Strategic Procurement Division

Bids/RFPs FAQs

Bids/RFPs FAQs:

 

How do I find out about bids/proposals opportunities?
You can find out about bids and RFPs daily by utilizing the website for the City of Houston Purchasing at http://purchasing.houstontx.gov/bid_download.aspx. You can search for Bids that interest you by using the Bids, RFPs & Tabulations Search Engine. Simply hover your mouse over the yellow Bids and RFPs area menu and select the Bids & Tabulations Search Engine item. Additionally, you can make an appointment with the assigned buyer to talk about a particular opportunity and to let them know of your interest and capabilities in meeting the needs of the City. Their phone number is listed on the Notice to Bidder Section of the bid/proposal package. You may also refer to the online complete listing of our employee directory for phone numbers and email addresses.

 


Is there a fee for a bid package or proposal?
No, there is no fee to download and print copies of bid packages.

 


Can I download bid/RFP documents without going through the bid registration process?
No. You will not be able to download any 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 to low to avoid the re-registration process every time you need to download bid documents. The Web Site Registration Form allows you to create an account used to get access to online bids and bid documents. It is also the account used to place online bids. We do not mail out or email copies of any bid documents or bid tabulations. All documents are available online for download and a hard copy can be obtained from 901 Bagby at the fee specified above. Here are the instructions on how to register for Bids & RFPs downloads:

  • Our website is compatible to any PC with Microsoft Windows Operating System. You must use Internet Explorer IE 8.0 or higher. Apple Macintosh users may encounter problems with our online transactions
  • Use Internet Explorer to logon to the Strategic Purchasing website at http://purchasing.houstontx.gov
  • Click on the Bids & RFPs tab
  • Click on Online Bids and RFPs
  • Scroll down and find the bid you are interested in downloading
  • Click on the Bid Description
  • Fill out the Bid Registration Form that appears on the screen
  • If you have an issued City vendor number then enter it otherwise leave it blank until you obtain a vendor/supplier number
  • Click inside the square box located before the bid description you are intending to download. You can select and print multiple bids if you like
  • Scroll down to the bottom of the page and hit Submit
  • The selected bids will now appear in a table and at this time you need to click on each Bid Description to move on to the next screen that lists the original bid document and any additional clarification letters that the bid may have
  • Click on the bid document listed under the field Document to open it
  • Print it and bring it with you to the Pre-Bid Conference Schedule
  • Click on the Back button shown at the top left corner of the screen to return to the previous screen to select and print any additional clarification letters that the bid may have and attach them to the original bid document
  • If you are downloading and printing more than one bid, hit the Back button twice to return to the screen labeled Confirmation Form to print the additional bids you have selected for download; otherwise, you are practically done at this point and are registered for the bid you selected.

 


How do I find out about bids for construction projects?
Construction projects under $500,000 are found at http://purchasing.houstontx.gov/bid_download.aspx. However, the Houston Airport System and the Public Works & Engineering Department Capital Projects are responsible for construction, architectural and engineering contracts for the City of Houston over $500,000 in value. If you are interested in bidding on these types of projects, you will need to login directly to the Public Works & Engineering Department Website @ http://bidsets.publicworks.houstontx.gov/, or the Houston Airport System Website @ http://www.fly2houston.com/bidRFPAdvertisement. You are highly encouraged to attend the pre-bid or pre-proposal conferences. They provide you the opportunity to find out who is interested in bidding or proposing on a particular contract. You can always contact the assigned buyer for any information you need.

 


Where do I turn in a bid or proposal?
All formal bids must be submitted by the specified due date and time, in duplicate, to the City Secretary’s Office, City Hall Annex, Public Level, (900 Bagby). The bid due date and time is specified in each bid/proposal package.

 


How do I find information about a bid or RFP?
Attending 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 find out who is interested in bidding or proposing on a particular contract, or you can contact the assigned buyer.

 


When and where do I locate your bid documents bid tabulations?
Bid tabulations are placed in the bid folder after an award has been made by City Council. You can search for the bid folder by bid name or bid number through our Search Engine.

 


How do I get paid for services or goods I provide to the City?
Submit your invoice to the billing department as specified on your purchase order. If you do not submit your invoice to the proper billing address, payment will be delayed. Do not forget to show the City of Houston Purchase Order Number on your invoice to expedite payment, and invoice exactly as shown on the purchase order. All invoices must be submitted in triplicate. Goods and/or services must be itemized as to quantity, part number, description and applicable discount. Invoices must show the department, division or section to which the goods and/or services were rendered. The City’s automated purchasing and financial systems require a three-way match of the purchase order, the receiver and the invoice to complete a payment transaction in a timely manner.