Purchasing
Welcome
Our main priority is to provide the campus community with excellent customer service and guidance when 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 TAMUK Procurement Policies and Procedures, 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.
Rules and Regulations
Texas A&M University-Kingsville departments have delegated authority to make purchases of equipment, supplies, and services within specified dollar limits (including freight and/or postage), regardless of the funding source. This limited authority is delegated to allow departments to expedite the purchase of items needed immediately without preparing a purchase requisition. The dollar limit is currently restricted to not exceed $10,000.00. Purchases may not be separated in order to remain within the delegated dollar limit.
Departments are encouraged to purchase equipment, supplies, and services from Veteran Heroes United in Business (VetHUB) vendors—certified service-disabled veteran-owned small businesses. For more information on VetHUB, including certification details and vendor search tools, visit the Texas Comptroller's VetHUB page: https://comptroller.texas.gov/purchasing/vendor/hub/.
Note: The statewide Historically Underutilized Business (HUB) program transitioned to VetHUB in December 2025, now focusing exclusively on service-disabled veterans (20%+ service-connected disability). Previous HUB certifications based on other categories are no longer valid unless the business also qualifies as VetHUB.
For purchases exceeding the delegated departmental spending limits, requisitions, bids, and purchase orders processed through the Department of Procurement Services are usually required. The following guidelines apply:
| Type of Order | Type of Funds | Requisitioning Procedures |
|---|---|---|
| Non-Emergency Purchases, Goods and Services | All Funds ($10,000.01 or more) | Create a requisition in AggieBuy and attach specifications. AggieBuy will automatically route the requisition to Procurement Services. |
| Emergency Purchases, Goods and Services | All Funds ($10,000.01 or more) | When possible, contact Procurement Services for prior approval. Enter an AggieBuy Purchase Requisition and include a completed Justification of Emergency Purchases form. See additional information below. |
Notes:
- Freight costs must be included in all dollar limits listed above.
- Large purchases may not be divided into small lot purchases in order to meet the specified dollar limits. (University Rule 25.07.03.M0.01 Section 2.1.3)
Departments are advised to carefully evaluate and plan their goods and services requirements on a monthly/yearly basis whenever possible.
Sole Source and/or Proprietary Purchases
If the specifications restrict the purchase of goods or services to only one product, manufacturer, or vendor (with no functionally equivalent alternatives available), enter an AggieBuy Purchase Requisition and include a completed Sole Source/Proprietary Justification form.
This questionnaire should be completed and signed by the end user or other subject matter expert familiar with the technical requirements of the purchase. After completion, please forward to Procurement Services. If more space is required, feel free to attach additional pages.
Important Note: Purchases from a known distributor, authorized reseller, or sole distributor do not qualify as sole source if similar or equivalent products/services are available from other vendors or sources. Sole source applies only when the item or service is uniquely available from a single provider (e.g., due to patents, copyrights, or proprietary features with no alternatives), not merely because one vendor holds exclusive distribution rights in a region. The price of the product or service is not a consideration for sole source, as pricing can be determined only by competitive solicitation.
Emergency Purchases
An emergency purchase is defined as a purchase of goods or services that, if not secured immediately, the university will suffer financial or operational damage.
When possible, contact Procurement Services prior to acquiring the goods or services. If the situation allows, informal bids will be taken. The department should place the order, then enter an AggieBuy Purchase Requisition and include a completed Justification of Emergency Purchases form.
The form must completely describe:
- The reason for the emergency purchase by explaining what the emergency is and/or what caused the emergency situation;
- The financial and/or operational damage that will occur if needs are not satisfied immediately; and
- Why the needs were not or could not be anticipated, so that the items could have been purchased through regular procurement procedures.
Non-complying Purchase Requisitions
Departments do not have the authority to make purchases in excess of $10,000 that have not been approved prior to the goods being delivered or services being rendered. Non-complying purchase requisitions include, but are not limited to, confirming requisitions and requisitions that split large purchases into smaller purchases in order to circumvent purchasing procedures. Procurement Services encourages questions and will assist buyers in determining the best method available in acquiring goods and services.
Ask Yourself Before You Buy
Before making any purchase on behalf of the university, review these guidelines and ask the following questions:
Is the Purchase Appropriate? University credit, purchasing power, and facilities are granted for official business use only. Ask if the purchase is necessary, appropriate for the business need, and if existing equipment or supplies could meet the need. Personal items are never appropriate with university funds. Purchases must support one or more university tenets:
- Teaching
- Research
- Public Service
Are You Purchasing a Service? Service purchases often involve specific requirements and likely require a contract. Before any service is rendered, always contact Procurement Services for guidance. Submit the appropriate form (listed on our contracts page) for review by Procurement Services.
