Finance

Budget Services

Budget Services facilitates the processes of revenue forecasting, budget development, and budget implementation. It evaluates and communicates the fiscal impacts of legislative proposals to ensure decision makers receive accurate and timely information. Budget Services coordinates with all divisions, for implementation of the agency’s state approved budget and ensures compliance with statues and regulations. The team works closely with oversight agencies to uphold sound business practices, maintain financial control, and ensure accurate and timely reporting. Employees of Budget Services strive to meet the needs of TDEM customers efficiently and effectively, while maintaining accountability to the government and the people of Texas.

Procurement, Contracting and Historically Underutilized Business (HUB)

The Procurement and Contracting Units serve as the non-disaster contracting and procurement hub for TDEM. These units administer and monitor a wide range of contracts and manage procurement solicitations, including Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and Invitations to Bid (ITBs). They support departments in acquiring goods and services that meet operational needs at competitive prices, ensuring compliance with federal, state, system, and agency laws and policies. Additionally, the team actively promotes opportunities for Historically Underutilized Businesses (HUBs) in Texas, supporting Texas HUB program goals.

Supplier – How to do business with Texas Division of Emergency Management

Texas Division of Emergency Management is a member of the Texas A&M University System and welcomes suppliers who are interested in the opportunity to do business with us. We value your partnership as a reliable and competitive supplier. Our buyers following the Texas A&M University System’s Ethics Policy.

As a member of the A&M University System, Texas Division of Emergency Management (TDEM) uses AggieBid, powered by Jaggaer, for its procurement application. The first step in being a supplier to TDEM is to register your company as a Bidder on Texas A&M’s AggieBid website. Below is information about how to register as a supplier and look for bidding opportunities. Additionally, we recommend that you register your company on the State of Texas Certified Master Bidder List (CMBL) which is provided below, as well.

AggieBid Sourcing Events – Texas A&M System's online bidding system where suppliers will find Invitations-to-Bid (ITB), Requests for Proposal (RFP), Requests for Information (RFI), and Requests for Qualifications (RFQ) created and posted by Procurement Buyers, and the award status of previously-posted Invitations and Requests. To respond to Invitations and Requests posted to AggieBid, you must first create an online account. To create an account, or to log in using an existing account, go to the Texas A&M "AggieBid" Supplier Portal.

Texas A&M "AggieBid" Supplier Portal – provides a single interface that makes doing business with Texas A&M System member’s such as TDEM simple and convenient by allowing you to update your company's profile, provide staff members and co-workers with their own login credentials, view and respond to bids, check payment status, and much more. Registering and maintaining a profile in AggieBid also helps TDEM and other A&M System members better understand your company's core capabilities and background.

Electronic State Business Daily (ESBD) – The ESBD posts solicitations for bids from Texas state agencies and institutions of higher education. To view TDEM solicitations, access the ESBD website, type in “575” in the “Agency/Texas SmartBuy Member Number” and click on “Search”.

Quick Reference Guides

Supplier Tutorials

Forms

Texas A&M University (TAMU) is a partner of Texas Division of Emergency Management. TAMU forms are available below. However, these forms will not be needed if you register through the online AggieBid Supplier Portal.

Substitute W-9 and Direct Deposit Form (see below)
Supplier Only Document Upload Webpage – This link is for supplier’s ONLY to upload their documents.

Supplier Resource

For questions, please reach out to us at purchasing@tdem.texas.gov

HOW TO REGISTER FOR THE STATE OF TEXAS CERTIFIED MASTER BIDDER LIST

Manufacturers, suppliers, and other vendors wishing to furnish materials, equipment, supplies, and services to the state should register for the Centralized Master Bidders List (CMBL) to receive bidding opportunities. The CMBL is a master database used by the state of Texas purchasing entities to develop a mailing list for vendors to receive bids based on the products or services they can provide to the state of Texas. The CMBL annual registration fee is $70. To register go to the following site – How to Register as a Texas Vendor On The CMBL

HUB PROGRAM AND HOW TO REGISTER AS A HUB VENDOR

The HUB Program at TDEM is committed to promoting the inclusion of HUB vendors in agency procurements while advocating the importance of supplier diversity. TDEM is making a good faith effort to meet or exceed the HUB goals established in Texas Administrative Code 20. Our education efforts, workshops and training are extended to all TDEM procurement personnel.

What is a Historically Underutilized Business (HUB)?

An applicant owner must provide proof of 51 percent ownership and control of the day-to-day operations of the business. The owner must be an economically disadvantaged person meeting eligibility as an:

Asian Pacific American.
Black American.
Hispanic American.
Native American.
American Woman.
Service Disable Veteran with a service-related disability of 20% or greater.

HUB Subcontracting Plan (HSP)

Each state agency (including institutions of higher education) that considers entering a contract with an expected value of $100,000 or more shall, before the agency solicits bids, proposals, offers, or other applicable expression of interest, determine whether subcontracting opportunities are probable under the contract.

