TEXAS AGRILIFE EXTENSION SERVICE PROCEDURES

25.06.01.X1.01 CONTRACTS WITH HISTORICALLY UNDERUTILIZED BUSINESSES
Approved: September 5, 2003
Supplements: System Policy 25.06 and System Regulation 25.06.01

The Texas AgriLife Extension Service (Extension) will comply with System Policy 25.06, Participation by Historically Underutilized Businesses, and System Regulation 25.06.01, System HUB Program. Extension will make a good faith effort to assist HUBs in gaining equal access and equal opportunities to received contract and subcontract awards for construction projects and for the procurement of supplies, materials, equipment and services, in accordance with the rules established by the Texas Building and Procurement Commission (TBPC). The following procedures provide guidance on implementing the HUB policy within Extension.

2.01 HUB Coordinator Responsibilities:

The Extension HUB Coordinator will be responsible for administering the TAC rules regulating HUB implementation for Extension. In addition, to the responsibilities outlined in System Regulation 25.06.01, System HUB Program, the HUB Coordinator will:

A. work closely with the Director of Purchasing to integrate the HUB rules and purchasing guidelines to facilitate implementation and compliance;

B. continuously maintain, and compile monthly, information relating to the use of HUBs by Texas Cooperative Extension and each of its units, including information regarding subcontractors and suppliers; and

C. prepare and submit required reports outlined in System Regulation System Regulation 25.06.01, System HUB Program.

2.02 Purchasing Office Responsibilities:

A. The TExas A&M AgriLife (AgriLife) Director of Purchasing will work closely with the HUB Coordinator to integrate the Purchasing guidelines and the HUB rules to facilitate implementation and compliance.

B. Buyers in the AgriLife Purchasing Office will provide equal access to HUB vendors to all procurement opportunities.

C. Buyers in the AgriLife Purchasing Office will assist units in locating HUB vendors upon request.

2.03 Unit Responsibilities:

A. Units will access the AgriLife HUB Directory, the TBPC Centralized Master Bidder’s List, and/or the TBPC Texas Certified HUB Directory to identify HUB vendors who offer necessary goods or services.

B. For purchase contracts subject to bid solicitation, a minimum of four State Certified HUB vendors, to include at least one minority and one woman-owned vendor, shall be solicited.

C. Small dollar purchases may be awarded to HUBs when they represent the best value to the agency.

D. HUB awards and bid solicitations will be reported on the bid tabulation forms regardless of dollar amount.

E. Audits for compliance on solicited bids will be conducted by the AgriLife Purchasing, AgriLife HUB, and Auditing Offices.

F. Units will monitor these commitments as needed according to the System HUB Program.

2.04 Construction Engineering Office Responsibilities

A. The AgriLife Construction Engineer will work closely with the HUB Coordinator to identify projects that have a potential for subcontracting.

B. The AgriLife Construction Office will keep the HUB Coordinator appraised of all upcoming bid opportunities so the appropriate HUB vendors can be identified.

2.05 Specific guidelines and requirements for the AgriLife HUB Program are contained in the AgriLife HUB Plan for the current fiscal year. This plan will be used in conjunction with this procedure ensure compliance with the System HUB program.

Questions concerning this procedure should be directed to the AgriLife HUB Coordinator at 979- 845-6471.