Contracting process

Seattle Housing Authority is bound by U.S. Department of Housing and Urban Development (HUD) guidelines, Washington State laws and other local regulations. The Purchasing division also operates in accordance with purchasing rules, laws, and regulations of federal, state, and local governments. SHA’s Purchasing division manages solicitations and contracts for Construction and maintenance, Consulting and professional services and Goods and supplies

Contracts are only accepted by SHA if signed by a person authorized to obligate funds and execute contracts for SHA. The Executive Director and the Procurement and Contracts Manager are authorized to sign contracts on behalf of SHA. No person is authorized to sign a contract unless the authority to do so has been formally delegated in writing by the Executive Director or the Procurement and Contracts Manager.

See our pdf iconGuide to Contracting 

Small purchases

Most purchases under $10,000 require one reasonable quotation.

Informal solicitations

For most purchases estimated to be between $10,000 and $250,000, Purchasing staff will issue a request for written quotations to vendors or contractors. Written quotations should be received by the specified day and time indicated in the request.

Formal solicitations

As a general rule, an Invitation to Bid (ITB) or a Request for Competitive Proposals (RFCP) is used for construction projects estimated to be more than $250,000. A Request for Proposals (RFP) is used for Consulting and other Professional Services estimated to be more than $250,000. A Request for Qualifications (RFQ) is used for Architect and Engineering Services estimated to be more than $250,000. 

Anyone interested in obtaining an ITB, RFCP, RFP or RFQ should contact the appropriate Buyer/Contract Administrator listed on the solicitation. Sealed bids/proposals/submittals must be received by the Purchasing division prior to the submittal deadline. All late bids/proposals/submittals are returned to the bidder without being opened. Public bid openings for ITBs are held at the specific time and date stated in the ITBs. During the bid opening, only the name of the bidder and total amount is disclosed. Bidders are welcome to attend the bid openings.

  • Complete a Vendor Fact Sheet [PDF] in order to do business with SHA.
  • Allow sufficient time for submitting bids or proposals. Faxed proposals/bids are not accepted for formal solicitations. Preferred method of submission is stated in the solicitation. Vendors should not deliver the bid or proposal at the last minute and risk losing a contract.
  • SHA 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 SHA. Samples not destroyed in testing will be returned at the bidder's expense if requested within 30 days following opening of bids.
  • SHA 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.
  • SHA 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 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 SHA employee.