If subcontracting opportunities are probable, each state agency’s Request for Proposal or other purchased solicitation documents for construction, professional services, other services, and commodities with an expected value of $100,000 or more shall state that probability and require a HUB Subcontracting Plan (HSP). The form can be found at HUB Forms

The HUB Department provides vendor opportunities for HSP training and guidance.

Courtesy reviews of HSPs; prior to bid closing and or any amendments (not final approval)
If your HSP is disapproved during the evaluation phase, the HUB Department can debrief and provide additional training.

How To Register as a Texas HUB Vendor

Registration is done online through the Texas Comptroller’s website at HUB Certification Process. Once you have all the documents from that site prepared, the registration will be completed at Texas Comptroller of Public Accounts

TDEM TERMS AND CONDITIONS OF PURCHASE

As a member of the Texas A&M System, a state institution of higher education, TDEM has certain required terms and conditions that govern all procurements. The current version can be accessed at Contracts & Purchase Orders

Appropriations Control and Reporting

Appropriation Control is responsible for managing state-appropriated funds received from the State Legislature as well as all federal grant advances and reimbursements. This section ensures the completion of required quarterly and annual reports, including the Cash Management Improvement Act (CMIA) report, the Schedule of Expenditures of Federal Awards (SEFA)—which is incorporated into the Annual Financial Report (AFR)—and submissions to the Automated Budget and Evaluation System of Texas (ABEST). These reports are mandated by the State of Texas and must be submitted to the Texas Comptroller of Public Accounts and the Legislative Budget Board. The TDEM staff responsible for monitoring these funds work diligently to ensure the agency is maximizing available resources, maintaining appropriate fund balances, and reconciling discrepancies that could affect cash flow.

Financial Reporting

The Financial Reporting Unit prepares agency-wide financial reports for external stakeholders, including the Annual Financial Report (AFR) and Unrelated Business Income Tax (UBIT) reports. This unit also supports general accounting functions and assists with departmental and account setups. Additionally, it serves as a liaison between TDEM and its shared service partners, the Texas A&M University System and Texas A&M University.

Business Analytics

The Business Analytics Unit is responsible for developing and providing advanced financial data analysis support for the agency in the form of data evaluation, coordination, implementation, and reporting. The unit works closely with the Grants Production Unit and provides data to agency leadership to support operations.

Business Services

Mission:

Business Services is committed to enabling and supporting the operational needs of TDEM in alignment with its mission, vision, and strategic plan. The team is dedicated to delivering high-quality support and services that contribute to the agency’s overall effectiveness and success.

Areas include:

Non-Disaster Grant Processing
Procurement, Contracting and Historically Underutilized Business (HUB)
Disbursement Services

Non-Disaster Grant Processing

The Grant Processing Unit provides administrative and operational support functions as well as policy and procedural guidance for grant compliance, procurement, and financial actions, including those related to, and generated by, contracted individuals and agencies supporting the Texas Division of Emergency Management. Grant Processing staff conduct contract administration, management and performance monitoring functions as required by Chapters 2261 and 2262, Texas Government Code.

The Grant Processing Unit also performs programmatic and/or financial grants management and coordination functions related to non-disaster grant programs within the Texas Division of Emergency Management, including the following federal or state grant and contractual programs:

State Homeland Security Program (SHSP)
Statewide Emergency Radio Infrastructure (SERI)
Emergency Operations Center (EOC)
BIL – Preventing Outages and Enhancing the Resilience of the Electric Grid (Grid Resilience)
Pantex/WIPP
Pipeline Emergency Response Grant (PERG)
Hazardous Materials Emergency Response (HMEP)
Emergency Management Performance Grant (EMPG)

Disbursement Services

Disbursement Services supports the Texas Division of Emergency Management by managing payables, travel, and non-travel disbursements, including the administration of the One Card program. The team is committed to processing payments to vendors promptly and efficiently while ensuring full compliance with applicable laws, policies, procedures, rules, and regulations. Disbursement Services also strives to deliver courteous, responsive customer service and to provide ongoing training to the agency on relevant financial policies and procedures.

Grant Compliance

(This Information is Pending- but please build out the subtab)

Payroll Services

The Payroll and Fiscal Analytics section of the Texas Division of Emergency Management (TDEM) oversees payroll operations and fiscal reporting to ensure accurate, timely, and compliant financial practices across the agency. The team manages timekeeping, supplemental and final payouts, military leave, and monthly payroll audits. It also provides training and support on time reporting practices and serves as the primary liaison with the Texas A&M University Shared Services Payroll Office.

In addition to payroll oversight, the section delivers fiscal analytics, supports budget functions, and reconciles payroll expenditures to align budgeted and actual costs. The team configures disaster project codes, account structures, and organizational hierarchies to support both in-state and out-of-state disaster reimbursements. The section also leads staffing analytics, including FTE, state, and legislative workforce reporting. Its work supports financial reporting and analysis to inform leadership decisions, enhance audit readiness, and maintain alignment with agency objectives.