Q: What is SAePS?
A: The San Antonio electronic Procurement system (SAePS) is an electronic procurement system that will change the way the City does business. This system allows for the collaboration of vendors, buyers and City employees on a single web-based, user-friendly dashboard
Q: SAePS supplier portal Internet Browser Specific?
A: Yes, the SAePS Portal certified browsers are Internet Explorer version 7 or 8 on a Windows XP operating system. Other browsers may work, such as, Google chrome or Firefox; however, full functionality may not be guaranteed. If you are using a Mac, it is recommended to download Internet Explorer.
Q: How do I access San Antonio eProcurement Vendor Registration?
Q: How do I log back into the SAePS portal?
Q: What are the hours and contact information for Vendor Support?
A: Vendor Registration will only be processed on normal business hours.
Vendor Support
Phone: 210-207-0118
Fax: 210-207-9778
Email:
vendors@sanantonio.gov
Hours: Monday – Friday 7:45 a.m to 4:30 p.m. CST
Q: Why do I need to register my company in SAePS supplier portal?
A: Procurement Vendors interested doing business with the City of San Antonio must register to view bid solicitations. Registering allows you to receive emails notifications of upcoming solicitations for the NIGP Commodity Codes for which you have registered. Registering also allows you to submit a response to a solicitation and receive a contract award from the City. Additionally, Vendors are able to maintain their own vendor information through the SAePS portal (i.e. contact, email, phone number).
Q: What is NIGP Commodity Codes?
A: The commodity/services coding structure developed by the National Institute of Government Purchasing (NIGP). The Commodity Code offers a structure for standardize purchasing for use by government agencies. The Commodity Code is in use throughout the country, including the State of Texas.
Q: Why NIGP Commodity Coding?
A: Use of standardized product and service codes will provide maximized benefits for COSA to include:
- Identifying suppliers for a bidder listing for specific products/services
- Standardize commodity/service descriptions
- Facilitate spend rollup at the item level, leading to more competitive bidding and foster greater opportunity for vendor outreach
- Cross-reference suppliers/commodities to identify areas of supplier recruitment
- Track spending to measure success of diversity goals specific to MBE/WBE certification
Q: Where can I go to search for my NIGP Commodity Codes?
A: Under the Purchasing and General Services website there is an NIGP Lookup with a keyword search criteria. You can search by a keyword specific to your product/service you are able to provide the City (i.e. janitorial) > click on search > you will notice three columns appear (Class, Item, Description). Review the description(s) and select the 5 digit commodity codes (Class and item) you are able to provide to the City.
Helpful Tips: be broad about your business and search by using multiple keywords.
You can also click on View All to review all commodities.
There is no limit on the amount of commodity codes you can register for; however, you will only want to register for the commodities your company can provide.
Direct Link:
https://webapps.sanantonio.gov/NIGPCodes/
Q: How do I register for my 5 digit NIGP Commodity Code(s)?
A: You must first be a registered vendor that has obtained a permanent User Id by the City of San Antonio.
Log into the SAePS Portal with your User ID provided by the city and password you created > click on Log on > Select the Spend Category Tab > Click on Add > Enter the 5 digit NIGP Commodity Code in Search product category > click Add > A message will display of Product Category ID xxxxx added successfully > When you are done entering all your commodity codes click on Back to Main Screen and you will see the Spend Categories Registered
Q: How do I know if I signed up for the correct NIGP Commodity Codes?
A: The City of San Antonio will continue to post a Synopsis of current RFx (solicitations) on the Purchasing and General Services website. The solicitation will list the NIGP Commodity Code(s) for that specific RFx (solicitation). It is the responsibility of the Vendor/Supplier to add the commodity code under "spend category" in their portal logon and contact the Procurement Specialist to add your company to the distribution list.
Direct Link
http://www.sanantonio.gov/RFPListings/
Q: How do I reset my password?
A: If you have created a security question and answer in the portal, then refer to the SAePS portal logon and under supplier logon problems click on Get Support. You will be prompted to enter your User ID, email address and the answer to your security question.
If you did not create a security question and answer, please contact the vendor support line at 210-207-0118 or email
vendors@sanantonio.gov.
Q: How do I update my vendor information?
A: If you are changing contact information, you can make the change by logging into the SAePS portal and click on SRM User Settings > Click Edit > make your changes > click save.
If your Business Name had a name change, address change, new Tax ID number, you must submit a letter in writing on company letterhead stating the changes with an updated W9. You can fax the information to 210-207-9778 or email
vendors@sanantonio.gov.
Q: Do I need an email address for my registration?
A: Yes, A valid E-mail address is required. Failure to supply a valid E-mail address will delay your registration and in some cases result in removal from the system. In order to assure you receive the City of San Antonio notifications we suggest using a generic company email or one accessible by more than one person.
Your registration status will be sent to your E-mail address upon successful completion of the supplier registration process. If you do not receive an e-mail from the City of San Antonio within 2 working days, please contact the vendor support line at 210-207-0118 or email
vendors@sanantonio.gov.
Q: Can I have multiple users for my account?
A: Log onto the SAePS portal > under detailed navigation click on Portal Personalization > click on Modify > In the General Information tab Enter your security question and Security Answer > Click Save (Note: the email address listed in this section will receive the password via-email)
Q: How do I create my security question?
A: Log onto the SAePS portal > under detailed navigation click on Portal Personalization > click on Modify > In the General Information tab Enter your security question and Security Answer > Click Save (Note: the email address listed in this section will receive the password via-email)
Q: If I do not have Internet access for my company, where can I register?
A: SAePS is an electronic method of conducting business transactions; therefore, Internet Access is required. If you do not have Internet access available at your business or home, please be advised that most Public Library have computers available for use with Internet Access. Please note: Employees at the Public Library cannot provide registration assistance.
Or you may contact the Vendor Registration line at (210) 207-0118 or send an email to
vendors@sanantonio.gov to schedule an appointment.
Q: How do I get a free copy of Adobe Reader?
A: Adobe Reader will be available for you to download COSA bids. If you do not have Adobe Reader please click on the following link
Adobe Reader Download.
Q: How do I know if my registration is completed?
A: If you have received a permanent User ID (Vxxxxxxxx) and have created a password successfully and log into the portal and completed the Vendor Information tab and Spend Category tab (NIGP Commodity Codes) then you have successfully completed your vendor registration.
The SAePS vendor registration does not preclude the requirement to provide a W9 form
IRS Web site. