How Do You Register To Be A Vendor With Tx Dot
City of Houston Strategic Procurement Sectionalisation
Guide to Doing Business with the City
Guide to Doing Business With the City of Houston • FAQs • Vendor Help
In this section you lot volition find a complete outline of the steps required to create an online account and register as a City Vendor. Nosotros encourage you lot to use this guide to familiarize yourself with the nuts of doing business with the City and to understand the bid/RFP lifecycle from start to finish. Knowing what to expect will help in preparing for important milestones throughout the process.
We are open for business organisation from 8:00 AM to v:00 PM, Monday through Friday. Our offices are located at City Hall Building, 901 Bagby Street Concourse Level. We are bachelor past phone at 832.393.8800.
Thank y'all for your involvement in doing business with the City of Houston. We encourage and seek the partnership of qualified vendors who tin can provide quality appurtenances and services at reasonable prices to the City.
To get started, browse the sections below – you tin can gyre through all of the pages or click on 1 of the linked topics to become directly to that subsection.
Guide to Doing Business with the City:
- Public-Private Partnership (P3)
- Vendor Registration
- About NIGP Article Codes
- Bid Ad
- Bids & RFPs
- Types of Solicitations
- Bid Opening
- Tabulations & Awards
- Insurance & Indemnification
- Mayor's Drug Policy for Contractors
- Fair Campaign Ordinance
- Payments & Invoicing
Public-Individual Partnership (P3):
Public-Private Partnerships or "P3s" refer mostly to agreements between public entities and the individual sector by which the private sector makes physical assets or services available to a public entity in substitution for payments over a term of 20 years or more. Every bit authorized by Chapter 2267, Texas Government Lawmaking, the Metropolis of Houston has adopted P3 Guidelines through passage of City Council Resolution No. 2014-0027. Following these Guidelines, vendors may submit unsolicited proposals for P3 Projects. The City will review such proposals and make up one's mind whether to pursue the idea/opportunity presented. If the City elects to move forwards with a P3 Proposal, the City will bear a competitive process for the pick of a vendor and negotiation of a contract. Please refer to the Guidelines for more details. [link to the document hither]
Vendor Registration:
Any persons or business organization entities wishing to exercise business with The City of Houston must employ this website to create an online web account. Once your online account has been established, you lot volition then demand to register as a City Vendor by filling out the online registration form. To login, please remember to use the same electronic mail address and password you have created for your online spider web account.
Once you accept completed and submitted your registration information, you lot volition too need to submit a valid W9 form. You will not be accustomed in the system until we receive this grade signed and completed in our office.
Fill out an IRS W-9 Course online, print it and sign (the W9 volition not exist valid unless it has your signature). You can upload and email the signed course or submit past mail. Companies outside the United States demand to make full out an IRS W-viii Form.
Registering as a Metropolis Vendor will grant you the post-obit access:
- Supplier/Vendor number (this number is required – it will be emailed to y'all and tin can take up to v business organisation days to be issued. This number must accompany any purchase orders, bid submissions and/or invoices)
- Identifies you equally a potential bidder
- Captures contact information about your business
- Identifies your company with required products and/or services
About your web account with the Urban center of Houston:
You lot will use this spider web business relationship to admission all bid materials, submit bids, cheque the condition of your bids or proposals and to maintain your business and contact information.
About NIGP Commodity Codes:
When filling out your Vendor Registration form you come across an area that asks for NIGP Commodity Codes.
Commodity Codes were developed past the National Institute of Governmental Purchasing (NIGP) to bring efficiency to automated purchasing. These codes identify a Vendor by their specialty, trade and/or line of business, so it is important that y'all select all the ones that utilise.
For more well-nigh NIGP Commodity Codes click here to login to the NIGP Living Code website. (Requires a unique Username and Password), or search the City's Vendor/NIGP database. For additional questions or support, contact the Strategic Procurement Division Vendor Registration Role at 832.393.8800.
Objectives:
- Provide a single and accurate source of fabric principal record and vendor master tape for all City of Houston departments to access and utilize, reducing duplications and increase uniformity across the Metropolis.
- Provide users with tools to brand informed decisions when processing purchases for the Metropolis.
Expected Benefits:
- City of Houston benefits by having a nationally accustomed and standardized article coding system (NIGP) associated with their materials and Vendors.
- Improve vendor management and reporting capabilities.
- Track vendor information including MWDBE status.
- Increasing contract buys utilizing existing city contracts.
- Identifying potential contract opportunities by utilizing a citywide fabric and vendor listing.
Bid Advertisements:
Strategic Purchasing advertisements and Notices to Bidders are publicly posted according to State Statute and Lease provision and are available from the following sources:
- Every Friday in the "Notice to Bidder" section of the Houston Business Periodical. Some bid advertisements may be found in the Sunday edition of the Houston Chronicle.
