The following contains the bidding policy in use at UT Southwestern effective September, 1995. This policy applies to all accounts.

$1 - $5,000

One (1) bid.
Place with qualified HUB vendor when available.

$5,001 - $25,000

Three (3) telephone or faxed bids.
Minimum of two (2) from HUB vendors to include one (a) ethnic company and one (1) woman-owned company.
309 required if not bid.

Over $25,000

Three (3) written bids.
Minimum of two (2) from HUB vendors to include one (1) ethnic company and one (1) woman-owned company.
309 required if not bid.
Suspension & Debarment

All individual federal awards for goods or services totaling $25,000 must have certifications obtained from the vendor. The vendor warrants that the organization and its principals are not suspended or debarred or otherwise excluded from participation in Federal assistance programs or activities.

Purchase Order Policy Revision

Effective September 1, 2000, a purchase order will only be issued if the requisition has a minimum value of $100 (with the exception of controlled substances, radioactive isotopes, and books). All commodities, services, and/or equipment meeting the $100 minimum can be processed with a formal purchase order.

All departments are authorized to process purchases utilizing our Small Order System (PRO) for eligible products and may continue to do so under the current procedures. If you have PRO order questions, contact Jean Barnes, Procurement Manager, Ext. 8-6028 or Linda Bell, Senior Buyer, Ext. 8-6023.

Exceptions to process an order below the minimum threshold of $100 will be considered based on circumstances. However, in the interest of reducing processing expenses and conforming with several suppliers minimum order limits, we request you delay submitting an online requisition until the minimum threshold is met.

Exceptions Processing

Radioactive isotopes, controlled substances, and books are exempt from a minimum order.
Small Order System (PRO) permits ordering up to $500 of certain small dollar items.
Obtain merchandise from General Stores via an IDR.
Petty cash reimbursement on permitted items.
Certain circumstances (emergency or unusual situations) may be processed for less than the minimum amount.