TXST REQ FORMS PER PROCUREMENT 2.2024 - Procurement Thresholds: Requisition vs Contract Forms

Q: How do you determine whether a procurement needs a Requisition or a Contract in TCM?

A Requisition applies when the vendor quote/bid has no terms and conditions, including cases under $15K and certain informal or proprietary situations. A Contract is required when an agreement/contract is needed in TCM or when the quote/bid includes terms and conditions regardless of dollar amount.

Q: What triggers the HUB Determination Form (HDF) and Proprietary Justification Form (PJF)?

The HDF is tied to higher procurement thresholds as listed in the required forms table. The Proprietary Justification Form is required only for proprietary or sole source procurements.

Q: When is Attachment Z required, and how should changes be made?

Attachment Z is required when using a vendor’s contract/agreement/quote/bid that contains terms and conditions. All changes must be made using the Microsoft Word “Track Changes” feature on the Word version.

Sep 16, 2026

Uploaded by Ava Thompson

Document explains how to determine whether a procurement requires a Requisition or a Contract in TCM based on cost thresholds and the presence of vendor terms and conditions. It defines when departments may sign quotes/bids under $15,000 without T&C and when agreements with T&C trigger contract processing. It also lists required procurement-related forms by threshold, notes which offices complete shaded items, and provides guidance on attachment Z, risk assessment, monitoring, proprietary justification, and contract close-out.

LanguageEnglish

CategoryForms

FormatPDF

Pages2

Reading Time1 min

AccessFree to download

Procurement thresholds

Requisition vs contract in TCM

Required forms by threshold

Additional forms and when to use them

Procurement Thresholds: determine what forms are required based on the cost of the procurement. How do I determine if the procurement needs a Requisition vs Contract in TCM? Requisitions: • No terms and conditions (T&C’s) on quote/bid from Vendor. o Under $15K, or Informal Bid, or Proprietary (Proprietary Justification Form) • Departments only have signature authority to sign quotes/bids under $15,000, with no terms and conditions. Contracts: TCM Contract Request Instructions-How to Create and Submit a Contract Request • Agreement or Contract (whether vendor or TXST document) required to be in TCM. • Quote or bid with terms and conditions (T&C’s), regardless of dollar amount. • If departments are using their own Agreement/Contract template, it must be reviewed/approved by P&SS before sending onto the vendor. Contract Term: Means a fixed term period and shall be the period from the Start Date to the End Date, including any renewals. TXST is limited to a term not to exceed five (5) years. Contract Not to Exceed Amount: This clause covers the costs of the entire procurement, from the Start Date all the way to the End Date. If paying annually for a multiyear agreement, then you calculate the cost throughout all years to determine the contract not to exceed amount. | Required Forms/Procurement
Thresholds | Vendor Setup in PaymentWorks/SAP | SB20 Documents

( attach in requisition) | Informa l Bid Template | HUB Determinat ion Form
(HDF) | Proprietary Justification Form
(Requ ired for Propr ietary or Sole Source Procurements only) | FS-07 – Contract Close-Out Form
( requ ired inTCM) | FS-01 – Risk Assessment Form
(Processed by P&SS, Facilities, FPDC, V PIT, ALERRT) | FS-02 – Enhanced Contract Monitoring
(Processed by P&SS, Facilities, FPDC, V PIT, ALERRT) | 1295
(Processed by P&SS, Facilities, FPDC, V PIT, ALERRT) | | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | | <$15,000 | ✓ | | | | | | | | | | $15,000- $50,000 | ✓ | ✓ | ✓ | | ✓ | | | | | | $50,000 or greater | ✓ | ✓ | | | ✓ | | | | | | $100,000 or greater | ✓ | ✓ | | ✓ | ✓ | | | | | | $250,000 to $499,999 | ✓ | ✓ | | ✓ | ✓ | ✓ | | | | | $500,000 to $999,999 | ✓ | ✓ | | ✓ | ✓ | ✓ | ✓ | | | | $1,000,000 or greater | ✓ | ✓ | | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | Forms shaded in gray will be completed by the P&SS Office, Facilities, FPDC, VPIT, or ALERRT Other documents that may be needed, but not based on threshold: FS-03 Contracted Services Payment Voucher- (Form Instructions) Accounts Payable requires an invoice to issue payment against a PO/e-NPO. This form is used in lieu of vendor invoice(s) . FS-06 Independent Contractor Determination Form-When is this form required? • If vendor is an Individual or Doing Business As (DBA), and registered in PaymentWorks using their Social Security number, this form is required. • If vendor is a Company Inc., LLC., etc., and registered in PaymentWorks with a Federal Tax Identification number, this form is not required. Attachment Z (Link to request form is here P&SS Contract Forms ) Is required when using a vendor’s Contract/Agreement/Quote/Bid that contains terms and conditions. The majority of the terms and conditions covered in the Attachment Z are required by the Texas Legislature. ANY and ALL changes to this documents MUST be made using the “Track Changes” feature on the Microsoft Word version.

FAQs

How do you determine whether a procurement needs a Requisition or a Contract in TCM?

A Requisition applies when the vendor quote/bid has no terms and conditions, including cases under $15K and certain informal or proprietary situations. A Contract is required when an agreement/contract is needed in TCM or when the quote/bid includes terms and conditions regardless of dollar amount.

What triggers the HUB Determination Form (HDF) and Proprietary Justification Form (PJF)?

The HDF is tied to higher procurement thresholds as listed in the required forms table. The Proprietary Justification Form is required only for proprietary or sole source procurements.

When is Attachment Z required, and how should changes be made?

Attachment Z is required when using a vendor’s contract/agreement/quote/bid that contains terms and conditions. All changes must be made using the Microsoft Word “Track Changes” feature on the Word version.

Sep 16, 2026

Uploaded by Ava Thompson