Purchasing Guide for Vendors

Introduction

General Purchasing Information

Types of Purchases


Introduction

Introduction

The Texas Alcoholic Beverage Commission's (TABC's) Purchasing Guide is designed to assist vendors in better understanding the agency's procurement requirements and responsibilities. It shall also serve as an important business tool to help you successfully market your company to TABC. This guide has been developed around what appear to be the two most frequently asked questions by vendors.

  1. What products and services does your agency purchase; and
  2. Who has the ability to make these purchases?

To answer these questions, the TABC Purchasing Department felt it is necessary for the public to understand the primary function of our agency. TABC has many Divisions that support the mission of the agency and to contribute to our overall success.

These Divisions include;

  • Executive
  • Information Resources
  • Office of Legal Services
  • Marketing Practices
  • Office of Professional Responsibility
  • Business Services
  • Human Resources
  • Licensing
  • Compliance
  • Credit Law
  • Ports of Entry
  • Education and Prevention
  • Server Training
  • Grants
  • Enforcement
  • Homeland Security
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TABC Mission Statement

The mission of the Texas Alcoholic Beverage Commission is to promote public safety and serve the people of Texas through consistent, fair and timely administration of the Alcoholic Beverage Code while fostering education, voluntary compliance and legal, responsible alcohol consumption.

To ensure that we succeed in the performance of this mission, it is necessary that we acquire a variety of goods and services. TABC is largely a field organization with regional offices, district offices, outpost offices, and Ports of Entry offices located throughout the State of Texas and along the border of Mexico. The agency uses a centralized purchasing method with most purchases being made through the Purchasing Department located at the TABC headquarters office. Many of our field offices are authorized to make purchases for consumable supplies with the State of Texas Procurement Card (STPC) and authorized to make most purchases for vehicle maintenance and repair, including fuel and other services or vehicle products with the Comdata Credit Card. TABC purchases goods and services in a variety of the commodity class codes as identified in the Texas Comptroller of Public Accounts Commodity Book.

This guide is intended to provide vendors with useful business information to assist in identifying the products and services TABC purchases, along with contact information for employees who make these purchases. For a more detailed summary of the goods and services that are purchased by the agency (for more information view our Products and Services page). TABC’s goal is provide you with information of the items utilized on a routine basis to allow you the ability to contact the TABC Purchasing Department with information on the products/services that you may offer. TABC is also dedicated to Historically Underutilized Business (HUB) Program and participation in the agency's purchases of goods and services. TABC is committed to providing procurement and contracting opportunities to women and minority owned businesses certified as HUB’s by the CPA’s, Texas Procurement and Support Services Division.

In accordance with the State of Texas HUB goals, TABC will make a good-faith effort to make business opportunities available to certified HUB’s in the purchasing or contracting of all goods and services in accordance with the following goals:

  • 11.9 percent for heavy construction other than building contracts;
  • 26.1 percent for all building construction, including general contractors and operative builders contracts;
  • 57.2 percent for all special trade construction contracts;
  • 20.0 percent for professional services contracts;
  • 33.0 percent for all other services contracts; and
  • 12.6 percent for commodities contracts.Through your active participation and involvement in our procurement process these goals can be achieved. The TABC anticipates many mutually beneficial business relationships.
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Location

The TABC Purchasing Department is located at 5806 Mesa Drive, Suite 111, Austin, Texas 78731.

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Business Hours

Normal business hours are from 8:00 a.m. to 12:00 noon and from 1:00 p.m. to 5:00 p.m. It is recommended that all appointment be scheduled in advanced and all sales calls be limited to thirty (30) minutes.

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Responsibility

The TABC Purchasing Department is responsible for the procurement of all supplies, materials, equipment, and services. The agency assumes no liability for purchases made unless they are made in accordance with current purchasing regulations, including an authorized signed agency purchase order, prior to securing any good or service.

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Purchase Orders

The official TABC Purchase Order will contain the authorized purchase order number, invoice information, delivery information, dollar amount, item description and signature of a certified TABC purchaser. The TABC Purchase Order is the only authorization for a vendor to supply any goods or services to the TABC. No goods or services shall be provided to TABC without this signed authorization. The only alternative to this method shall be purchases made with the State of Texas Procurement Card or the Comdata Credit Card.

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General Purchasing Information

TABC's Purchasing Department

The Purchasing Department is responsible for the establishment of agency procurement audits and policies and procedures, including advertisement and awards of materials, equipment, and consumable supplies for the agency. Purchases of goods or services under $5,000 are non-competitive and no bids are required. If the purchase is for a computer or telecommunications good or service, the item/service must be purchased from an existing Texas Department of Information Resources (DIR) competitively bid contract, regardless of dollar limit. Purchases of commodities or services between $5,000.01 to $25,000.00 require three informal (telephone) bids: one from a certified minority-owned business and one from a certified woman-owned business (any ethnicity). Purchases of commodities over $25,000.00 must be solicited through CPA, Texas Procurement and Support Services (TPASS) utilizing the Open Market bidding procedures. Purchases of services over $100,000.00 must be solicited through CPA, Texas Procurement and Support Services (TPASS) utilizing the Open Market bidding procedures. In addition, the Purchasing Department is responsible for the award of contracts for professional and consulting services, and interagency local agreements. The agency HUB program is located in the Purchasing Department and reports directly to the Executive Director of the Texas Alcoholic Beverage Commission. The HUB Coordinator is the contact for all HUB related questions and serves as a liaison between the agency and the HUB community. With all purchases, TABC exercises and utilizes the advantages of competition whenever possible regardless of dollar amount. In addition, TABC inserts additional HUB’s into the process to increase contract opportunities.

