{"id":808,"date":"2022-09-08T18:07:50","date_gmt":"2022-09-08T18:07:50","guid":{"rendered":"https:\/\/web.tarleton.edu\/purchasing\/?page_id=808"},"modified":"2026-04-10T18:04:33","modified_gmt":"2026-04-10T18:04:33","slug":"guidelines","status":"publish","type":"page","link":"https:\/\/www.tarleton.edu\/purchasing\/guidelines\/","title":{"rendered":"Purchasing Guidelines"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\">Purchasing Procedures<\/h2>\n\n\n\n<p><a href=\"https:\/\/www.tarleton.edu\/purchasing\/wp-content\/uploads\/sites\/267\/2026\/02\/Purchasing-Procedure-2025-5-1.pdf\">Tarleton Purchasing Procedure<\/a><\/p>\n\n\n\n<p><a href=\"https:\/\/www.tarleton.edu\/purchasing\/wp-content\/uploads\/sites\/267\/2026\/03\/Tarleton-Procurement-Manual-3-23-26.pdf\" data-type=\"link\" data-id=\"https:\/\/www.tarleton.edu\/purchasing\/wp-content\/uploads\/sites\/267\/2026\/03\/Tarleton-Procurement-Manual-3-23-26.pdf\">Tarleton Procurement Manual<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Terms and Conditions Forms<\/h2>\n\n\n\n<p><a href=\"https:\/\/www.tarleton.edu\/purchasing\/wp-content\/uploads\/sites\/267\/2026\/02\/Bidding-Terms-and-Conditions-26.pdf\" data-type=\"link\" data-id=\"https:\/\/www.tarleton.edu\/purchasing\/wp-content\/uploads\/sites\/267\/2026\/02\/Bidding-Terms-and-Conditions-26.pdf\">Bidding Terms and Conditions<\/a><\/p>\n\n\n\n<p><a href=\"https:\/\/www.tarleton.edu\/purchasing\/wp-content\/uploads\/sites\/267\/2026\/02\/tarleton-purchase-terms-1.pdf\" data-type=\"link\" data-id=\"https:\/\/www.tarleton.edu\/purchasing\/wp-content\/uploads\/sites\/267\/2026\/02\/tarleton-purchase-terms-1.pdf\">Purchase Order Terms and Conditions<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Purchasing Quick Reference Guide<\/h2>\n\n\n\n<p><a href=\"https:\/\/www.tarleton.edu\/purchasing\/wp-content\/uploads\/sites\/267\/2025\/02\/Purchasing_Quick_Reference_Guide_Rev022625.xlsx\">Quick Reference Guide<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Sole Source\/Proprietary purchase<\/h2>\n\n\n\n<p>Proprietary purchase requisitions that can only be purchased from a single source must be properly justified in writing. All proprietary purchase requisitions are reviewed for appropriate justification by the assigned buyer. If the request is greater than the formal bid limit it will then be reviewed by the Director of Procurement or their designee. Justifications must be submitted on the approved form and include:<\/p>\n\n\n\n<p>comparison of at least two (2) other similar type products;<\/p>\n\n\n\n<p>list features that are lacking; <\/p>\n\n\n\n<p>why the feature is essential to the product being requested<\/p>\n\n\n\n<p> sole source letter from vendor when applicable as determined by designated buyer<\/p>\n\n\n\n<p>At any point in the proprietary acquisition review process, the reviewer may forward the request to the next level supervisor for their review and approval regardless of the dollar value.<\/p>\n\n\n\n<p>.<\/p>\n\n\n\n<p><a href=\"https:\/\/www.tarleton.edu\/purchasing\/wp-content\/uploads\/sites\/267\/2022\/09\/sole_source_form.docx\">Sole Source Form<\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Uniform Guideline Standard<\/h2>\n\n\n\n<p>Tarleton, in accordance with TAMU System Policy, has adopted procurement rules to aid the university in meeting compliance issues.&nbsp; It is the responsibility of Procurement Services to be in compliance with the adopted procurement rules and to assist departments in meeting the compliance issues.&nbsp; The Tarleton Procurement Rules complement TAMU System Policy and Texas Government Code.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Purchasing Delegation and Limits<\/h2>\n\n\n\n<p>Goods and Services not requiring a contract or exception (e.g., computers)<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Less than $5,000 &#8211; delegated to the department&nbsp;\n<ul class=\"wp-block-list\">\n<li>Obtain a quote from the desired vendor<\/li>\n\n\n\n<li>Enter a requisition in Texanbuy with vendor quote attached<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Greater than $5,000 but less than $25,000 &#8211; informal bids required\n<ul class=\"wp-block-list\">\n<li>To complete an informal bid the department must obtain a quote from three (3) Vendors<\/li>\n\n\n\n<li>Two of these quotes must be from Texas certified VetHUB Vendors\n<ul class=\"wp-block-list\">\n<li>To find VetHUB vendors for your purchase please utilize <a href=\"https:\/\/mycpa.cpa.state.tx.us\/tpasscmblsearch\/tpasscmblsearch.do\">https:\/\/mycpa.cpa.state.tx.us\/tpasscmblsearch\/tpasscmblsearch.do<\/a> or contact the Purchasing office<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Enter a requisition in Texanbuy with all bid information and quotes attached<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Greater than $25,000 formal bids required (completed by Purchasing Department)\n<ul class=\"wp-block-list\">\n<li>A requisition should be entered into TexanBuy with clear specifications of the desired purchase<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<p>Expenditures that exceed the stated dollar limit require the solicitation of formal bids and listing on the<br>Electronic State Business Daily (ESBD). The departments should provide a list of suggested vendors.