- Weekly on the Municipal Access Channel (TCI and Time Warner Cable TV).
- Online at (link) – updated daily
Bids & RFPs:
The Strategic Procurement Division hosts a complete online resource library of all formal bid documents and proposals gratis of charge. Nosotros update the Online Bids & RFPs page daily. Hither is a complete list of our Glossary of Terms for your data.
You must exist a registered user in order to access and download any bid/RFP documents.
To register for a web business relationship (create your ain username and countersign) to access and download Bid/RFP documents, complete and submit the mandatory fields in Online Bid Registration Form here.
- Make sure the "cookies" setting in your Net browser preferences are enabled.
- Gear up the privacy settings in your Internet browser to low to avert a potential re-registration
process every time yous download bids or RFPs. - Refer to our Frequently Asked Questions (FAQs) for specific instructions on how to register and
Bid.
To find out more information virtually a specific bid document or RFP, you tin nourish the Pre-Bid or Pre-Proposal Conference. These conferences allow you the opportunity to ask questions about bid specifications and analyze general terms and conditions. Pre-bid conferences also give you the reward to understand more nigh projects in general and detect out who is interested in bidding or proposing on a particular contract.
You can also contact the assigned buyer for more than information on a specific bid. You can ever access our Employee Directory for a complete list of phone numbers and email addresses.
Types of Solicitations:
There are half-dozen types of solicitations used for procuring goods and services for the Urban center of Houston Municipal operations. Hither is a complete listing of our Glossary of Terms for your information.
- Purchase Orders (POs)
- Emergency Purchase Orders (EPOs)
- Formal Bids
- Informal Bids
- Request for Proposals (RFPs)
- Construction Contracts under $500,000
- Purchasing Cards (PCards)
Purchase Orders (POs):
Bids are solicited by phone, fax or in writing by department purchasing personnel within their specific level of business. When bids are received they are analyzed, evaluated and a PO is issued to the low bid coming together specifications. In most cases, all these purchases will exist nether $20,000, though some departments take lower thresholds.
Emergency Purchase Orders (EPOs):
Depending on the nature of the emergency, bids may be handled in the same way as POs, or in the example of astringent emergencies, may non be competitively bid. City Departments' can issue emergency purchase orders when possible; in other cases, Strategic Procurement Division issues emergency purchase orders. You tin can view online a consummate list of the Departmental Purchasing Units.
Formal Bids:
Formal bids are written solicitations exceeding $50,000 for goods and nonprofessional services and are taken in accordance with State police force.
Bids are advertised for two consecutive weeks in the Houston Business Journal and minority papers, received past the City Secretarial assistant's Office on the advertised bid due engagement, opened and and so publicly read in Urban center Council Chambers (unless place of opening has been transferred in accord with Section 15-3 B(5) of the City of Houston Code of Ordinances).
The Chief Procurement Officer recommends awards for formal bids to City Quango.
About formal bids are awarded on the ground of lowest responsible bid. Variations on formal bids include opposite auction and best value procurement. Best value procurement allows for the award decision to be determined by factors other than cost. Both of these approaches follow the standard notifications process but vary in the way the award is decided.
Prior to issuing a public bid invitation estimated to be in excess of $100,000, Strategic Procurement Division reviews and researches each for the purpose of determining subcontracting possibilities. When it is evident there is Minority/Women/Disadvantaged Business Enterprise (MWDBE) subcontracting potential, a goal is assigned to requite certified MWDBE vendor boosted opportunity to participate in Urban center business.
Informal Bids:
Informal bids are solicitations valued at $fifty,000 or less for goods and not-professional services. Strategic Procurement Segmentation makes informal solicitations for requirements exceeding department dominance past mail, telephone, or fax. Later bids are received, they are analyzed and evaluated by the Strategic Procurement Division who will then issue buy orders. Informal Bids are classified as regulated contracts to attract MWDBE participation. When there is a capable MWDBE business firm certified by the City'due south Office of Business Opportunity, the requesting department is required to solicit bids from that company. In addition, the requesting section is required to solicit participation from no less than three (3) certified MWDBE's if there are 3 or more capable firms.
Request for Proposals (RFPs):
Request for Proposals are used to solicit equipment, goods, and services of a highly technical nature. RFPs are taken in accord with Land police provision under Vernon'south Annotated Civil Statutes (V.A.C.S. § 252), a unit of the Texas Legislative Council's statutory revision program authorized by the Texas Local Government Code. Under this police, the City solicits requests for proposals for information processing equipment, software and hardware used in conjunction with information processing equipment, telecommunications, radio systems, microwave systems, electronic distributed control systems and technical services related to this equipment. RFPs are also reviewed for MWBE opportunities.