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Comptroller of Public Accounts (CPA) Texas Procurement and Support Services (TPASS) Division

The Comptroller of Public Accounts (CPA) Texas Procurement and Support Services (TPASS) Division performs a variety of purchasing operations and customer service to State of Texas purchasing departments ranging from administering the Centralized Master Bidders List (CMBL) to processing hundreds of bid invitations, tabulations and awards for all statewide Automated Term, TXMAS, and Open Market contracts. The TPASS is the central purchasing division for the State of Texas. The TPASS delegates purchasing authority to state agencies and sets the maximum dollar limits for which agencies may purchase under this authority. The TPASS maintains programs, which are used by state agencies when soliciting bids. You can obtain information about being placed on the Centralized Master Bidders List.

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Historically Underutilized Businesses

The Historically Underutilized Business (HUB) Program, administered through the CPA TPASS, and was initiated as the result of legislation and in an effort to support minority and woman-owned businesses and to increase their participation in state procurements. A "Historically Underutilized Business" is an entity with its principal place of business in Texas, and is at least 51% owned by an Asian Pacific American, Black American, Hispanic American, Native American and/or American woman who reside in Texas and have a proportionate interest and demonstrate active participation in the control, operations and management of the entity's affairs. In accordance with Texas Administrative Code §111.13, each state agency shall make a good faith effort to utilize HUB’s in contracts for construction, services (including professional and consulting services) and commodities purchases. The CPA Statewide HUB Program provides HUB certification for minority and woman-owned businesses in the State of Texas. Vendors seeking certification as a HUB are required to submit a completed HUB certification application and supporting documentation, affirming under penalty of perjury that their business qualifies as a HUB. Vendors must become HUB certified through CPA in order for an agency to receive HUB credit for orders placed with them. You can get more information about the HUB Certification Program administered by CPA.

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Types of Purchases

TIBH/TDCJ

The State must purchase items and services offered by The Texas Council for Purchasing from People with Disabilities (TCPPD) which is a state use set-aside program currently administered by the Texas Industries for the Blind & Handicapped (TIBH). In addition state agencies must utilize good and services offered by TDCJ/TCI under the prison made goods act.

Council on Competitive Government

Texas Industries for the Blind & Handicapped

Texas Correctional Industries

Note: Texas Government Code, Title 10, Subtitle D, Department 2155.138, 2155.132, 2155.441 apply to purchases of goods or services that are offered for sale to a state agency under law by the Texas Council on Purchasing from People with Disabilities.

Note: Texas Government Code, Chapter 497, Subchapter A, Department 497.023 - 497.029 apply to purchases of goods or services that are offered for sale to a state agency under the Prison Made Goods Act and is non-competitive. The Prison Made Goods Act, requires that an agency purchase goods made by and services offered by the Texas Correctional Industries (TCI).

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Delegated Purchases

A delegated purchase is a procurement in which the authority to manage the competitive process is delegated to the agency by CPA rule or by statutory exemption. The delegated purchase procedure does not apply to the mandatory State Use purchasing programs or Recycling requirements that can be satisfied by other purchasing methods specifically authorized by statute or rule. Delegated purchases include;

  • Commodity Delegated Purchases
  • Service Delegated Purchase
  • Direct Publication Purchase
  • Perishable Goods Purchase
  • Distributor Purchases
  • Fuel, Oil & Grease Purchases
  • Internal Repair Purchases
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Contract Purchases

The Comptroller of Public Accounts (CPA) establishes term contracts by commodity/service codes as a supply source for user entities. Contracts are based on estimated quantities, specified by the CPA, and may be ordered as needed. There are two basic types of term contract purchases - Automated and Non-Automated. Automated Contract. Term contract purchase orders are generated by CPA through two processes. On-line access to Impala/Telnet for direct entry by ordering entities or through the completion of a Contract Purchase Requisition form.

You may view the automated term contracts.

See specific term contracts for minimum purchase limits, etc.

All state agencies are required to purchase from these contracts unless:

  • The contract has a "Spot Purchase Option". Meaning purchases under a certain dollar amount (specified in each contract) may be purchased from a vendor not listed as the contract vendor.
  • The purchase is considered an emergency.
  • The item on contract does not meet specifications, which include delivery of an item.

