Handbook of Business Procedures
March 5, 2012
March 5, 2012
7.5.2. USE OF EXISTING CONTRACTS
There are a variety of contracts that are available to faculty and staff for the purchase of goods and services. These contracts have already been competitively solicited and are in compliance with terms and conditions that are acceptable to The University of Texas at Austin.
A. Local Contracts
Local contracts are contracts that have been competitively bid by the university for certain goods and services that are useful to multiple schools and departments. Commonly used local contracts can be found on the Discount Agreements Web page, and users can review the contracts listed to determine if the products or services meet their needs.
B. The University of Texas System Contracts
The University of Texas System has a list of competitively bid System-Wide Contracts that are available for use by all University of Texas Institutions. Note: Use of the System-Wide Contracts website requires a UT EID and password.
There are a variety of contracts available for use by state of Texas agencies. These contracts are accessed through the use of a purchase order which references a specific contract number. The primary contracting authorities include:
- Texas Multiple Award Schedule (TXMAS)
Types of things that can be bought
Department of Information Resources (DIR)
Computers, hardware, software, telecommunications, networking, training, IT services, etc.
- Term Contracts
TxSmartBuy Term Contract Index
Art supplies, service awards, bookbinding, laboratory equipment and supplies, computer accessories, rubber stamps, janitorial supplies, furniture, business cards, etc.
Managed Term Contract Index – Managed Contracts
Lab equipment and supplies, animal feed, laundry services, etc.
Note: To find the Managed contracts, look in the Contract Type column for Managed.
Managed Term Contract Index – Council on Competitive Government (CCG) Contracts
Document destruction, mail services, print shop, Geographic Information Services (GIS), etc.
Note: To find the CCG contracts, look in the Contract Type column for CCG.
“Green” Items on TxSmartBuy Term Contracts
Recycled, remanufactured, and environmentally sensitive products
- TxSmartBuy Term Contract Index
D. Group Purchasing Organizations
The university belongs to several group purchasing organizations (GPOs) for the purpose of aggregating spend volume with other purchasers to achieve contracts with advantageous prices and services. These contracts are accessed through the use of a purchase order that references the specific GPO contract being used. Participation in a GPO must be authorized by the assistant vice president and director of procurement and payment services. The primary GPOs that are approved for use include:
- UT System Supply Chain Alliance (Alliance)
- Educational & Institutional Cooperative Purchasing (E&I)
- The Cooperative Purchasing Network (TCPN)
- U.S. Communities
Sales representatives whose companies have contracts with GPOs can provide information to faculty and staff regarding the specifics of those contracts. The contract type and number must be included on all sales quotes. In addition, Purchasing Office staff members are familiar with GPO contracts and can provide assistance to faculty and staff in procuring goods and services.
E. Other State Agencies
Texas law authorizes institutions of higher education to use the group purchasing procurement method. This allows the university to utilize contracts competitively bid by other higher education institutions (i.e., MD Anderson, Texas A&M University). Contracts commonly used by the university can be found on the Discount Agreements Web page.