Purchasing and Solicitations - Doing Business with Us

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 offered by the business. 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. 

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. 

Vendor Communication

Vendors may want to share information about their products or services with TSLAC. Vendors are required to 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 check the ESBD or the agency e-Procurement portal periodically 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. 

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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

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Current Solicitation Opportunities

Upcoming Submission Process: The agency has an online e-Procurement portal that allows vendors to view the 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 these changes made to streamline our electronic solicitation process. Thank you for your interest and we look forward to doing business with you! 

Vendor Performance Form: To be completed by the agency for commodity or service purchases greater than $25,000 or if there is an issue with delivery, fulfillment, quality, or billing.

HUB Subcontracting Form: In accordance with Gov’t Code §2161.252, the contracting agency has determined that subcontracting opportunities are probable under this contract. Therefore, respondents, including State of Texas certified Historically Underutilized Businesses (HUBs), must complete and submit a State of Texas HUB Subcontracting Plan (HSP) with their solicitation response.

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

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Procurement Forms

Forms Index

Solicitation Documents:

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

Vendor Services Forms:

1. Audio/Video Consent Form (PDF)
2. 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.

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Terms and Conditions

TSLAC General Terms and Conditions (PDF)

TSLAC General Terms and Conditions - Rev 08/2021 (PDF)

TSLAC General Terms and Conditions - Rev 05/2023 (PDF)

TSLAC LSTA Terms and Conditions (PDF)

TSLAC Invoicing Instructions (PDF)

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