Structure:
Structure Projects involving improvement to City facilities amounting to $500,000 or less autumn under this category. Sealed bids are taken in accord with Country law for various structure projects amounting to $500,000 or less. Bid Bonds are required on all construction projects. Projects exceeding $25,000 require bidders to submit a payment bond and those exceeding $100,000 require a payment and operation bond. The CPO recommends award of contracts to City Council. Certified MWBE's are encouraged to bid as prime contractors.
Purchasing Card (PCard):
Some city employees behave a MasterCard for making immediate need and small dollar purchases for official metropolis business. The PCard is used in lieu of petty greenbacks or purchase orders.
Bid Opening:
It is of extreme importance to check the bid due engagement and time specified in each bid or proposal package. All formal Bids and Proposals must be submitted by the specified due date and time, in duplicate, to the City Secretary'south Office, Metropolis Hall Annex, Public Level, (900 Bagby). Hither is a complete listing of our Glossary of Terms for your information.
The City Secretary will not accept tardily bids. Bids are opened and read publicly by the Office of City Secretarial assistant each Th at 11:00 a.grand., unless specified otherwise. This is a public coming together held at the above location and anyone may attend.
Tabulations & Awards:
The Strategic Procurement Segmentation makes bid tabulations available to the public after an award has been made by City Quango. Yous can search for bid tabulations past bid name or bid number through our Search Engine. Copies of the tabulations will be provided to whatsoever Vendor upon request for a fee equally divers by the Texas Open up Records Act. Previously advertised Bids and Proposals are likewise available upon asking for the same fee.
Bids are available for public review when the Part of the City Secretary, City Hall Addendum, Public Level, (900 Bagby) opens.
For further information, delight contact the City Secretary at 713.247.1840. Here is a consummate listing of our Glossary of Terms for your data.
Insurance & Indemnification:
In any bid and/or proposal package, you will observe specific Insurance & Indemnification project requirements. Specifications will include necessary types of coverage and corresponding limits of liability. Before you tin can brainstorm performing whatever services or delivering any goods on metropolis property, proof of insurance must exist provided to the Office of the Principal Procurement Officer. We encourage y'all to view the Certificate of Insurance Form for Services Folio 1-ii every bit required by the City of Houston. Note: Page 3 is optional
Mayor'south Drug Policy for Contractors:
As a condition of the honour of any contract or buy order for labor or services, the successful applicant must comply with the Mayor's Drug Detection and Deterrence Procedures for Contractors as specified in the Bid or Request For Proposal package by completing, printing, signing and submitting the mandatory Drug Forms.
one.0 Purpose:
To provide procedures for implementation of the Mayor'southward Amended Drug Detection and Deterrence Policy as applicative to contractors who do business with the City of Houston. These procedures are based upon the City'southward delivery to maintain a prophylactic, healthful and productive piece of work environment for all employees and contractors, and to ensure the rubber and efficient commitment of contracted services to citizens of the City of Houston.
2.0 Objectives:
- To found a procedure to achieve a drug-free workforce and to provide a workplace that is free of illegal drugs and substance abuse.
- To establish a process for drug screening by contractors where at that place is reasonable suspicion that an employee has certain banned illegal or illicit substances in their arrangement while on duty or in the performance of the scope of a contract with the City.
- To establish a process for random drug screening of contractor employees in positions that have a significant touch upon the prophylactic of themselves or others.
- To establish a procedure for mail accident drug screening of contractor employees.
3.0 Policy:
It is the policy of the Metropolis of Houston that the industry, distribution, dispensation, possession, sale or use of illegal drugs or alcohol by contractors while on duty for or in behalf of the City is prohibited. The City's goal is to establish and maintain a piece of work environment that is free from the effects of use of sure banned substances or booze. Consequently, contractors are prohibited from being at piece of work or acting in the scope of their contract with the City while dumb by alcohol or with certain banned substances present in their systems, on their persons, or on Urban center worksites and premises. This policy incorporates any off duty employ or misuse of sure banned substances that result in a positive drug test pursuant to these procedures.
4.0 Telescopic:
This process applies to all Metropolis of Houston contracts for labor and/or services except the following:
- Contracts authorized by Emergency Buy Orders.
- Contracts in which imposition of the requirements of this Executive Lodge would exclude all potential bidders or proposers or would eliminate meaningful competition for the contract.
- Contracts with companies that have fewer than xv employees during any 20-week period during a agenda year and no safety impact positions.
- Contracts with non-profit organizations providing services at no cost or reduced cost to the public.
- Contracts with federal, state, or local governmental entities.
5.0 Definitions:
- Accident means an unexpected or unintended event resulting in a time loss personal injury or significant belongings harm.
- CONTRACT includes prime number contracts and subcontracts.
