Purchasing & Contracting

Frequently Asked Questions

Frequently Asked Questions for Purchasing & Contracting Tools:

  • How do I get HUB certified?
  • To be identified as a HUB vendor in the State of Texas, a qualified vendor must be HUB Certified with the State. HUB certification is free to qualified vendors. Potential HUB vendors must complete the HUB Application and mail it to the Texas Building and Procurement Commission, located in Austin, Texas. The HUB application contains complete instructions, as well as web addresses for the Centralized Master Bidders List, Commodity Code list, and frequently ask questions.
  • What do I do if the goods I ordered are damaged?
  • You will need to contact the vendor immediately to let them know the goods are damaged and to make arrangements to return the damaged product. It is helpful to let the purchaser who processed the order know so they can assist if you have any problems.
  • How do I get notified of bid opportunities?
  • Texas Tech University System has an electronic bidding process. In order to receive notifications of bid opportunities your company must be registered in the Techbid system. You will need to go to this site:

    https://sciquest.ionwave.net/prod/default.aspx?company=ttus

    Click on supplier registration and follow the supplier registration instructions. You will start receiving bid/proposal opportunities for the commodity classification(s) that you are registered to your company.
  • When do I need to get competitive bids?
  • Competitive bids will need to be obtained when your total order or cumulative purchases for a fiscal year is greater than $5,000.00, it is not a sole source and the items are not available on a Purchasing-established University contract, cooperative contract, or state contracts that are available to use.
  • My department already knows what vendor we want to use – is that a problem?
  • Your department is responsible for providing specifications for goods or services you are requisitioning, but it is the responsibility of the Purchasing and Contracting department to determine the price and source for the goods or services.
  • Who can I contact to add or update a vendor?
  • You may email Ilecia Anderson () or Robert Rangel () and they can assist you. We will need a W-9 from any vendor we set up (foreign vendors may require a different form (W8-BEN)).
  • Can I sign an agreement?
  • No, the Board of Regents policy clearly spells out the contract approval process and who can sign. If you have a contract that needs to be signed, you may send it, along with the requisition, to the Purchasing and Contracting Office.
  • Do I have to buy from a specific vendor?

  • In most cases, no. However, the University does have some exclusive agreements (ex. Coca-Cola). Also, we have pre-negotiated agreements with some vendors for additional cost savings (Office Max, VWR, Grainger, etc.). It is generally good practice to buy off of institutional contracts so that additional discounts can be negotiated.

    Texas Tech may not purchase from vendors who are not in good standing with state of Texas. The verification of the vendor’s status is required before any purchase.

    End users can link to the website through:

    https://cpafmprd.cpa.state.tx.us/tpis/search.html

    The site allows users to search by vendor name. The search will display vendors that are currently on hold with the State of Texas and cannot be used for purchases. TechBuy will automatically inactivate vendors who are on hold with the State. The University staff cannot assist with removing a vendor hold. The vendor will have to work with the Comptroller’s office directly. The number to contact if you have any questions or need more information, please contact the Payee/Payment Services section at or (512) 463-3660.

  • How do I find potential vendors?
  • There are a number of resources available to assist you in locating vendors. The telephone book and the internet may be a great place to start. The state maintains an electronically searchable list called the Centralized Master Bidders List (CMBL.) Vendors are not required to be on the CMBL to do business with state entities.
    • To search the CMBL, click: http://www2.cpa.state.tx.us/cmbl/cmblhub.html.
    • Select the search you want to complete.
    • You may search by Vendor ID, Vendor Number, or Vendor Name OR you may search for certain vendors, i.e. HUB Vendors, in any given county or city. Additionally, you can search by commodity codes.
    • Click Search.
    • Select the criteria you want your search to return. If you are searching for a HUB vendor it is best to select phone, fax, ethnicity, email and gender.
    • Click Go.

    A more detailed handout: Searching_the_CMBL is available for download.

