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Division of Finance

Procurement

Welcome to TAMUK Procurement Training

The Procurement Services Department offers a variety of training classes, guides, and workshops that are very informative and provide hands-on tools to assist you in the performance of your mission. We encourage faculty and staff to attend these trainings to receive updated guidelines, new regulations, and answers to all those troubling questions.

Guides & Instructions

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JavelinaBuy is a web-based e-Commerce system developed by Texas A&M University, in partnership with SciQuest, which replaces the purchasing functionality previously provided by FAMIS and the Buy A&M (BAM) system. JavelinaBuy handles the procurement of all commodities and services. Customers may browse and shop from numerous online catalogs, each of which is accessible directly through the JavelinaBuy. Invoices and payment requests are initiated and created within JavelinaBuy, which is fully integrated with FAMIS. Also, a great feature is that both formal and informal bidding can be achieved utilizing JavelinaBuy while allowing suppliers’ to create a profile through the Texas A&M “AggieBid” Supplier Portal. 

Setting Up A Vendor

Delegated Purchasing Authority (Up to $10,000) Texas A&M University-Kingsville departments have delegated authority to buy equipment, supplies, and services up to $10,000 (including freight and/or postage), regardless of funding source. This lets you purchase small, immediate needs without submitting a requisition to Procurement Services.

Purchases $10,000 or less

  • You may buy directly using your preferred method (P-Card, catalog orders, etc.).
  • Get competitive quotes when practical and support VetHUB vendors.

Purchases over $10,000 You must submit a requisition through JavelinaBuy (AggieBuy). Procurement Services will handle the rest.

Important Rules That Apply to EVERY Purchase

  • Never split large purchases into smaller ones to stay under the $10,000 limit.
  • Freight costs must be included in all dollar limits.
  • Plan your needs monthly or yearly whenever possible to avoid emergencies.

Purchasing Roadmap: What to Buy → How to Buy It Follow these steps every time. The process is simple and designed to get you the best value while staying compliant.

Step 1: Define What You Need and Get Pricing

  • Write clear, detailed specifications or a Statement of Work (SOW).

  • Check first for existing university contracts or cooperative agreements (e.g., TxSmartBuy, DIR).

  • Then choose one of these three ways to get pricing and create your order in JavelinaBuy (AggieBuy):

    1. Catalog (Punchout) Items – Fastest option when available Use the electronic punchout catalogs inside JavelinaBuy. These connect directly to hundreds of approved vendors and thousands of items (including Amazon Business punchout).
      • Browse and shop like a regular online store.
      • No separate quote needed — pricing and order details flow automatically into your cart.
      • Preferred for speed and compliance.
    2. Non-Catalog Items – When the item is not in a punchout catalog Get a quote directly from the vendor.
      • Then create a Non-Catalog Requisition in JavelinaBuy.
      • Enter the vendor quote details (price, description, catalog # if available, etc.) into the non-catalog form.
      • Attach the quote and any specifications to the requisition.
    3. After-the-Fact Purchase (Invoice Only) – Limited use For commodity purchases $10,000 or less only.
      • You may purchase directly and submit an invoice afterward (no purchase order created in advance).
      • Not allowed for services, capital equipment, or anything over $10,000.
      • Still subject to all other rules (no splitting purchases, VetHUB encouragement, etc.).

Step 2: Determine the Total Cost (including freight)

  • ≤ $10,000 → Use your delegated authority (no requisition to Procurement needed in most cases).
  • > $10,000 → Submit a requisition in JavelinaBuy/AggieBuy → Procurement Services reviews and processes.

Step 3: Choose the Right Procurement Path (for purchases over $10,000) Procurement Services will determine the exact method, but you should prepare accordingly and attach the right documentation.