- CONTRACTOR ways an individual or company that has contracted with the Metropolis of Houston to provide labor and/or services to the City of Houston. This term includes employees of the contractor and subcontractors providing labor and/or services, just excludes vendors or suppliers of materials or other goods.
- CONTRACT COMPLIANCE Officeholder FOR DRUG TESTING (CCODT) ways the individual in each City of Houston department designated to receive the required drug testing policies, agreements, certifications and reports from contractors.
- CONTRACTOR CONTACT PERSON means the designated individual for the City to call regarding suspicion of drug use of an employee of a contractor.
- Metropolis PREMISES means all Urban center facilities, their surrounding grounds and parking lots, worksites and leased space.
- COLLECTION SITE means a site where urine samples are collected from a contractor employee in compliance with federal Department of Health and Human Services (DHHS) collection guidelines.
- Section DIRECTOR means all City of Houston Department Directors, the Division Director and Chief (s) of Staff of the Mayor'south office, and the City Controller. The Mayor Pro Tem is the Department Director for Council Members.
- Managing director OF PERSONNEL means the Department Director of the Urban center of Houston'southward Personnel Department.
- DRUG/BANNED SUBSTANCE ways any chemical substance that is defined by any statute equally a controlled substance or which may produce physical, mental, emotional, or behavioral modify in the user. The specific substances which are banned for purposes of this policy are set forth in Section 8.0.
- DRUG-Gratuitous WORKPLACE means every site for the performance of piece of work for or on behalf of the Urban center of Houston at which City employees and contractors are prohibited from engaging in the unlawful industry, distribution, dispensation, possession, auction, or use of drugs/banned substances.
- DRUG SCREENING/DRUG TESTING means a procedure to, at a minimum, screen and/or exam urine samples for the purpose of detecting the presence of amphetamines, cocaine metabolites, opiate metabolites, phencyclidine, and marijuana metabolites.
- LABORATORY ways a federal Department of Health and Human being Services (DHHS) certified laboratory authorized by the contractor to perform drug screening/testing.
- MEDICAL REVIEW Officer (MRO) ways a physician authorized by the contractor to review and interpret drug test results.
- ON DUTY means that fourth dimension period that constitutes a contractor's work day, or that fourth dimension period when whatever affected employee has been recalled to work.
- RANDOM ways a selection procedure (for drug testing) based on a scientific, unbiased method, lacking a definite or predetermined design.
- REASONABLE SUSPICION ways an articulable belief based on specific facts and reasonable inferences fatigued from those facts.
- SAFETY IMPACT POSITION means a contractor'due south employment position involving task duties that if performed with inattentiveness, errors in judgment, or diminished coordination, dexterity, or sophistication may effect in mistakes that could present a real and/or imminent threat to the personal wellness or prophylactic of the employee, co-workers, and/or the public.
vi.0 Responsibilities:
- All contractors are responsible for reviewing and complying with the Mayor's Amended Policy on Drug Detection and Deterrence (Mayor's Policy) and the Mayor's Drug Detection and Deterrence Procedures for Contractors (Executive Order) , developing and implementing a written drug-free workplace policy, and providing a copy of their drug-complimentary workplace policy to the contracting department'due south Contract Compliance officer for Drug Testing (CCODT) as designated past the contracting department in the Asking for Proposal.
- All contractors are required to complete and submit a Drug Policy Compliance Agreement and, if applicable, a Contractor's Certification of No Safety Impact Positions In Performance of a Metropolis Contract to the contracting department's CCODT before a City contract is awarded.
- All contractors are required to designate in writing all condom bear on positions, if any, within the visitor to be utilized in performing a Urban center contract. A contractor designating rubber impact positions pursuant to this Executive Social club shall:
- Obtain a facility to collect urine samples consistent with federal Department of Wellness and Homo Services (DHHS) guidelines,
- Obtain a DHHS certified laboratory to perform drug tests,
- Monitor and keep records of drug tests given and their results,
- Supply reports and documentation of drug tests given and/or results of such testing as requested by the City of Houston, and
- Submit semi-almanac and terminal Drug Policy Compliance Declarations to the contracting department'southward CCODT.
- If no safety bear upon positions accept been certified pursuant to this Executive Order, the contractor has a continuing obligation subsequently the initial certification to notify the Director of the City's Personnel Department if this situation changes and safety impact positions are established in the visitor to be utilized in performing Metropolis contracts, and to establish and implement boosted drug testing procedures for random testing in compliance with this Executive lodge.
- All contractor employees are responsible for reviewing and complying with this Executive Order and the contractor'due south ain policies and procedures for drug testing.
