Overview of Contracting/Purchasing
Seattle Housing Authority is bound by Washington State laws, U.S. Department of Housing and Urban Development (HUD) guidelines, and other local regulations. The Purchasing division also operates in accordance with purchasing rules, laws, and regulations of federal, state, and local governments. Download a printable version of the Guide to Contracting with Seattle Housing.
Purchases of goods and services costing $3,000 or less for federal funding or $10,000 or less for non-federal funding require one quotation.
For most purchases estimated to be between $2,000 and $150,000 for construction, 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.
An Invitation for Bids (IFB) or a Request for Proposals (RFP) is used for purchases of goods and services estimated more than $150,000. As a general rule, an IFB is used for construction projects estimated more than $150,000.
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 Seattle Housing Authority'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.
Seattle Housing Authority utilizes the Small Works Roster maintained by the Municipal Research Services Center (MRSC) for its small construction/maintenance contracts estimated at $300,000 or less and the Consultant Roster maintained by the Municipal Research Services Center (MRSC) and the City of Seattle for its small consultant/services contracts estimated at $150,000 or less.
Register for FREE at MRSC Rosters and select Seattle Housing Authority in your account. All companies on the roster must meet the agency's minimum qualifications of licensing, bonding, and insurance and not be on any state or federal debarment lists.
Payment for goods and services
Seattle Housing Authority 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.
Seattle Housing Authority provides its complete list of procurement policies in PDF format (892 KB) as well as any amendments (62 KB) to the procurement policies since the date of last issuance. Download Adobe Reader.
Helpful hints for vendors
- Complete a Vendor Fact Sheet in order to do business with Seattle Housing Authority. Download the Vendor Fact Sheet in PDF format (145 KB). Download Adobe Reader.
- Allow sufficient time for mailing bids or proposals. Faxed proposals/bids are not accepted for formal solicitations. Hand delivery by the vendor or messenger is the preferred method. Vendors should not deliver the bid or proposal at the last minute and risk losing a contract.
- Seattle Housing Authority may cancel or withdraw a solicitation in whole or in part and reject any and all bids or proposals at any time prior to an award.
- Samples of items, when called for in a solicitation, must be furnished at no expense to Seattle Housing Authority. Samples not destroyed in testing will be returned to the bidder or offeror at their expense if requested within 30 days following opening of bids.
- Seattle Housing Authority reserves the right to determine the low bidder, either on the basis of the individual items, a group of items, or all items, and to make an award, either in whole or in part, unless otherwise provided in the solicitation.
- Seattle Housing Authority advertises its formal solicitations in the Daily Journal of Commerce.
- Vendors may also check the local plan centers for information on current purchasing activities.
- Do not accept orders without an authorized purchase order/contract number from the Purchasing division. Orders may be paid with a SHA purchasing card. To do otherwise is at your own risk.
- Indicate the purchase order or contract number on all invoices, correspondence, and any related documents regarding a contract or purchase order.
- Address all shipments according to the Delivery Instructions on the purchase order.
- Vendors may ship partial orders and submit partial invoices, unless the purchase order or contract directs otherwise.
- Address all invoices according to the Bill To instructions on the purchase order/contract. An incorrect billing address may cause a delay in payment.
- Keep the Purchasing division informed of technological advances, and improvements in services and supplies with current catalogs and price lists.
- Deal directly with the Buyer or Contract Administrator who purchases the commodity sold or the services provided by their company.
- Do not offer any gift or gratuity to any Seattle Housing Authority employee.