Procurement Services

Purchasing

Purchasing Frequently Asked Questions


How do I...

Requisitioning Something To Be Purchased

  1. Refer to the ordering plan “Purchasing Quick Reference Guide.”

     Precautions:

  1. A requisition is not a purchase order.  It is notification from your department to Procurement that assistance is needed to complete an order for goods or services.
  2. Create a Non-Catalog Item Requisition if the purchase is expected to be over the $5,000 bid threshold; also, Create a Non-Catalog Item Requisition 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.
  3. NEVER GIVE THE REQUISITION # TO A VENDOR.

b. Scan your quote and any other pertinent information with your Non-Catalog Item Requisition in   JavelinaBuy, which can be accessed by the purchaser that will eventually process your order.            

Creating a UPS 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 E&I Cooperative Service web page
  2. Click on Find a Contract
  3. Click on Higher Ed Contracts
  4. Scroll down and find UPS, click on its icon
  5. Scroll down to the Getting Started section, click on “Letter of Participation
  6. Scroll down and click on “We are a new UPS customer. We are requesting a new account to be set up and enrolled under E&I Master Agreement CNR01461.”
  7. Type in “Texas A&M Univ – Kingsville” as your institution
  8. Submit the form and wait for e-mail verification.

Getting a Sales Tax Exemption Form

The Sales Tax Exemption Form can be accessed here.

Ordering Business Cards, Letterheads, and Envelopes

For business cards only, utilize Promo Universal, LLC. (Formally known as Safeguard Universal) for your business card needs, please follow the steps below.

  1. Access the exclusive TAMUK created site:  https://tamuk.goepower.com
  2. Enter your Username and Password. If you are a new user then you will first have to establish a Username and Password by clicking on “New User”.
  3. Once you are logged in select “Business Cards”.
    • Fill in all areas as required
    • All email addresses must be a TAMUK email address (personal emails are not permitted)
    • Verify all your information is correct
    • Select quantity and check off the box “I accept the proof”
    • Add to Cart
  4. For  further instructions: Business Cards Instructions

Ordering Office Supplies

To order Office Supplies online you will need to access JavelinaBuy through your SSO log on and utilize the Summus Industries punch-out on the shopping home page.

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 Kimberly Stanford (kim.stanford@tamuk.edu) in iTech for assistance

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

education@gts-ts.com                      

Nicole Adams (Primary)                 Jessica Aston (Secondary)

Sales Support                                   Sales Support 

Phone: 512-681-6210                       Phone: 512-981-6279

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

nicole.adams@gts-ts.com                 jessica.aston@gts-ts.com

 

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

https://www.apple.com/education

Dale Love

HiEd Inside Account Executive

Phone: 512-674-6569

800-800-2775 x46569

dlove@apple.com

 

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:

HUB Partner: Mpulse

Tyrone J. Dixon

Mpulse Technology/SAM, IT Enterprise Solutions

281-277-4410 Office

281-620-7190 Direct

tdixon@mpulsehealth.com

 

Sean Monaghan and Jules Mauriello

Account Management Team | CDW-G

Shared Inbox: seanandjules@cdwg.com 

Sean M. | 312-705-9558 | seamona@cdwg.com 

Jules M. | 312-705-9398 | julimau@cdwg.com 

 

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 to create a Non-Catalog Item Requisition.
  3. The vendor is required to provide their Certificate of Insurance (COI) 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 to create a Non-Catalog Item Requisition.
  3. An authorized purchase order from Procurement is required prior to the bus charter.
  4. The vendor is required to provide their COI and their insurance limitations must meet the TAMU System Standards for a bus charter.
  5. The vendor’s COI must first be reviewed and approved by the Enterprise Risk Management Department prior to the charter.

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 Procurement 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 Procurement do with the VPAT?

Answer: Procurement 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/sell/vpat/

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

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

https://section508.gov/manage/laws-and-policies/quick-reference-guide