Dell Medical School

Bid/Quote Requirements

Dell Medical School Procurement Guidance

Bid/Quote Requirements for Goods and Services based on UT Austin HBP Part 7. Purchasing
Contract Value or PO Amount UT Market GPO Contract

(Supply Chain Alliance/Vizient)		 Other GPO/State Contract

(E&I, Buyboard, DIR, TXMAS)		 Informal Bid Formal Bid

(ITB/RFP)		 Exclusive Acquisition Justification (EAJ)

Best Value Determination (BVD)
Resource: 7.5.1 UT Market 7.5.2 Use of Existing Contracts 7.5.2 Use of Existing Contracts 7.5.4 Informal Bids 7.5.5 Invitation to Bid EAJ, BVD

7.5.3 Exclusive Acquisition
Best Value Determination
7.5.6 Request for Proposal
< $15,000 N/A One (1) One (1) N/A N/A N/A
$15,000 - $50,000 Check Supplier contract to determine which GPO’s contract it is. This will determine the # of quotes needed. One (1) Three (3)* Three (3)* N/A

Exclusive Acquisition – Sole manufactorer and supplier of a good/service. No other vendor does/makes/sells the good/service.

Best Value Determination – There are multiple vendors but there is only one vendor that can meet your exact requirements.
$50,000 - $5M One (1) Three (3)* N/A ITB/RFP
NOTES:

1. Include Historically Underutilized Business (HUB) and Small Business (SB) vendors in your purchasing activities. Annette Smith, HUB Office, can help you identify HUB/SB for your good/service. If your procurement is > $100K HUB must review and approve your procurement.

2. Do not enter a TCM request for something > $15K without first completing your purchasing process and having Central Procurement’s approval. You need to include that approval with your TCM request.

3. *If GPO does not have three vendors in the category see 7.5.2 Use of Existing Contracts for guidance.
Jenny Murphy, Finance Manager, created the table on 6/4/2021, updated 7/2/2021, updated on 10/2/2024 based on UT Austin HBP Part 7. Purchasing and daily experience with DMS purchasing. The purpose is to help DMS departments understand thresholds and bid/quote requirements. Central Procurement reviews and approves purchases over $15K and they could ask for information in addition to this chart.