The T - Contract Administration and Procurement FAQ


	*Who can do business with the T?*	Any person, corporation or firm is eligible under most circumstances to do business with The T. To be notified of available bids meeting the products or services provided by your business, visit www.the-t.com and click on the “Bids, Buying, Procurement” square at the top of the web site. Next, click on the “register” button in the left column of the web page and fill out the form provided on-line. You may also provide the information by email (purchasing@the-t.com), mail, or calling and leaving the information on procurements bidders line 817-215-8760.
	*How does the Purchasing Department solicit business?*	There are three methods used, each with its own solicitation and award procedures. An Invitation For Bids (IFB) is the usual method used when public competition is sought for requirements of more than $25,000.00. When this procedure is used, the contract award is based upon the lowest evaluated, responsive and responsible bid. Any evaluation criteria that The T will use will be set out in the IFB. Bids that are unresponsive, i.e. deviate substantially from the terms, conditions or specifications, or bids that are not responsible will not be considered. Bids submitted are opened in public immediately after the time and date set for the final receipt of bids. A Request For Proposals ( RFP) method is used for competitive purchases of more than $25,000.00 and when an award based on price is not practicable or advantageous to The T. Proposals are evaluated and awarded on the basis of criteria identified in the RFP. Requests For Proposals are not open to the public until after contract award. Informal Bids will be used for purchases of less than $25,000.00 when an Invitation For Bid or a Request For Proposal is not used. An Informal Bid is a more simplified process and may be oral, oral and confirmed in writing, or in writing as required by the Contract Administration and Procurement Department. Informal Bids are not opened in public.
	*Can T employees other that those in the Purchasing department make purchases?*	YES, where the purchase is less than $500.00, is required immediately for maintenance purposes, and is not otherwise restricted; or when authority has been delegated to user departments by the Contract Administration and Procurement Department, usually for emergencies; or where The T has entered into a systems contract with the contractor supplying a particular commodity or service. Although certain purchasing privileges may be delegated to other T employees, all purchases are subject to review and approval by the Contract Administration and Procurement Department prior to payment.
	*Can the T purchase without competition?*	Yes, in certain circumstances. The T may purchase without competition where a single source is justified. When there is an emergency condition, The T may purchase with such competition as is practicable in consideration of the circumstances.
	*How are potential bidders selected*	While The T endeavors to notify all eligible bidders on The T's vendor list with regard to purchase by Invitation For Bid and Requests For Proposals, The T does not accept responsibility for failing to notify a particular bidder. The responsibility for keeping informed of T solicitations rest solely on members of the business community. In order to assist in making this information available, any person may consult the list posted in The T's lobby located at 1600 East Lancaster Avenue in Fort Worth, Texas. In addition, formal bids or proposals exceeding $25,000 are published once a week, for two consecutive weeks, in The Commercial Recorder, La Estrella, La Vida News and The T's web site. Informal Bids will be sent to persons on the T's bidders lists. If it is impractical to notify all listed bidders, a short list of bidders will be determined by the Contract Administration and Procurement Department. Rotation of opportunity may be the method used in particular circumstances.
	*Is the time and date for receipt ever changed?*	Yes. Whenever circumstances make it necessary to do so, the date and time may be changed. The change may be initiated by the Contract Administration and Procurement Department or may be requested by a person wishing to respond to a solicitation. Extensions are rarely granted less than 48 hours prior to the time and date set for final receipt of responses. All such changes are made by The T in writing to all persons that have requested solicitation documents.
	*Can modifications, corrections or withdrawals be made to a bid, proposal or quotation?*	Yes. Modifications, corrections or withdrawals may be made in writing and received by the Contract Administration and Procurement Department prior to the time and date set for final receipt of responses to solicitations.
	*When must bids be received*	To be considered, all bids, proposals and quotations must be received in the Contract Administration and Procurement Department prior to the time and date set for receipt, or any extension in writing by the Purchasing Department. Late submissions will not be accepted regardless of the reason. For the address of the Purchasing Department click here.
	*Who may be present at a public opening*?	Anyone may be present where submissions are to be opened in public.
	*Who awards T contracts?*	When a procurement is solicited by informal bids (oral or written), the purchase is finalized by the Procurement Department. When a procurement is greater than $25,000, the Invitation for Bids or Request for Proposals is used for the solicitation and the award is made after approval by The T’s Board of Directors.
	*When does the T terminate a contract?*	The T has the right to terminate a contract for any failure by the contractor to perform, to the terms and conditions of the contract or any other reasons specified in the contract. Specific conditions of termination or cancellation are included in the solicitation documents.
	*Can a contractor be debarred or suspended from bidding?*	Yes. If a contractor is dishonest, breaches a contract or fails to meet the ethical standards of T Policy, the contractor may be suspended for one year or debarred indefinitely.
	*How can I find out about the* *results of* *current solicitation?*	If a solicitation takes place by Invitation For Bids and the bids are to be opened in public, a summary of the submissions can usually be obtained by telephoning 817-215-8760, or by contacting the assigned buyer, after such bids have been tabulated and analyzed by the Contract Administration and Procurement Department. If the number of prices makes it impractical to read them over the telephone, a copy of the bid tabulation will be made available upon request. If a solicitation takes place by Request For Proposals, the proposers and the contents of the proposals are kept confidential during the negotiation process. All proposals shall be open for public inspection after contract award, except for trade secrets and confidential information contained in the proposal and identified by the offeror as such.
	*How does the T dispose of surplus?*	The T disposes of surplus goods by auction, by Offer of Surplus Goods for Sale (Request For Quotation), or Invitation For Bid depending on the value of the supplies and circumstances.
		This document is produced by The T Contract Administration and Procurement Department