Purchasing Guidelines

The Purchasing Division is responsible for all procurement activities of the Seattle Housing Authority. The division implements SHA procurement guidelines, solicits bids, initiates requests for proposals, issues purchase orders, and establishes contracts for construction, consultant and professional services and the purchase of goods and other services. 

As a public housing authority, SHA is bound by Washington State laws, HUD guidelines, and other local regulations. Thus, the Purchasing Division operates in accordance with purchasing rules, laws, and regulations of federal, state, and local governments. As a general rule, Purchasing follows these guidelines: 

Small Purchases Purchases of goods and services up to $2,000 require one quotation. 

Informal Solicitations For most purchases estimated to be between zero and $100,000 for construction, and between $2,000 and $100,000 for goods and services, the Purchasing staff will issue a request for verbal or written quotations to vendors. Verbal quotations may be given over the telephone or may be requested and replied to via fax.  Written quotations will be received until the specified day and time indicated on the request.  

Formal Solicitations An Invitation for Bids (IFB) or a Request for Proposals (RFP) is used for purchases of goods and services estimated at $100,000 or more. As a general rule, an IFB is used for construction projects estimated at $100,000 or more. All formal competitive solicitations are advertised in the Seattle Daily Journal of Commerce. In addition, IFBs and RFPs are usually sent to the Seattle area plan centers and mailed directly to potential vendors/offerors. 

Anyone interested in obtaining an IFB or RFP should contact the appropriate Buyer/Contract Administrator in the Purchasing Division. Sealed bids/proposals must be received and time stamped by the Purchasing Division prior to the submittal deadline. All late bids/proposals are returned to the vendor/offeror without being opened. Public bid openings are held in SHA’s Central Office at the specific time and date stated in the IFB. During the bid opening, only the name of the vendor and total amount is read aloud. Vendors are welcome to attend the bid openings. 

Small Works Roster SHA has established a Small Works Roster for construction, repair, and alteration projects under $100,000. The roster was initially established based on public advertisement, and is publicly re-advertised annually. Additional qualified contractors are added upon request anytime during the year. To receive a Small Works Roster application, please contact Purchasing at (206) 615-3374. 

SHA will generally issue payment for goods and services received within 30 days of receipt of an invoice or pursuant to the terms of the specific contract, if different from this general policy.