Procurement Guidelines

Competitive Solicitation Requirements

Competitive solicitations must be obtained on all procurements of goods and services above $50,000 unless the goods and services are on a State of Texas or federal contract or a purchasing cooperative contract (see University Regulations and Procedure 04.360) or they cannot be properly justified as a proprietary procurement, emergency procurement, or exempt procurement.

The $50,000 limit applies to either a one-time procurement or repetitive purchases from the same supplier during a fiscal year (ex: procuring toner cartridges throughout the fiscal year).

State and federal laws and TWU operating policies and procedures prohibit splitting procurement transactions to circumvent the requirements outlined.

Purchasing Thresholds

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$0 - $50,000	At least one competitive solicitation response (bid or quote) is required; requisitioning departments are encouraged to obtain more than one bid or quote and to price compare all procurements.
$50,000.01 - $100,000	Three (3) informal quotes/bid responses are required; the solicitation responses shall be sufficiently documented to evidence the process. Lowest priced quote is awarded.
$100,000.01 and up	Formal solicitation responses (RFP or bid) will be obtained by Procurement and Contract Services on any procurements over $100,000 that do not conform with one of the other procurement types listed.

Acquisition of Goods or Services

Pursuant to Texas Education Code 51.9335, an institution of higher education may acquire goods or services by the method that provides the best value to the institution, including:

Competitive bids;
Competitive sealed proposals;
A group purchasing program (cooperative contract); or
An open market contract.

In determining the best value to an institution of higher education, the institution shall consider:

Purchase price;
Reputation of the vendor and the vendor's goods or services;
Quality of the vendor's goods or services;
Extent to which the goods or services meet the institution's needs;
The vendor's past relationship with the institution;
The impact on the ability of the institution to comply with laws and rules relating to historically underutilized businesses (HUBs) and the procurement of goods and services from persons with disabilities (TIBH);
The long-term cost to the institution;
The use of material in construction or repair to real property that is not proprietary to a single vendor, unless the institution provides written justification in request for bids for the use of the unique material specified.

Page last updated 2:59 PM, November 13, 2025