Are There Funding Source Restrictions? Certain accounts (e.g., federal, agency-funded) may have restrictions on allowable purchases. If an account has more restrictive policies than the university, the stricter policy applies. Non-compliance can result in:
- Negative audit findings
- Negative publicity with suppliers and the community
- Loss of funding For federal funding, written approval from the granting agency is required for the chosen approach.
What is the Dollar Amount?
- Up to $10,000: Departments have delegated authority (including freight/postage; no splitting to stay under limit).
- Over $10,000: Submit a requisition in JavelinaBuy; Procurement Services handles processing, bids, and purchase orders. Departments are encouraged to make good faith efforts to consider certified VetHUB vendors (service-disabled veteran-owned small businesses) in all procurements. For details on VetHUB, visit the Texas Comptroller's page: https://comptroller.texas.gov/purchasing/vendor/hub/.
Is the Item Available in JavelinaBuy? JavelinaBuy provides access to multiple supplier catalogs for supplies and capital assets at the lowest overall cost, leveraging university agreements. Consider total cost (price + time for ordering, travel, invoice processing, warranty/returns). Purchases through JavelinaBuy follow university standards and may simplify vendor consideration processes.
Is There an Agreement Available? Check for existing agreements before purchasing—the university has favorable pricing/terms through:
- University Agreements (competitively bid with suppliers)
- Interagency Agreements (with other government/educational entities)
- Cooperative Agreements (bulk discounts via organizations)
- State of Texas Programs (negotiated contracts)
- State Master Agreements (pre-negotiated for common items) Using an agreement may eliminate quotes/bidding needs. Search in JavelinaBuy; if found, include the contract number in your requisition.
Selecting a Supplier If not available in JavelinaBuy or via an agreement, select an alternate supplier (non-catalog requisition). Make good faith efforts to include VetHUB vendors where opportunities exist.
Are There Insurance Requirements? Services performed physically on campus require the supplier to carry appropriate insurance. Contact TAMUK Enterprise Risk Management for guidance.
Are You Getting the Best Price? Negotiate for the best pricing whenever possible, while maintaining quality and policy compliance. Compare prices from multiple suppliers to ensure value.
Export Compliance; Outside the US? If purchasing items for use outside the U.S., or items controlled by U.S. government regulations (e.g., classified/controlled equipment), the request will be reviewed by campus export control authorities for compliance with federal laws. This may prohibit certain purchases/possessions or require licenses (especially for non-U.S. citizens, shipping, transfer, or disposal).
Vendor Verification: Debarred, Divested, and Texas State Hold Vendors
When making a purchase, it is important to verify the status of vendors to ensure compliance with federal and state regulations. This includes checking if a vendor is debarred, divested, or placed on Texas state hold. Failure to do so may result in non-compliance and could affect university contracts and operations.
Department Responsibility
Before submitting a requisition or purchase request, it is the department's responsibility to verify the status of the vendor. Departments should check the following resources to confirm that the vendor is in good standing:
- Debarred Vendors: To ensure a vendor is not debarred from federal contracts, search the System for Award Management (SAM) website: https://www.sam.gov.
- Divested Vendors: For restrictions related to divestiture, especially involving foreign entities, consult the System for Award Management (SAM) website database.
- Texas State Hold Vendors: To verify if a vendor is on Texas state hold, use the Vendor Hold feature (Vendor Verify tool) in the Texas A&M University System Single Sign-On (SSO) portal. This checks for restrictions due to delinquent taxes or other state-level issues.
Departments should perform these searches before initiating any requisition in JavelinaBuy or proceeding with a purchase. It is recommended that departments retain proof of this verification (e.g., screenshots or search results).
Procurement Services Responsibility
Procurement Services provides additional oversight during the requisition approval process. Although the department is primarily responsible for the vendor search, Procurement will review vendor status during the approval phase to ensure compliance with applicable regulations. For high-risk or high-value contracts, Procurement may request additional documentation or perform a more thorough review.
- Procurement will verify vendor statuses for federal restrictions (SAM.gov) and Texas state holds (via the SSO portal) and may include documentation if required.
- If a department has not attached evidence of the vendor search, Procurement may request confirmation before proceeding with the requisition.
Ensuring Compliance
Both departments and Procurement Services play a critical role in maintaining compliance with federal and state guidelines. Regularly verifying vendor eligibility before making any commitments helps prevent potential legal and operational issues.
For assistance or questions regarding vendor status searches or to ensure compliance with procurement processes, please contact us at procurement@tamuk.edu