- Each Section Director is responsible for appointing a CCODT and giving written notice to each contractor of the engagement. The CCODT may exist someone other than the department'south contract administrator. The CCODT shall receive the contractor's required Drug Policy Compliance Agreement, Drug Compliance Declaration and/or Contractor'south Certification Of No Safety Impact Positions In Operation Of A City Contract (grade). The CCODT shall frontwards these agreements, declarations and/or certifications to the Managing director of Personnel with a report of the contractor's drug testing action.
- The Director of Personnel is responsible for maintaining all Drug Policy Compliance Agreements, Drug Compliance Declarations, and Contractor Is Certification Of No Rubber Impact Positions In Performance Of A City Contract forms received from each section'due south CCODT. The Director of Personnel shall develop the reporting format to exist used by the CCODT for the contractor drug testing activity. Additionally, the Manager of Personnel shall periodically prepare a report reflecting citywide contractor drug testing activeness.
7.0 Basis for Testing:
- Contractor drug procedures will stipulate the requirements for drug testing nether the post-obit circumstances:
Random - All contractor employees who perform job duties that are divers equally safety impact positions shall be subject area to random drug testing. All employees in positions defined every bit safety impact positions shall be eligible for each random selection. The contractor shall randomly drug test a number equal to at to the lowest degree 25% of the employees in safety impact positions annually. Drug testing shall be evenly distributed over the term of the contract or the twelvemonth, whichever is shorter. Contractors may enter into multi-contractor or multi-contract pooling arrangements, subject to the approving of the director (or designee) of the department involved, as long as those arrangements comply with the requirements of these procedures.
Reasonable suspicion - Contractors shall drug test employees when reasonable suspicion to test exists. "Reasonable suspicion" means an articulable belief based on specific facts and reasonable inferences drawn from those facts that an employee is under the influence of illegal drugs/banned substances. Specific designated acts or deport can create a reasonable suspicion or trigger a request for a drug screen. Circumstances which tin constitute a basis for determining reasonable suspicion may include, but are not limited to:
- Abnormal or erratic behavior on the part of the employee.
- Data provided by a reliable and credible source.
- Straight observation of drug use.
- Presence of the concrete symptoms of drug use (i.east., glassy or bittersweet eyes, slurred speech communication, poor coordination or reflexes).
- Employees reasonably suspected to be under the influence of drugs shall exist prevented from engaging in further work of any sort for the Urban center and will requite the contractor cause to subject them to firsthand drug testing in accordance with the procedures fix forth in this Executive Order.The City will cooperate in all aspects of supplying statements that might provide a basis for reasonable suspicion.
- Mail accident - The contractor drug policy shall mandate drug testing if an employee has been involved in a work related accident on a Urban center contract that involves an injury to himself or to another or causes property damage.
- A contractor'south drug policy is not limited to the drug testing criteria in these procedures and may be more stringent.
- Contractors may be subject to other drug testing related requirements as specified in their contract with the City of Houston.
8.0 Drug Testing Procedures:
- Contractors shall develop and follow their own drug testing procedures, if required to practise and so.
- When drug screening of employees is required or authorized under the contractor policy or procedures, a urinalysis test shall exist given to detect the presence of amphetamines, cocaine metabolites, opiate metabolites, phencyclidine, and for marijuana metabolites.
- Any drug screen under the provisions of this Executive order shall include a urinalysis test to detect the presence of the following drug groups:
| DRUG GROUP | Initial EMIT | Confirmatory GC/MS | |
| A. | Amphetamines | 1000 | |
| B. | Cocaine Metabolites | 300 | 150* |
| C. | Opiate Metabolites | 300 | |
| D. | Phencyclidine | 25 | 25 |
| Due east. | Marijuana Metabolites | 50 | 15** |
| * Benzoylecgonine | |||
| ** Delta 9 tetrahydrocannabinol - 9 - carboxylic acrid | |||
- An initial screening shall use the enzyme immunoassay techniques (EMIT) test and a confirmatory test shall use the gas chromatography/mass spectrometry (GC/MS) test. Both tests must be performed and confirmed positive by a Medical Review Officer before any discover of a positive exam result volition exist provided to the employee.
- At a minimum, contractors shall examination for the drugs/banned substances specified herein. The cutoff levels may be lower for the banned substances listed herein, merely shall non be higher than the levels in this Executive Order.
- Upon observing conduct that would give rise to a reasonable suspicion, a urban center supervisor shall communicate with the contractor contact person to inform that person of the factors constituting such reasonable suspicion.
- Every bit appropriate, if drug utilise is suspected by a contractor'south employee, the City has the authority to temporarily remove a contractor'southward employee off a task or require the contractor's employee to leave a Metropolis worksite if it is in the best involvement of the Metropolis to practice so. In such an instance, the Department Director or designee of the department holding the contract shall authorize the removal.
- All contractors shall adhere to this Executive Social club.
