Procurement

Welcome

Our main priority is to provide the campus community with customer service and guidance when it comes to making purchases to ensure your department needs are met. We are responsible for ensuring federal, state, local, and grant funds are allocated in accordance with not only our TAMUK Procurement Policies and Procedures, but also the Texas A&M University System, the State of Texas and the Federal Government. A goal of ours is to assist you through the procurement cycle while adhering to and exceeding the ethical and professional standards as State of Texas employees.


Contract Reporting

Procurement Deadlines

Procurement Express News

Procurement Procedure Manual

State Contracts and Cooperative Purchasing

Common Campus Vendors List (PDF)

Table of Authorizations (PDF)

FAQs

How do I...

 1.    Requisition something to be purchased? 

 2.    Get a FedEx Shipping Express Service account?

 3.    Get a Sales Tax Exemption Form?

 4.    Order Business Cards/Letterheads/Envelopes? 

 5.    Order Office Supplies? 

 6.    Order a Computer? 

 7.    What do I need to do to charter a bus?

 8.    VPAT (Voluntary Product Accessibility Template) Information

 

 

1.    Requisitioning Something To Be Purchased

a.     Refer to the ordering plan “Purchasing Quick Reference Guide.

Precautions:

i.     A requisition is not a purchase order.  It is notification from your department to SSGS that assistance is needed to complete an order for goods or services.

ii.     Use an R-doc if the purchase is expected to be over the $5,000 bid threshold; also, use an R-doc if it is a HEF purchase, if it is a purchase from the State Term Contract, or if you are not sure who to buy from.

iii.     NEVER GIVE A R-DOC # TO A VENDOR.

b.      Scan your quote and any other pertinent information in Laserfiche Workflow, which can be accessed by the SSGS purchaser that will eventually process your order.

Please Note:

i.     Closing the document will insure that the funds are encumbered, even if you do not route the document until later.

ii.     Until you submit the document for routing, the Requisition can be reopened (screen 258) and modified.  After it is routed, it must be rejected back to the creator in order to make changes.

iii.     Use screen 914 to track the progress of the requisition.                         

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2.    Creating a FedEx Shipping Account

To get the best pricing for your shipping, you must set up your department’s account using the following steps:

  1. Go to this web page
  2. Click on Find a Contract
  3. Click on Higher Ed Contracts
  4. Scroll down and find FedEx Services, click on its icon
  5. Scroll down to the Getting Started section, click on "application"
  6. Select “We are a new FedEx customer.
  7. Type in “Texas A&M Univ – Kingsville” as your institution
  8. Fill in the rest of the form with your department’s information
    • In the eCommerce Information section, please respond “No
  9. Submit the application and wait for e-mail verification of your account

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3.    Getting a Sales Tax Exemption Form

a.    The Sales Tax Exemption Form can be accessed here.

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4.    Ordering Business Cards, Letterheads, and Envelopes

To use FedExOffice to order online you will need access to their online Docstore.  If you are not already set to use FedExOffice Docstore please fill out the application forms and return them to our office.

a.     Access the FedExOffice DocStore here.

b.     Enter your Username and Password.

c.     Select Business Cards and Stationary.

d.     Select the desired icon (Business Cards, Letterhead, or Envelopes).

e.     You will be taken to the site with all available options; select your preferred style.

    • Fill in all areas as required below
    • All email addresses must be a TAMUK email address (personal emails are not permitted)
    • Enter your FedEx/Kinko’s Card Number as the User Number
    • Verify your information is correct and add to your cart

f.      Either add more items to your cart, or checkout.

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5.    Ordering Office Supplies

To order Office Supplies online you will need access to the Summus/Staples Ordering Site.  If you are not already set to use Summus/Staples please fill out the application forms and return them to our office.

a.     Send an email to your supervisor requesting to be set up in the Summus system.

b.     Our Summus Representative will create the account with an identification code and password, and send a “Welcome” email to the person making the request.

  • A copy will also be directed to the SSGS administrator
  • Please Note: A P-Card is required to process office supply orders. Orders cannot be placed with a P.O.

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6. Ordering a Computer

a.     TAMUK has standards established for computer purchases. They are configured with the University’s image that includes the MS Office Suite, Mcafee, Hummingbird, and other freeware.