<br>Formal bid invitations will be sent to vendors by Procurement Services. The standard solicitation and<br>vendor response time for formal bid invitations is 14 calendar days unless the Veteran Heroes United in Business <br>Sub-Contracting Plan is required, which can take up to 25 business days. After such time, Procurement<br>Services will notify the department of the bid results. A vendor will be selected and a purchase order will<br>be issued. The entire process can take between 6-8 weeks.<\/p>\n\n\n\n<p>For questions regarding purchasing limits and authority, contact Cori Luttrell, Manager, Purchasing &amp; VetHUB.<\/p>\n\n\n\n<p>Departments are encouraged to purchase equipment supplies and services from Veteran Heroes United in Business (VetHUBs).<\/p>\n\n\n\n<p><em>* Large purchases may not be divided into small lot purchases in order to meet the specified dollar limits.<\/em><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Non-complying Purchase Requisitions<\/strong><\/h3>\n\n\n\n<p>Departments do not have the authority to make purchases that have not been approved prior to the goods being ordered or services being rendered. Non-complying purchase requisitions include, but not limited to, confirming requisitions and requisitions that split large purchases into smaller purchases in order to circumvent purchasing procedures. Procurement Services encourages questions and will assist requisitioners in determining the best method available in acquiring goods and services.<\/p>\n\n\n\n<p><strong>Procurement Process<\/strong><\/p>\n\n\n\n<p>1. Identify Need \u2013 request quote from company<\/p>\n\n\n\n<p>2. Competition (if required)<\/p>\n\n\n\n<p>3. Submit Requisition through TexanBuy<\/p>\n\n\n\n<p>4. Purchase Order created order to supplier<\/p>\n\n\n\n<p>s. Supplier fulfills order<\/p>\n\n\n\n<p>6. Department receives goods\/services<\/p>\n\n\n\n<p>7. Supplier invoices Tarleton<\/p>\n\n\n\n<p>8. Accounts Payable pays Supplier<\/p>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Purchasing Procedures Tarleton Purchasing Procedure Tarleton Procurement Manual Terms and Conditions Forms Bidding Terms and Conditions Purchase Order Terms and Conditions Purchasing Quick Reference Guide Quick Reference Guide Sole Source\/Proprietary &#8230;<\/p>\n","protected":false},"author":28,"featured_media":580,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"template-fullwidth.php","meta":{"_acf_changed":false,"inline_featured_image":false,"advgb_blocks_editor_width":"","advgb_blocks_columns_visual_guide":"","footnotes":""},"class_list":["post-808","page","type-page","status-publish","has-post-thumbnail","hentry"],"acf":[],"coauthors":[],"author_meta":{"author_link":"https:\/\/www.tarleton.edu\/purchasing\/author\/","display_name":""},"relative_dates":{"created":"Posted 4 years ago","modified":"Updated 20 hours ago"},"absolute_dates":{"created":"Posted on September 8, 2022","modified":"Updated on April 10, 2026"},"absolute_dates_time":{"created":"Posted on September 8, 2022 6:07 pm","modified":"Updated on April 10, 2026 6:04 pm"},"featured_img_caption":"","featured_img":false,"series_order":"","_links":{"self":[{"href":"https:\/\/www.tarleton.edu\/purchasing\/wp-json\/wp\/v2\/pages\/808","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.tarleton.edu\/purchasing\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.tarleton.edu\/purchasing\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.tarleton.edu\/purchasing\/wp-json\/wp\/v2\/users\/28"}],"replies":[{"embeddable":true,"href":"https:\/\/www.tarleton.edu\/purchasing\/wp-json\/wp\/v2\/comments?post=808"}],"version-history":[{"count":26,"href":"https:\/\/www.tarleton.edu\/purchasing\/wp-json\/wp\/v2\/pages\/808\/revisions"}],"predecessor-version":[{"id":5139,"href":"https:\/\/www.tarleton.edu\/purchasing\/wp-json\/wp\/v2\/pages\/808\/revisions\/5139"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.tarleton.edu\/purchasing\/wp-json\/"}],"wp:attachment":[{"href":"https:\/\/www.tarleton.edu\/purchasing\/wp-json\/wp\/v2\/media?parent=808"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}