Frequently Asked Questions of Procurement
Welcome to the Procurement Department’s FAQ page, where you can find answers to common questions about the university’s procurement processes. Whether you're a faculty or staff member looking to make a purchase, a vendor interested in doing business with the university, or just seeking information on procurement policies, this guide will help you navigate key topics, including:
- General Procurement Guidelines: Understanding the role of procurement, how to get in touch, and the purchasing process.
- Using JavelinaBuy: Steps for initiating purchases, locating contracts, and using cooperative agreements.
- Contracts and Agreements: Instructions for submitting new contracts, finding existing agreements, and when to use hold harmless forms.
- Procurement Cards (P-Cards): Information on requesting, using, and managing P-Cards, including restrictions.
- Vendor and Cooperative Information: Guidance on vendor registration, bid participation, and using cooperative networks for purchases.
- Training and Resources: Available training programs, budget tracking, and procurement policy resources.
What is procurement, and why is it important?
Procurement is the process of acquiring goods, services, and construction projects. It involves planning, selection, negotiation, and purchasing to ensure the university meets its operational needs efficiently and in compliance with state and university regulations.
What does the Procurement Department do?
The Procurement Department manages purchasing activities for the university, including vendor selection, contract negotiation, P-Card administration, and ensuring compliance with procurement policies and regulations. It also supports departments in sourcing quality products and services at competitive prices.
How can I contact the Procurement Department?
The preferred method is via email at procurement@tamuk.edu You may also contact us during office hours (Monday – Friday, 8 AM – 5 PM) at 361-593-. For urgent matters, reach out via Teams messaging.
How do I start a purchase?
Purchases should be initiated through JavelinaBuy, the university's e-procurement system. Login to JavelinaBuy, create a requisition, and select the appropriate vendor or cooperative agreement. For guidance, refer to the [JavelinaBuy User Guide](insert link).
What is JavelinaBuy, and how do I use it?
JavelinaBuy is the university’s online procurement system for purchasing goods and services. It provides access to catalogs, approved vendors, and contract information. Training is available for new users, including 1:1 Purchasing 101 before executing requisitions. Contact procurement@tamuk.edu to get signed up!
How do I find and use contracts in JavelinaBuy?
Search JavelinaBuy for existing contracts by clicking the vendor name and selecting the 'Contracts' tab. If there is an agreement, include the contract number for each line item in the requisition. This applies to interagency agreements or TAMUK agreements entered by the Contracts Admin Team. You can also contact contracts@tamuk.edu for support.
When should I use a cooperative agreement?
Cooperative agreements are ideal for purchases where the university can leverage pre-negotiated pricing through cooperative organizations. Use them when a contract already exists that meets your commodity or service needs.
What types of purchases require competitive bidding?
Purchases over $25,000 typically require competitive bidding unless covered by a state or cooperative contract. For specific thresholds, consult the university’s procurement guidelines.
What is the difference between a purchase order and a requisition?
A requisition is a request to purchase goods or services for approval, while a purchase order (PO) is the official order sent to a vendor after the requisition is approved.
How do I request a new contract?
Submit a Contracts Request Form. The form will be reviewed by the Contract Administrator. This form can be found on the Contracts Admin page.
What is the process for contract review and approval?
Contracts undergo legal and procurement review for compliance, risk, and financial considerations. The Contract Administrator manages this process, ensuring all agreements meet the university's standards.
Who is responsible for drafting agreements?
Departments are not required to draft agreements. Provide a vendor's template or Procurement will use an OGC-approved template based on the information submitted.
How do I find if there is an existing contract with a vendor?
Check JavelinaBuy’s 'Contracts' tab under the vendor's profile. If an agreement exists, include the contract number in the requisition.
What are interagency agreements, and when do they apply?
Interagency agreements are contracts between state agencies or institutions. They apply when TAMUK collaborates with another state entity.
What are the requirements for using hold harmless forms?
Two forms are available: one for life-threatening projects and one for small businesses visiting campus. Select the appropriate form based on the project's risk level and refer to the contracts page for more information. This can also be found on our Contracts Admin page.
What are cooperatives, and how do I access them?
Cooperatives are networks that provide discounted pricing through bulk purchasing. Access them through Resources page or cooperative websites.
Which cooperatives are available for use?
The university works with several cooperatives, including BuyBoard, Sourcewell, and Omnia Partners.
How do I search for vendors or commodities on a cooperative’s site?
Visit the cooperative's website and use search filters to find vendors or services by commodity type.
When should I consider cooperative agreements for purchasing?
Use them for purchases where an existing cooperative contract offers cost-effective and compliant pricing.
What should I do if I encounter an issue in JavelinaBuy?
Contact JavelinaBuy support or the Procurement Department. Common issues include account access, catalog errors, and approval workflow concerns.
How do I track the status of a purchase order?
Log into JavelinaBuy and view the PO status under 'My Orders.' Statuses such as 'Submitted,' 'Approved,' or 'Dispatched' indicate progress.
What if I receive an incorrect or damaged item?
Notify the vendor. Arrange for a return or replacement and ensure all records reflect the changes.
What is the process for returns or exchanges?
Follow the vendor's return policy and document the process in JavelinaBuy. Update the PO or requisition as needed.
Who is authorized to sign contracts?
Only authorized university officials can sign contracts under the Delegation of Authority signed by the president. Consult with Procurement Services, departments are not authorized to sign terms and conditions.