  • The PC comes with 5 year warranty and the Laptop comes with 4 year warranty
  • If you need a more powerful system you will need to contact Bill Pedigo (bill.pedigo@tamuk.edu) in iTech for assistance

b.     For Dell Computers, Products, or Accessories contact GTS Technology Solutions:

education@gts-ts.com                      

Ashley Ambroso                            Nicole Adams

Inside Sales Representative              Sales Support

Phone: 512-681-6236                       Phone: 512-981-6210

Fax: 512-452-0691                           Fax: 512-452-0691

ashley.ambroso@gts-ts.com            nicole.adams@gts-ts.com

c.     For Apple and MAC Products contact Apple Higher Education:

https://www.apple.com/education

Laura Vencill

HiEd Inside Account Executive

Phone: 512-674-6569

800-800-2775 x46569

d.     For Lenovo Products contact:

www.lenovo.com/us

Charlene Lawhun

Hybrid Account Executive

Phone: 919-874-3376

clawhun@lenovo.com

e.     For any other computers, products, software, etc. contact CDW Higher Education:

Tim Reboletti

Account Manager

Phone: 312-547-2811

Toll Free: 877-698-5224

Fax: 312-752-3523

timrebo@cdwg.com

  • To search for sales from a specific vendor, click here

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7.    Charter a Bus

      First, please ask yourself the following questions:

  1. Is the cost less than or equal to $5000.00?

      Yes:

  1. Obtain a quote from your preferred vendor.
  2. The procurement method is an L-doc (Limited Purchase Order).
  3. The vendor is required to provide their COI (Certificate of Insurance) and their insurance limitations must meet the TAMU System Standards for a bus charter.
  4. The vendor’s COI must first be reviewed and approved by the Enterprise Risk Management Department prior to the charter.

      No:

  1. Obtain a quote from your preferred vendor.
  2. The procurement method is an R-doc (Requisition). An authorized purchase order signed by SSGS is required prior to any bus charter.The vendor is required to provide their COI (Certificate of Insurance) and their insurance limitations must meet the TAMU System Standards for a bus charter.
  3. The vendor’s COI must first be reviewed and approved by the Enterprise Risk Management Department prior to the charter.
  4. The vendor’s COI must first be reviewed and approved by the Enterprise Risk Management Department prior to the charter.

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8.   Voluntary Product Accessibility Template (VPAT)

Question: What are typical items that require a Voluntary Product Accessibility Template (VPAT)?

  • telecommunications products such as telephones
  • information kiosks
  • transaction machines
  • web site and application development
  • office equipment such as copiers and fax machines
  • computers (mobile or desktop)
  • web application software
  • all computer software
  • multimedia resources (videos, cds, dvds)
  • information resources provided by hosted or managed contract providers

Question: I need to purchase electronic and information products, what is required from me in regards to the VPAT?

Answer: The requesting department is required to obtain a VPAT from the vendor.  The VPAT is designed to indicate a product's conformance with the Section 508 accessibility standards.  The Template was designed to provide information in a consistent and comparable fashion and format.

Question: Does SSGS maintain a database that I may access to locate a VPAT that may already be on file for current vendors, products, software requests?

Answer: No not currently as each VPAT is unique to each purchase.

Question: What does SSGS do with the VPAT?

Answer: SSGS routes your requisition documentation, including the VPAT, to the EIR Accessibility Coordinator, currently located in the iTech Department, for review.

Question: Who reviews the VPATS?

Answer: The University’s EIR Accessibility Coordinator reviews the VPAT for compliance and may require testing and additional assessment.

Question: If the VPAT isn’t accepted what am I supposed to do?

Answer: Faculty/staff may complete an Accessibility Exception if compliance imposes certain difficulties within a range of criteria allowable as stated on the Accessibility Exception form. 

Fact: As a state agency it is our responsibilities as employees to ensure we are capable of providing learning/teaching/Higher Education related material to the public in an accessible way to meet the requirements that fall within the Americans Disability Act.

Resources:

Below are some helpful websites for the vendor if they are not familiar with VPAT:

A. GSA Section 508: Vendor Accessibility Information

https://www.section508.gov/content/sell/vpat

http://www.itic.org/policy/accessibility/

B. Quick Reference Guide to Section 508 Requirements and Standards for Software:

https://www.section508.gov/content/learn/standards/quick-reference-guide

C. Vendor Accessibility Resource Center:

https://www.section508.gov/content/VARC

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