Path When to Use It Formal Bidding Required? What You Must Attach to the Requisition What It Means for You
Standard Competitive (Default – Best Value) Most purchases Yes (Procurement solicits bids/quotes/RFP) Detailed specs/SOW; any quotes you already have Ensures best overall value; award based on price + quality + long-term cost + other factors
Sole Source / Proprietary Item or service is available from only one source (patent, copyright, proprietary technology, no functional equivalents) No Completed Sole Source/Proprietary Justification form signed by end-user or subject-matter expert No bidding. Important: Purchases from a distributor, authorized reseller, or “sole distributor” do NOT qualify if similar/equivalent products are available from other vendors. Price is never a reason for sole source.
Emergency Purchase Delay would cause immediate financial or operational damage to the university No (informal bids taken if time allows) Completed Justification of Emergency Purchases form that fully explains the emergency, damage, and why it could not be anticipated No prior bidding. Contact Procurement first if possible. Submit requisition + form immediately after the fact.
Best Value Justification (Informal Option) You have quotes and can show one clearly gives the overall best value No (if Procurement approves) 2–3 competitive quotes + written justification using Texas “best value” factors (price, quality, delivery, total cost of ownership, vendor performance, VetHUB impact, etc.) No full formal bidding required. Submit quotes and justification with the requisition. Procurement reviews for compliance.

Step 4: Submit Your Requisition Create the requisition in JavelinaBuy/AggieBuy and attach:

  • Detailed specifications or SOW
  • Vendor quote (for non-catalog items)
  • Required justification form (Sole Source, Emergency, or Best Value)
  • Other supporting documents

The system automatically routes it to Procurement Services.

Step 5: Contracts, Quotes & Terms & Conditions

  • If the vendor’s quote, proposal, or agreement includes their own Terms and Conditions, Procurement Services must review and approve them before the purchase can proceed.
  • Do not sign any vendor contract yourself — only authorized university officials may do so.
  • Procurement will issue the official Purchase Order or, if needed, negotiate and execute a formal contract.

Non-Compliant Purchases Departments do not have authority to purchase over $10,000 without prior approval. Confirming orders (goods received before requisition) or split purchases will not be processed without proper justification and may delay or prevent payment.

Aggiebuy Training Material:

Aggiebuy is the same platform as JavelinaBuy

Six Questions to Ask BEFORE Approving a Purchasing Transaction:

  • Is the purchase aligned with TAMUK's mission?
    How does the purchase support one of the university's core missions (teaching, research, public service, or student services)? If the purpose of the purchase is unclear, ask the requester for more details before proceeding.

  • Are there more sustainable or cost-effective options available?
    Consider whether existing items within the department might meet the need. Also, check if surplus items are available through the TAMUK Surplus program, which could provide a suitable alternative.

  • Are the correct funding sources being used?
    Ensure the funds are appropriate for the type of purchase. Be aware of any restrictions on the funds, such as grants or designated accounts, that may only allow for specific types of expenditures.

  • Is the appropriate delivery location indicated?
    For all on-site deliveries, confirm that the following information is correctly included to ensure timely receipt of goods:

    Attn: "Employee Name"
    "Dept Building Name"
    "Room Number"
    c/o Central Receiving
    1255 Retama Dr
    Kingsville, TX 78363
    United States

Ensure that the item will fit in the intended space and that someone is available to receive it once Central Receiving processes the delivery.

  • Is the request valid and appropriate for the requester?
    Verify that the requester has the necessary authority and understanding to make the purchase. Ensure there is no potential conflict of interest related to the requester’s involvement.

  • Are you purchasing items valued at or above $10,000?
    For  purchases of $10,000 or more, are required to be submitted as a requisition for approval. Software, asset inventory, services, printing services, marketing/promotional items, and equipment are also required to be submitted as a requisition for specialized approval (regardless of cost). 

  • Does the purchase involve contracts, services, or terms and conditions?
    All purchases involving contracts, services, or any terms and conditions must be submitted through JavelinaBuy as a requisition. Contracts should never be signed by anyone other than delegated authority members within TAMUK. Additionally, all contracts and agreements must be reviewed and approved by Procurement Services before any action is taken to ensure compliance with university and state policies.

Internal Online Training Courses

The Procurement Services Department is excited to announce that several of our training guides are now available online through TrainTraq. TAMU also offers AggieBuy training through an extensive zoom call. Please register today for the next class!

Instructions:

  1. Click on the link below for your desired training
  2. Login using your UIN and single sign on password
  3. Click Start Course
  4. Read all of the slides