Texas Department of Housing & Community Affairs - Building Homes and Strengthening Communities

Community Affairs Procurement

The Department offers the following procurement training and technical assistance resources for procurements for Community Affairs programs. Note that the sample documents are provided as examples only. It is the responsibility of the program administrators to ensure that all local, state and federal procurement requirements are followed. In addition, any purchase in excess of $5,000 (for each procurement type) requires prior written approval from the Department, established by TAC §5.12. Note: The information on this webpage is updated as the TAC rule is revised or as guidance is updated. Therefore, Subrecipients are advised to review the guidance frequently, especially prior to any procurement.

If procuring through the State of Texas Co-Op Purchasing Program and do not need to go through a procurement process, refer to TAC 5.11 (Secretary of State site) for more information.

Determine the Procurement Type

Goods and Services

Small Purchase method may be used when:

  • Price is less than the cost limitations established by TAC §5.10
    • ≤$25,000 in the aggregate:
      • For single purchases or individual recurring purchases made without contract: aggregate costs means the cost of the individual purchase
      • For contracts: aggregate costs means the total potential cost of the contract, including any option years and amendments, or the time between full procurements for that same goods/services/etc
    • Any purchase in excess of $5,000 requires prior written approval from the Department, established by TAC §5.12
  • Determining factor: Lowest written price
  • Example: Office supplies; miscellaneous repairs/equipment, vehicle purchase, equipment repair services

Goods and Services with a Fixed Price

  • Determining factor:  Most reasonable, responsible, responsive bid
  • Example:  vehicles; contractors for the installation of HVAC, WX work

Professional or Consulting Services

For Professional or Consulting Services, the Competitive Proposal method is most advantageous to the Administrator

  • Determining factor:  Provider price, qualifications, experience, knowledge
  • Examples:  Attorneys, Computer Maintenance, Audit Services

Lack of Competition

After the completion of an acceptable procurement process (small purchase, sealed bids, and competitive proposal), the result may be that there is only one respondent – TAC §5.10(e). A non-competitive proposal may be accepted only if:

  • The service, supply, or equipment is available only from a single source and documentation of why service/product is only available from one vendor is maintained; or
  • After solicitation of a number of sources, competition is determined inadequate and documentation of effort to solicit multiple sources is maintained;
  • A public emergency exists preventing the time required for competitive solicitation (AC's, blankets, propane, etc.).