91Ï㽶ÊÓƵ

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Information for Vendors

Doing Business with 91Ï㽶ÊÓƵ

91Ï㽶ÊÓƵ welcomes vendors who are committed to providing high-quality goods and services with integrity and transparency. The information below is intended to help vendors understand our basic purchasing process and how to get started.

Vendor Registration

91Ï㽶ÊÓƵ uses an online bidding system to post current procurement opportunities. To receive notifications and submit bids, vendors must register through the portal.

Procurement Overview

We purchase a wide range of goods and services, including but not limited to:

  • Classroom and office supplies
  • IT hardware and software
  • Construction and facilities services
  • Consulting and professional services
  • Food and event-related items

91Ï㽶ÊÓƵ follows competitive bidding procedures whenever possible, in accordance with Texas purchasing laws and college policies. We also participate in cooperative purchasing programs to streamline procurement and ensure compliance

Cooperative Purchasing

91Ï㽶ÊÓƵ participates in several cooperative purchasing programs to support efficient, compliant, and cost-effective procurement. These cooperatives allow the College to utilize competitively awarded contracts that meet the requirements of Texas purchasing laws.

The College is currently a member of the following cooperatives:

  • BuyBoard
  • Equalis Group
  • TIPS-USA
  • Texas SmartBuy (Texas Comptroller)
  • Sourcewell
  • Choice Partners
  • E&I Cooperative Services
  • Omnia Partners
  • Texas Department of Information Resources (DIR)
  • Tarrant County Interlocal Agreement

Note: When submitting quotes or proposals, vendors are encouraged to reference any applicable cooperative contracts or pricing they hold. This can expedite the procurement process and support compliance with applicable regulations.

Decentralized Purchasing Model

91Ï㽶ÊÓƵ uses a decentralized purchasing model, meaning that individual departments are responsible for identifying their needs and initiating purchase requests. The Purchasing Office provides oversight, ensures compliance with applicable laws and policies, and facilitates competitive procurement when required.

While departments may engage directly with vendors during the planning or quoting process, no purchase is authorized until a Purchase Order or signed contract is issued by the College. Vendors are strongly advised not to begin work or deliver goods without an approved purchase document.

Issuance of a Purchase Order or Contract

  1. 91Ï㽶ÊÓƵ policy requires an approved commitment document (either a Purchase Order or contract) before any purchases are made.
  2. If a competitive solicitation is required, the Purchasing Agent conducts the solicitation and works with the requesting department to determine the award. A PO or contract is then issued.

Required Vendor Forms

Additional documentation may be required when applicable:

  • TX-RAMP Certification
  • Certificate of Insurance
  • Performance/Payment Bonds

Insurance Requirements for On-Site Vendors

91Ï㽶ÊÓƵ prioritizes safety and accountability. Vendors performing work on campus are required to provide a Certificate of Insurance (COI) before beginning any on-site activities.

Why COIs Are Required

  1. Risk Management – Protects against financial loss from accidents or damages.
  2. Legal Compliance – Meets institutional and legal policy requirements.
  3. Financial Protection – Ensures the vendor’s coverage handles any related claims.
  4. Professionalism – Upholds accountability standards.
  5. Reputation Management – Prevents liability-related issues and reputational damage.

Insurance Coverage Minimums

  • Commercial General Liability: $1,000,000 aggregate / $500,000 per accident.
  • Automobile Liability: $500,000 bodily injury / $500,000 property damage.
  • Workers' Compensation: Statutory coverage with $500,000 employer’s liability.
    • Required for vendors with more than two employees.
    • Must include Waiver of Subrogation in favor of 91Ï㽶ÊÓƵ
    • 91Ï㽶ÊÓƵ must be listed as the certificate holder.

Vendors must also:

  • Name 91Ï㽶ÊÓƵ as an additional insured
  • Ensure the insurance provider gives 30 days’ notice of cancellation
  • Hold harmless and indemnify 91Ï㽶ÊÓƵ, its employees, and volunteers from any liability related to the vendor’s work

Submit COIs to: purchasing [at] grayson [dot] edu

Questions?

For help with vendor registration, required documentation, or current solicitations, contact:  purchasing [at] grayson [dot] edu