Purchasing and Solicitations - Doing Business with Us

Procurement

Contracts

Contact:

Purchasing and Acquisitions
e-mail: purchasing@tsl.texas.gov
phone: (512) 463-5487

Accounting and Grants Management
phone: (512) 463-6626
fax: (512) 475-0185

Doing Business with the Texas State Library & Archives Commission

The following information from the Texas State Library & Archives Commission (TSLAC) is provided to assist vendors in better understanding the agency's purchasing requirements and needs. We encourage vendors to review our agency's mission statement and determine how the business' available products or services can help us accomplish our purpose. Our agency purchases a wide range of library and educational products and/or services, including electronic resources used by various libraries statewide.

Products and services are procured by the TSLAC Purchasing Team. As a state agency, purchasing requirements are set by the State of Texas procurement laws.

Required Sources

The agency must purchase products and/or services that are available from the sources listed below:

Texas SmartBuy, which includes statewide contracts
DIR Contracts, which offers technology (IT) related products or services up to $5,000,000
State Print Services, which provides print services from state agency print shops

To learn more about statewide contracts, you may visit this page: https://comptroller.texas.gov/purchasing/contracts/search.php

Procurement Opportunities

Depending on the dollar amount of the purchase, the agency may solicit eligible vendors for procurement opportunities. To be notified of these opportunities, vendors are encouraged to register on the Centralized Master Bidders List (CMBL). Vendors must include a list of NIGP class and item codes related to the types of products or services the business offers. These codes and the CMBL are used by the Purchasing Team to create a list of eligible vendors and send an e-mail notification about the procurement opportunity. More information is provided on the Texas Comptroller's website: https://comptroller.texas.gov/purchasing/vendor/bid-opportunities.php

Formal solicitations are posted on the Electronic State Business Daily (ESBD). To find postings specific to TSLAC on the ESBD, enter "306" in the Agency/Texas SmartBuy Member Number field. Procurement opportunities are also listed on the TSLAC e-Procurement portal: https://tsl.bonfirehub.com/portal/?tab=openOpportunities

Vendors are encouraged to review the solicitation documents thoroughly before submitting their response to the solicitation. Vendors may register for an account as a vendor in the e-Procurement portal to participate and submit their response to the procurement opportunity. Registration to the e-Procurement portal is free of charge.

Frequently Purchased Products and Services

Archival Supplies
Preservation Services
Storage Supplies, ex: boxes, stretch wrap
Library-related Instructor and Trainer Services
Training Aids
Outreach Supplies, ex: banners, tablecloths
Translation Services
Books (Standard Print, Large Print, and Braille)

Braille Machine Maintenance
Library e-Resources
IT Hardware and Software
Computer Peripherals, ex: headsets, webcams, ergonomic keyboard/mouse
Book and Large Format Scanners
Scanner Maintenance Services
CART Services
Transcription Services
Gate Repair and Maintenance Services

Modular Furniture and Reconfiguration Services
Safety Equipment and Supplies
Safety Training
Landscaping Services*
Alarm Security Services*
Fire Suppression and Monitoring Services*
Minor Building Repair Services*
HVAC Repair and Maintenance Services*

*Services that are exclusive to our Liberty location.

Current Competitive Procurement Opportunities

Upcoming Submission Process: The agency has an online e-Procurement portal that allows vendors to view upcoming procurement opportunities and submit their responses through the portal. Vendor registration is required and free of charge.

To register, visit https://tsl.bonfirehub.com/portal/?tab=openOpportunities. TSLAC is excited about the changes that will streamline our electronic solicitation process. Thank you for your interest, and we look forward to doing business with you!

Vendors are encouraged to thoroughly review the solicitation documents and submit the required documentation for evaluation. Additional forms are available in the Forms section below.

For procurements valued at $25,000 or more, the agency will complete a vendor performance report in the Vendor Performance Tracking System. Reports may be submitted for satisfactory or unsatisfactory performance. Performance to be evaluated may include, but is not limited to, delivery, fulfillment, quality, billing, or communication.

Historically Underutilized Businesses (HUBs)

TSLAC will make a good-faith effort to utilize Historically Underutilized Businesses (HUBs) in our procurements. These efforts can be through direct purchase from HUBs or participation as a subcontractor in a HUB Subcontracting Plan (HSP) with a prime vendor. More information about statewide HUB program and HUB goals can be found on the Texas Comptroller of Public Accounts website.

HUB Subcontracting Plan

In accordance with Gov’t Code §2161.252, the state agency will determine if subcontracting opportunities are probable under this contract with an estimated value of $100,000 or more. Respondents (prime) must complete and submit a State of Texas HUB Subcontracting Plan (HSP) with their response. A HUB vendor who will respond as a prime vendor is not exempt from submitting the HSP document with their response.

Click the link to download the Instructions to Complete the HSP Form (PDF) document. Audio instructions and other HUB information are available on the Comptroller's website: https://comptroller.texas.gov/purchasing/vendor/hub/

Mentor-Protégé Program

TSLAC supports the Mentor-Protégé Program for HUB vendors. Vendors who have successfully done business with state agencies and universities are encouraged to mentor and guide HUB vendors in growing and developing into successful businesses that can gain contracts with state agencies and universities. Participation in this program is voluntary. Vendors who are interested in mentoring should contact our office.

Vendor Communication

Vendors may want to share information about their products or services with TSLAC. Vendors must review the following notice before scheduling a meeting with the Purchasing Team or TSLAC staff about their products or services.

Notice to Vendors Regarding Discussions of Potential Vendors Products or Services

Please note: To preserve the integrity of the procurement process, vendors may not communicate with TSLAC staff about upcoming or posted solicitations. All communication concerning procurement solicitations must be sent to the Purchasing Team. Vendors may periodically check the ESBD or the agency e-Procurement portal for procurement opportunities. Communication with TSLAC staff outside of the Purchasing Team concerning a solicitation may disqualify the vendor from the procurement process and future procurements.

Contracts Exceeding $100,000

The Texas State Library and Archives Commission contracts for goods and services over $100,000 as mandated by Texas Government Code, Chapter 2054.126. Contracts will remain posted for the duration of the contract period.

Contracts will be displayed on the following page. https://tsl.bonfirehub.com/portal/?tab=publicContracts

Procurement: DIR SOW Awards
Vendor Name	Reference No	Amount	Details
Catapult Systems Inc	306-21-0076	$82,315.00	Grant Management System (GMS) Portal Migration Final Agreement

Procurement Forms

Solicitation Documents:

HUB Subcontracting Plan [HSP] (URL)
HSP Progress Assessment Report [PAR] Form (URL)
Voluntary Product Accessibility Template [VPAT] (URL)
Confidential Information Template (Word)
Terms and Conditions Issues Template (Word)
Cloud Vendor Assessment Tool (Excel)
HUB Mentor Protege Program (URL)

Vendor Services Forms:

Audio/Video Consent Form (PDF)
Certificate of Liability Insurance (required for all services provided on TSLAC property) minimum coverage listed in TSLAC Terms and Conditions

For PDF documents - obtain free Adobe PDF reader here.