If the Purchasing Department determines that best
value for University automated information system (AIS) type purchases
will be achieved using the State catalog purchase procedure, it will
process requests for such items accordingly.
The State Catalog
Purchasing Program authorized under Texas Government Code, Title
10, Subtitle D, Section 2157, authorizes state agencies and institutions
to use the catalog purchase procedure for acquisition of AIS purchases.
An AIS includes the computers and computer devices on which an
information system is automated including computers and computer devices
that the Texas Building and Procurement Commission identifies in
guidelines developed by the commission in consultation with the
Department of Information Resources and in accordance with Texas
Government Code Chapter 2054 and rules adopted under that chapter; a
service related to the automation of an information system, including
computer software or computers; or a telecommunications apparatus or
device that serves as a component of a voice, data, or video
communications network for the purpose of transmitting, switching,
routing, multiplexing, modulating, amplifying, or receiving signals on
the network, and services related to telecommunications that are not
covered by the Department of Information Resources.”
State institutions
of higher education are not required to utilize the catalog purchase
procedure when purchasing an AIS. The procedure is optional and may be
utilized when best value will be realized through this method of
procurement as opposed to the open market procurement process.
2. Catalog
Information Systems Vendors (CISV)
To be eligible to be considered for the
participation in the program, a vendor must be registered on the
Centralized Master Bidders List maintained by the Texas Building and
Procurement Commission and have an on-line product catalog (URL). There
is no fee for participating in the Catalog Purchasing Program. On-line
approved catalogs may be updated as needed by the vendor, allowing for
the “latest and greatest” in technology to be available. More
comprehensive and up-to-date information on the program is available on
the Internet at
http://www.tbpc.state.tx.us/stpurch/cisv.html.
3. Requests for
Offer
In accordance with
Texas Government Code, Title 10, Subtitle D, Section 2157.0611
requires that all CISV purchases be made with a minimum of three
evaluated offers. The Purchasing Department will prepare a Request for
Offer (RFO) form. It will contain clear specifications for the goods or
services to be purchased and, when appropriate, a state of the work to
be performed, minimum performance requirements, evaluation factors,
specific features, service requirements, delivery dates, and terms. An
RFO provides a method of negotiating prices, additional terms and
conditions, and other details of an offer with CISVs. It assumes that
negotiation for "best value" will occur with catalogue vendors, instead
of making selections for goods and services based on the published
prices, terms and conditions in the catalogs.
When possible,
solicitation of a minimum of three (3) offers from CISVs will be
required when the total purchase cost is expected to exceed $5,000.00.
For purchases of $5,000.00 or less, only one solicitation from a CISV
will be required. The Purchasing Department reserves the right to
solicit more than one offer for procurements of $5,000.00 or less.
Evaluation of offers
and the selection and award of a purchase order will be handled similar
to the competitive procurements process in Section 2 of this manual.