  • Can I make an advance payment?
  • Yes, in some situations. The following categories are allowed to make advance payments: Library purchases, payments to Federal and other State agencies, lease payments, subscriptions, rental fees for meeting rooms and exhibit booths, annual maintenance agreements, and registration fees. In addition, if you are not using Federal or appropriated funds, some additional exceptions might be allowed. You should contact for further clarification.
  • How do I get approval for sole source justification?
  • To get approval, the department should submit the requisition in TechBuy on the Justification for Proprietary Purchase form. If you are purchasing Federal Equipment, you should use that form as it contains a justification in the form. The use of any of these forms will automatically route the requisition in TechBuy to the appropriate person for approval. Price can never be a determining factor of a Sole Source.
  • What do I do if I need to cancel a purchase order?
  • To cancel a purchase order, email immediately. A purchase order, once issued to the supplier, is a binding contract; therefore, the supplier is not obligated to accept any cancellations. If the order cannot be cancelled, the ordering department is responsible for paying for the goods or services ordered. If cancellation is permitted by the vendor, the PO will be cancelled in TechBuy and Banner and communicated to the vendor. Punchout transactions process so quickly that they cannot be cancelled. Some vendors will allow returns. The department should contact the vendor in this case.
  • Is there a special process for buying furniture?
  • Some furniture is available on contract (Steelcase, HON, etc.) You can contact the local dealer who handles this and get a quote and enter in TechBuy. No bids will be required on contracted furniture. For furniture purchased off of a contract, quotes or bids may be required depending on the order amount. In addition, the University should utilize the Texas Industries for Blind and Handicapped catalog to review and verify a product is not available. TIBH is a set-aside from the State of Texas that we are required to use. Please contact () for a copy of a catalog. Jeanine Palmer () handles furniture purchases and can assist you with questions.
  • How do I change an existing purchase order?
  • Generally, a change order form will need to be created in TechBuy. If you are closing or needing to release funds, you should just email . For punchout orders, you should just create a new order in most situations (for additional items). If you have other concerns, please email TechBuy support.
  • How do I reach Accounts Payable?
  • You can email or call 806/742-3260.
  • Where do I submit bids?
  • Bids and proposals should be submitted in techbid.ttu.edu website if a formal process (above $25,000). For informal bids/quotes, the requisition should be submitted in TechBuy on the Informal Bid form.
  • How do I sign up for purchasing training?
  • AFISM offers TechBuy and accounting classes. You can register at:

    http://www.depts.ttu.edu/afism/AFISMClassRegistration/ClassCatalog.aspx

    Purchasing and Contracting offers some additional classes. The TechBuy Advanced Topics class covers purchasing processes and using TechBuy for those processes. Email for information. In addition, Purchasing and Contracting will develop training specifically for your department. Please contact Jennifer to arrange for this.
  • What is the bid process?
  • Purchases less than $5,000 (either a one time or cumulative over a fiscal year) do not require bids. Purchases greater than $5,000 but less than $25,000 require three quotes, two of which must be from a HUB vendor. Purchases greater than $25,000 require a formal bid/proposal process unless it is an exempt purchase, a sole source, or available on a contract.
  • What is SciQuest?
  • SciQuest is the company that developed the TechBuy system.
  • What is TechBuy?
  • TechBuy is the online purchasing system for the TTU System. Access is available to University staff only. Training must be completed prior to use of the system. The website is techbuy.ttu.edu
  • How do I sign up to get on the bid/proposer list (for vendors)?
  • The University does not maintain bid/proposer lists, but vendors can register at techbid.ttu.edu. Registration is done by commodity type. Vendors are notified when any solicitation is posted that matches the commodity types they have registered for.
  • What constitutes an emergency purchase of goods or services?
  • Emergencies occur as the result of unforeseeable circumstances and may require an immediate response to advert an actual or potential public threat. If a situation arises in which compliance with normal procurement practice is impracticable or contrary to the public interest, an emergency purchase may be warranted to prevent a hazard to life, health, safety, welfare, property or to avoid undue additional cost to the University. Emergency purchases must be approved by the Director of Purchasing and Contracting.
  • What do I do if I am having a problem with a supplier?
  • Contact Purchasing and Contracting right away. We will likely ask you to prepare a vendor performance form. We can report unsatisfactory performance to the State of Texas. This is reported to all State agencies. It can also eventually result in the vendor being debarred.
  • How do I purchase or lease a vehicle?
  • The best thing is to contact the Roland Gonzales (). There are vehicles on the State of Texas (SmartBuy) program which will not have to be bid out. Vehicles (leases and purchases) still fall under the procurement dollar thresholds.
  • How do I handle moving expenses for a new employee?
  • If a department wants to arrange for a moving company for the new employee, you need to prepare a TechBuy requisition in advance of the move. (For more information, see the How-To Guide for Employee Moving). The University has contracts which provide beneficial reduced pricing. However, if the new employee is moving his/her own belongings or needs to be reimbursed for additional expenses beyond the costs of the moving company; the reimbursement is handled through Payroll. Please contact them for assistance on how this is done.


Procurement Services:

   Purchasing & Contracting

Mail Stop:  41094
Address:  Lubbock, TX 79409-1094
Phone:  806.742.3844
Fax:  806.742.3820

Website: http://www.depts.ttu.edu/procurement/purchasingContracting/
      TechBuy Support Email: