purchasing authority. The CMBL may also
be used to gather information for noncompetitive procurement processes and for vendor
performance data.
For purchases between $5,000 and $25,000, informal bid procedures must be followed:
Obtain a minimum of 3 bids from vendors on the CMBL with 2 bids from the CPA certified
Historically Underutililized Business (HUB) list (one minority-owned and one female-owned of
any ethnicity). Purchases under $5,000 may also be supplemented with non-CMBL bidder

TEA Purchasing Manual_DRAFT_2011

TEA Purchasing Manual_DRAFT_2011

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