If you would like an opportunity to be a contract vendor for the items you sell, you need to be on the Centralized Master Bidder's List (CMBL) and express an interest in the specific items by class and item number. To express an interest in the specific items you wish to bid on you must contact:

Texas Procurement and Support Services
CMBL Program
P O Box 13186
1711 San Jacinto
Austin, Texas 78711
(512) 463-6363

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TXMAS Purchases

Texas Procurement and Support Services (TPASS) Division within the Texas Comptroller of Public Accounts (CPA) has granted the state agencies the authority to utilize the Texas multiple award schedule (TXMAS) contracts as an alternative purchasing method. The TXMAS Program adapts existing competitively awarded government contracts to the procurement needs of the State of Texas. The advantage of the TXMAS contracts is that the State of Texas may gain savings from developed contracts that have been competitively awarded by the federal government or any other governmental entity of any state. As the responsible federal entity, the General Services Administration’s (GSA) Federal Supply Service awards Federal Supply Schedule contracts by competitive procurement procedures. The prices reflected on GSA schedule contracts are the most favored customer (MFC) prices and the maximum price allowable. TXMAS contracts take advantage of the MFC pricing and under certain circumstances, an agency or local government entity, may negotiate a lower price for the goods or services offered on a schedule contract.

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Procurement Card

The State of Texas Procurement Card (STPC) shall not be used in lieu of bypassing the purchasing cycle or purchasing staff. The State of Texas Procurement Card is a payment method, not a procurement method. All purchasing methods must be exhausted, prior to utilizing the Procurement Card. The Procurement Card falls under the method of Delegated Purchases and all contractual opportunities must be met prior to having the delegation to proceed with the purchase and award.

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Subcontracting Program

The TABC HUB utilization efforts involve the tracking and reporting of HUB subcontracting expenditures. In support of our HUB subcontracting program, the TABC bid and contract documents detailing the objectives of the HUB Good-Faith Effort Program. Bidders are asked to submit specific forms with their bids that identify the percentage of the total contract award that would be subcontracted to a TPASS certified HUB vendor. In addition, any contracts estimated to value $100,000.00 or more are evaluated to determine whether subcontracting opportunities exist within the contract prior to solicitation. When it is determined that subcontracting opportunities do exist, a HUB Subcontracting Plan (HSP) is included as part of TABC's solicitation package. Bidders must return a completed HSP as part of their bid package in order to be considered for award.

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Professional Services

Professional Services are defined as those services within the scope of practice defined by state law. These services are provided in connection with the professional employment or practice of a person who is licensed and in the professional employment or practice as follows: accounting (a certified public accountant - CPA), an architecture, land surveying, optometry, medicine, professional engineering, real estate appraising.

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Consulting Services

Consulting Services are defined by Texas Government Code, Chapter 2254 as "the human service of studying or advising an agency under a contract that does not involve the traditional relationship of employer and employee." An agency may contract with private consultant only if:

  • There is a substantial need for the service and;
  • The agency cannot adequately perform the service with its own personnel or through another agency.
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Tips - Doing Business with the State

Registration

If your company is not already registered on the State of Texas CMBL, you are encouraged to consider registering. State agencies and institutes of higher education are required to use the CMBL to identify business' to solicit their procurement opportunities when purchasing goods and services. To inquire about CMBL registration please contact a Texas Procurement and Support Services (TPASS) Bid Services representative at (512) 463-3416 or toll free at (888) 863-5881.

Accuracy

Ensure that the information you have provided to TPASS regarding your Historically Underutilized Business (HUB) certification, and CMBL registration (if applicable) is current. Outdated information such as phone numbers, or fax numbers could make all the difference in having an opportunity to do business with the State of Texas.

Market

Marketing your business to various entities is one of your strongest attributes. Use your company's stationary, business cards, logos, etc., to get the word out about your business' qualifications (i.e., CMBL statewide bidder, HUB certification) with the State of Texas. Attend economic opportunity forums (EOFs) to network, and build a clientele relationship with State agency purchasers and HUB coordinators.

A list of State agencies and HUB coordinators may be viewed on the Comptroller's web site.

Knowledge

Familiarize yourself with the purchasing needs of the various state agencies and cooperative purchasing members. A copy of the HUB report, which gives a detailed breakdown of what each agency purchases is available on the Comptroller's web site. Upon receiving bids, read each document thoroughly. Ensure that your bids are submitted before the specified closing date and time. Failure to do so could result in your bids being rejected. Follow up on your bids, to ensure receipt.

Relationship

Maintain a good reputation with each agency Purchasing Department for the goods and services you provide. Not only does competitive pricing count, but performance, and reliability in the delivery of your goods and services is equally important.

If you have any questions, the TABC Purchasing Staff is here to assist you with any questions. Please feel free to contact us for any questions or concerns.

Thank you,

Ron Hunter, CTPM, CTP
Purchasing Manager
HUB Coordinator
Business Services Division
Texas Alcoholic Beverage Commission
Telephone: (512) 206-3262
Fax: (512) 206-3274

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