25.06.01.R1 Historically Underutilized Business (HUB) Rule

Effective: June 8, 2004

Supplements System Policy: System Policy 25.06

Supplements System Regulation: 25.06.01

1. Participation by Historically Underutilized Business

1. Texas A&M University-Commerce will comply with all applicable laws, regulations and executive orders related to Historically Underutilized Businesses (HUBs), including System Policy 25.06, System Regulation 25.06.01 and the HUB Performance Improvement Plan.

2. It is the practice of A&M-Commerce to involve qualified HUBs in procurement contracts and transactions as allowed by System Policy 25.06, System Regulation 25.06.01, and Texas Government Code Chapter 2161. There will be no discrimination on the basis of race, color, religion, national origin, sex, disability, political belief or affiliation in the award of contracts. Every employee responsible for conducting business with outside vendors has the responsibility of making a good faith effort of ensuring that HUBs are afforded an equal opportunity to compete for all procurement and contracting activities for the University.

3. The Chief Executive Officer will designate an employee as HUB Coordinator who will have responsibility for implementing all programs dealing with HUB activities. This individual will report directly to the Chief Financial Officer and will prepare the required monthly reports, the State of Texas Semi-Annual and Annual HUB Report, budget management and any other required obligations.

2. Procurement Rules for Historically Underutilized Business Participation

1. Procurements of construction, goods, and services over $25,000 require the solicitation of formal bids and the posting of such bids on the Texas MarketPlace for a minimum of fourteen (14) consecutive days. Qualified HUB vendors are to be solicited to the greatest extent feasible on such procurements, with solicitation of qualified HUB vendors to be equal to twenty-five percent (25%) of all vendors solicited, if available. Note: All procurements over $100,000 that are determined to have sub-contracting opportunities will require the Historically Underutilized Business Sub-Contracting Plan as required by System Regulation 25.06.01, section 2.9, and Texas Government Code Chapter 2161 Subchapter F. All procurements over $50,000 that are determined to have sub-contracting opportunities shall require the Texas A&M University-Commerce Historically Underutilized Business Sub-Contracting Plan when feasible.

2. Procurements of construction, goods, and services of $25,000 require the solicitation of formal bids and must be posted for a minimum of fourteen (14) consecutive days. Qualified HUB vendors are to be solicited to the greatest extent feasible on such procurements with the minimum solicitation of qualified HUB vendors to be equal to twenty-five percent (25%) of all vendors solicited, if available.

3. Procurements of construction, goods, and services $3,000 to $25,000 require the solicitation of at least three (3) quotes. Sufficient time should be given for vendor responses. A minimum of three qualified HUB vendors are to be solicited on such procurements, with one woman-owned and two minority-owned vendors given the opportunity. The solicitation of more HUB vendors is on-going.

4. Procurements of construction, goods, and services $0 to $3,000 are within the delegated authority extended to each account manager at the department level, with the exception of furniture, computer-related items and services, telecommunication items and services, and printing. These procurements are exempt from the solicitation of bids and/or quotes, but the practice of solicitation from two qualified HUB vendors (one woman-owned and one minority-owned) is encouraged.

3. Historically Underutilized Business Sub-Contracting Plan

1. It is the practice of A&M-Commerce to involve qualified Historically Underutilized Businesses (HUBs) in all sub-contracting opportunities on procurements of $50,000 or above when such opportunities exist.

2. Texas A&M University-Commerce Historically Underutilized Business Sub-Contract Plan (HSP) requires that:

(a) a pre-bid conference for HSP explanations, sub-contractor and prime contractor introductions, and projects requirement be conducted;
(b) a reference list of certified HUBs be included if the vendors have conducted business with A&M-Commerce and are in good standing with the University and the State of Texas;
(c) a vendor be exempted if a Mentor/Protégé Program is in place and is approved by the State of Texas; and
(d) a “Best Value” criteria for the award of contracts within the limits of the law by the State of Texas be included.

4. Marketing and Outreach Programs

1. All bid opportunities will be made available through the Purchasing and Contract Administration Web page. Updated no less than weekly for current and past bid opportunities and awards, this web site will serve as the Historically Underutilized Business Program information source with the rules, recommended HUB vendors, and HUB Sub-contracting Plan. This site will also be accessible to the Texas Universities HUB Coordinators Web Site that will link HUB vendors to other procurement opportunities within the A&M System and other State of Texas Higher Education Institutions.

2. A&M-Commerce will participate, plan, and assist in economic opportunity forums and fairs within the North/Northeast Texas Region including, but not limited to, those sponsored by legislators, the Texas Building and Procurement Commission, other A&M System components, other State of Texas Agencies and Institutions, and private business entities deemed beneficial to the A&M-Commerce HUB Program.

3. Opportunities will be made available for HUB vendors to present and/or deliver their business capabilities to the A&M-Commerce Community and HUB Advisory Council.

4. The University shall participate in the Mentor/Protégé Program and maintain a minimum of three such relationships between Prime Contractors and HUB Vendors. This program is in accordance with the State of Texas Government Code Chapter 2161, Subchapter B.

5. A&M-Commerce shall seek potential HUB vendors and offer assistance in the Certification Process.

6. An annual HUB Education Program shall be conducted for A&M-Commerce Employees and other educational seminars, forums, etc. implemented as deemed necessary.

5. Reporting

1. A HUB Program Report will be submitted no later than the 15th of each month via the HUB Reporting Database.

2. The Semi-Annual and Annual HUB Report will be submitted by the required deadline set by the State of Texas as required by Texas Government Code 2161, Subchapter C.

Contact for Interpretation: Vice President for Business and Administration