Contractors who take safety bear upon positions pursuant to this Executive Order shall file a completed Drug Policy Compliance Declaration on a semi-annual footing every bit stipulated in the Drug Policy Compliance Agreement with the contracting department's CCODT on or before 30 days post-obit the expiration of half-dozen months of performance under the contract or the completion of the contract if less than vi months.
Contractors may substitute Department of Transportation compliance that requires drug testing standards equal to or exceeding this Executive Order on a format approved by the Director of Personnel.
9.0 Possession of Drugs; Upshot of Possession:
- Contractor employees are prohibited from possessing, using, distributing, dispensing, manufacturing, selling or having in their possession or control whatever drug/banned substance while on duty on City premises, or while acting in the form and scope of their contract at whatsoever geographic location.
- Possession or control can include an employee'southward person or personal property if on Metropolis bounds, a contractor's motor vehicle/equipment under the employee'south control, or property provided past the contractor under an employee's control including, but not limited to tool boxes, lockers, desks, and files.
- An employee who is adamant to take violated this provision shall be treated in accordance with Section 10.i.
10.0 Consequence of Positive Examination Consequence:
- A contractor employee who has a confirmed positive test upshot pursuant to a drug test required by these procedures shall be permanently removed from any contract City worksite.
11.0 Result of Refusal to Consent to a Drug Test:
- Any contractor employee who refuses to consent to a drug examination after notification of the consequences of refusal shall be permanently removed from whatever contract City worksite.
- Any contractor employee who consents to a drug test only fails to appear timely at the drove site or who fails to requite their urine sample after reasonable opportunity to practise so, volition be considered as having refused to consent to a drug test and treated in accordance with this Section.
12.0 Consequence of Failure to Comply with this Executive Lodge:
- Whatever contractor who fails to comply with this Executive guild, to consummate, execute and submit the Drug Policy Compliance Agreement and, if applicable, the contractor's Certification of No Rubber Impact Positions In Performance of a Metropolis contract, the semi-annual Drug Policy Compliance Annunciation or whatsoever requested drug testing records timely if required to do so past this policy, shall exist considered in breach of contract and may be subject area to having the contract with the Metropolis of Houston terminated.
- Whatsoever contractor who falsifies any test records, reports or declarations required by this Executive Guild shall be considered in alienation of contract and the City of Houston contract will be terminated.
thirteen.0 Compliance with Laws:
- Contractors shall comply with all applicable laws regarding drug testing of employees. In the issue of a conflict between these procedures and an applicable drug testing police, the applicable police force shall prevail.
Off-white Campaign Ordinance:
The Urban center of Houston Fair Campaign Ordinance makes information technology unlawful for a contractor to offer whatever contribution to a candidate for City elective role (including elective officers and officers-elect). All respondents to a Request For Proposals must comply with Houston Code of Ordinance Chapter 18-36 every bit amended relating to the contribution and solicitation of funds for election campaigns. Provisions of this ordinance are provided in role in the paragraphs that follow.
Consummate copies may be obtained from the office of the Metropolis Secretary. Candidates for City office may neither solicit nor receive contribution except during a menstruum commencing 270 calendar days prior to an ballot for which a person is a candidate for such part and ending 90 agenda days after the election appointment, including run off elections if such candidate is on the ballot. Further, it shall be unlawful either for whatsoever person who submits a bid or proposal to contribute or offering any contribution to a candidate or for whatsoever candidate to solicit or accept any contribution from such a person for a period commencing at the time of posting of the City Quango coming together agenda including an item for the honour of the contract and ending upon the 30th day subsequently the honor of the contract by City Quango.
For the purpose of this ordinance, a CONTRACT is defined equally each contract having a value in excess of $30,000.00 that is let by the Urban center for professional services, personal services, or other goods or services of any other nature whether the contract is awarded on a negotiated ground, asking for proposal basis, competitive proposal footing or formal sealed competitive bids. The term CONTRACT includes proprietors of proprietorship, all partners of partnership, all officers and directors of corporations, and all holders of 10% or more of the outstanding shares of corporations. A Argument DISCLOSING THE NAMES AND BUSINESS ADDRESSES OF EACH OF THOSE PERSONS WILL Be REQUIRED TO BE SUBMITTED WITH EACH BID OR PROPOSAL FOR A CITY CONTRACT. Completion of the form entitled CONTRACTOR SUBMISSION LIST" will satisfy this requirement. Failure to provide this information may be cause for rejection of a bid or proposal.
Payments & Invoicing:`
To complete the process for doing business with the City, you must invoice the Urban center of Houston for the goods and/or services rendered.
Terms of Payment:
The City of Houston's standard payment term is to pay 30 days after receipt of invoice or receipt of goods or services, whichever is afterwards, according to the requirements of the Texas Prompt Payment Act (Tx. Gov't Code, Ch. 2251). However, the City will pay in less than 30 days in render for an early payment discount from vendor equally follows:
- Payment Fourth dimension - x Days: ii% Discount
- Payment Time - xx Days: 1% Discount
A vendor may elect not to offer a discount for early payment and the City volition make payment net 30 days. Discounts volition not be considered in the honour evaluation.
