Information for Vendors

Doing Business with Grayson College

Grayson College welcomes vendors who are committed to providing high-quality goods and services with integrity and transparency. The information below is intended to help vendors understand our basic purchasing process and how to get started.

Vendor Registration

Grayson College uses an online bidding system to post current procurement opportunities. To receive notifications and submit bids, vendors must register through the portal.

Procurement Overview

We purchase a wide range of goods and services, including but not limited to:

Classroom and office supplies
IT hardware and software
Construction and facilities services
Consulting and professional services
Food and event-related items

Grayson College follows competitive bidding procedures whenever possible, in accordance with Texas purchasing laws and college policies. We also participate in cooperative purchasing programs to streamline procurement and ensure compliance

Cooperative Purchasing

Grayson College participates in several cooperative purchasing programs to support efficient, compliant, and cost-effective procurement. These cooperatives allow the College to utilize competitively awarded contracts that meet the requirements of Texas purchasing laws.

The College is currently a member of the following cooperatives:

BuyBoard
Equalis Group
TIPS-USA
Texas SmartBuy (Texas Comptroller)
Sourcewell
Choice Partners
E&I Cooperative Services
Omnia Partners
Texas Department of Information Resources (DIR)
Tarrant County Interlocal Agreement

Note: When submitting quotes or proposals, vendors are encouraged to reference any applicable cooperative contracts or pricing they hold. This can expedite the procurement process and support compliance with applicable regulations.

Decentralized Purchasing Model

Grayson College uses a decentralized purchasing model, meaning that individual departments are responsible for identifying their needs and initiating purchase requests. The Purchasing Office provides oversight, ensures compliance with applicable laws and policies, and facilitates competitive procurement when required.

While departments may engage directly with vendors during the planning or quoting process, no purchase is authorized until a Purchase Order or signed contract is issued by the College. Vendors are strongly advised not to begin work or deliver goods without an approved purchase document.

Issuance of a Purchase Order or Contract

Grayson College policy requires an approved commitment document (either a Purchase Order or contract) before any purchases are made.
If a competitive solicitation is required, the Purchasing Agent conducts the solicitation and works with the requesting department to determine the award. A PO or contract is then issued.

Required Vendor Forms

Additional documentation may be required when applicable:

TX-RAMP Certification
Certificate of Insurance
Performance/Payment Bonds
Form 1295 (Certificate of Interested Parties) | Texas Ethics Commission (PDF)

Insurance Requirements for On-Site Vendors

Grayson College prioritizes safety and accountability. Vendors performing work on campus are required to provide a Certificate of Insurance (COI) before beginning any on-site activities.

Why COIs Are Required

Risk Management – Protects against financial loss from accidents or damages.
Legal Compliance – Meets institutional and legal policy requirements.
Financial Protection – Ensures the vendor’s coverage handles any related claims.
Professionalism – Upholds accountability standards.
Reputation Management – Prevents liability-related issues and reputational damage.

Insurance Coverage Minimums

Commercial General Liability: $1,000,000 aggregate / $500,000 per accident.
Automobile Liability: $500,000 bodily injury / $500,000 property damage.
Workers' Compensation: Statutory coverage with $500,000 employer’s liability.
- Required for vendors with more than two employees.
- Must include Waiver of Subrogation in favor of Grayson College
- Grayson College must be listed as the certificate holder.

Vendors must also:

Name Grayson College as an additional insured
Ensure the insurance provider gives 30 days’ notice of cancellation
Hold harmless and indemnify Grayson College, its employees, and volunteers from any liability related to the vendor’s work

Submit COIs to: purchasing [at] grayson [dot] edu

Questions?

For help with vendor registration, required documentation, or current solicitations, contact: purchasing [at] grayson [dot] edu