If the Metropolis fails to make a payment according to the early payment schedule above, but does make the payment within the fourth dimension specified by the Prompt Payment Act, the City shall non receive the discount, just shall pay no other penalisation. When the payment date falls on a Saturday, Sunday, or official holiday when City offices are closed and City business is not expected to be conducted, payment may exist fabricated on the post-obit business 24-hour interval.
Invoicing:
Invoices must be mailed to the department shown on the buy guild to avoid delays in payment. If you have payment problems contact the department's payables contact shown on the purchase order. Goods and/or services must be itemized as to quantity, part number, description and applicable discount. Invoices must evidence the department, segmentation or section to which the goods and/or services were rendered.
Virtually importantly:
Do not forget to show the City of Houston Purchase Social club Number on your invoice. (*Tip) To expedite payment, invoice exactly as shown on the purchase order. The Metropolis's automated purchasing and financial systems require a 3-style friction match of the purchase lodge, the receiver, and the invoice to complete a payment transaction. The City reserves the correct to send invoices back to vendors where purchase orders are not listed or where invoice lines do not match the lines on the buy order.
FAQs:
Site Usability FAQs
one. Can I be eligible to do business with the City of Houston without online registration?
No. In society to exist eligible to do business with the City of Houston, you must accept a valid online spider web account and Supplier/Vendor Number. That number can only exist issued subsequently you plant your online account, consummate the vendor registration form and submit your signed W-nine form to our function.
If you are not able to admission the Cyberspace from your identify of business or domicile, you can visit any Houston Public Library.
two. I've already registered with the City in the past just I can't log into the web site to view bids. What'due south going on?
If y'all registered before August 23rd, 2005, you accept probably only registered for a Vendor Number with the Metropolis. In order to view bids online, you need to get a Web Site Account. Click here to go to the Spider web Site Registration Form.
If you have already established a Web Site Account, your login user name will exist your email address. If yous accept forgotten your password, go to the Forgotten Password page to have it sent to you.
3. Is in that location any difference between a Supplier and a Vendor?
No. Supplier and Vendor are the aforementioned. Yous can refer to your Vendor Number as a "Supplier/Vendor" Number.
four. What's the difference betwixt the Vendor Registration Class and the Web Site Registration grade?
The Vendor Registration course allows you to apply for a City of Houston Vendor Number. This is required to do business with the City. A Vendor Number can take upwards v business days to be assigned.
The Web Site Registration grade is a short form that allows yous to get started viewing and downloading bid documents right away. You annals using your e-mail address as your login ID and a countersign of your choice. Approval is immediate.
5. Sometimes I get an mistake message after I log into the web site, when I'chiliad trying to view a particular bid.
This tin occur if "cookies" are being blocked. A web browser cookie is a pocket-size tag attached to each request you make inside the web site. Cookies are used to validate that you are logged in to the site when requesting pages. It is safe to enable cookies on our spider web site.
Cookies can be blocked by a number of unlike things such as:
- Your spider web browser
- A software firewall running on your machine (ZoneAlarm, etc.)
- An antivirus or security suite software running on your machine (Norton Internet Security, McAffe Security Suite, etc)
- A hardware firewall running betwixt your auto and our web server (possibly your company'south firewall)
Please consult your software or hardware's documentation to discover out how to disable Cookie-blocking or consult your company'due south IT staff.
6. How do I know the site is secure and other vendors can't see my bid?
Your bids are protected by the security mechanisms we've implemented in the site. Your unique login and password allow only yous to see your bids. Protect your password and do not share it with anyone.
As an additional security measure out, multiple layers of network firewalls (devices that prevent unauthorized entry to our network) protect all behest data. City personnel must exist authorized to have access to the organisation and are not allowed admission to see any bid data submitted by vendors until later on the bidding catamenia has airtight.
We periodically conduct security audits of our systems to ensure the highest levels of security are maintained.
Bid & RFP FAQs
one. How practice I detect out almost bids/proposals opportunities?
You can observe out about bids and RFPs daily via the City of Houston Procurement website at https://purchasing.houstontx.gov/bid_download.aspx. You tin search for Bids that interest you by using the Bids, RFPs & Tabulations Search Engine. Merely hover your mouse over the yellow Bids and RFPs area menu and select the Bids & Tabulations Search Engine item. In addition, you tin can brand an appointment with the assigned buyer to talk about a specific opportunity and express your interest. The agent's telephone number is listed on the Notice to Applicant Section of the bid/proposal package. Y'all may also refer to the online consummate listing of our Employee Directory for telephone numbers and electronic mail addresses.
2. Is there a fee for a bid parcel or proposal?
No, there is no fee to download and impress copies of bid packages.
3. Can I download bid/RFP documents without going through the bid registration process?
No. You will not be able to download whatsoever documents from our website without properly registering and submitting the mandatory online registration form. Make sure your cookies on your system are enabled and the privacy settings on your browser is set up to depression to avoid the re-registration process every time y'all need to download bid documents. The Web Site Registration Form allows you lot to create an account used to get access to online bids and bid documents. Information technology is too the business relationship used to place online bids. We practice not mail out or electronic mail copies of whatever bid documents or bid tabulations. All documents are available online for download and a hard re-create can be obtained from 901 Bagby.
Instructions on how to register for Bids & RFP downloads:
- Our website is compatible to any PC with Microsoft Windows Operating Organisation. You must use Internet Explorer IE 8.0 or higher. Apple Macintosh users may encounter issues with our online transactions
- Use Cyberspace Explorer to logon to the Strategic Purchasing website at https://purchasing.houstontx.gov
- Click on the Bids & RFPs tab
- Click on Online Bids and RFPs
- Scroll downwardly and notice the bid you are interested in downloading
- Click on the Bid Clarification
- Make full out the Bid Registration Form that appears on the screen
- If you have an issued City vendor number then enter information technology otherwise get out it blank until you obtain a vendor/supplier number
- Click inside the foursquare box located before the bid description you are intending to download. You can select and print multiple bids if you like
- Gyre down to the bottom of the folio and striking Submit
- The selected bids will now appear in a table and at this fourth dimension you demand to click on each Bid Clarification to movement on to the adjacent screen that lists the original bid document and any boosted clarification letters that the bid may have
- Click on the bid certificate listed under the field Document to open information technology
- Print it and bring it with you to the Pre-Bid Briefing Schedule
- Click on the Back button shown at the acme left corner of the screen to return to the previous screen to select and print whatever additional description letters that the bid may have and adhere them to the original bid document
- If y'all are downloading and printing more than than one bid, hitting the Back button twice to return to the screen labeled Confirmation Form to impress the additional bids you accept selected for download; otherwise, you are practically washed at this point and are registered for the bid you selected.
4. How do I discover out about bids for construction projects?
Construction projects under $500,000 are found at https://purchasing.houstontx.gov/bids.html.
The Houston Airdrome System and the Departments of Public Works & Engineering /Upper-case letter Projects are responsible for construction, architectural and engineering contracts over $500,000 in value for the City of Houston.
If you are interested in behest on these types of projects, you will demand to login to the Public Works & Engineering science Department Website: http://bidsets.publicworks.houstontx.gov/, or to the Houston Airport website: http://www.fly2houston.com/bidRFPAdvertisement.
Again, we highly encouraged interested bidders to attend the pre-bid or pre-proposal conferences. They will provide you with the opportunity to enquire specific questions and find out who is interested in bidding or proposing on a particular contract. You can also contact the assigned buyer for questions and further information about a specific bid or RFP.
5. Where do I turn in a bid or proposal?
All formal bids must be submitted past the specified due date and fourth dimension in duplicate to the Metropolis Secretarial assistant'due south Office, City Hall Annex, Public Level, (900 Bagby). The bid due appointment and time is specified in each bid/proposal package.
six. How practice I find data about a bid or RFP?
Attention the Pre-Bid or Pre-Proposal Conference will give you the opportunity to ask questions about the specifications and general terms and conditions. This conference also allows for your guidance to discover out who is interested in bidding or proposing on a detail contract, or y'all can contact the assigned buyer.
7. When and where exercise I locate your bid documents bid tabulations?
Bid tabulations are placed in the bid folder afterwards an laurels has been made by City Council. You can search for the bid folder by bid name or bid number through our Search Engine.
8. How do I get paid for services or appurtenances I provide to the City?
Submit your invoice to the billing department as specified on your purchase club. If yous do not submit your invoice to the proper billing address, payment will be delayed.
To ensure timely payment, your invoice must attach to these characteristics and include the post-obit:
- The City of Houston Buy Order Number
- Invoice exactly as shown on your City issued purchase order
- Appurtenances and/or services must exist itemized as to quantity, role number, description and applicative
discount - Invoices must evidence the section, division or section to which the goods and/or services
were rendered. - All invoices must be submitted in triplicate (The City's automated purchasing and fiscal
systems require a three-way match of the buy order, the receiver and the invoice to
consummate a payment transaction in a timely manner).
Vendor Help:
https://purchasing.houstontx.gov/Vendor_Help.aspx
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How Do You Register To Be A Vendor With Tx Dot,
Source: https://purchasing.houstontx.gov/guide.html
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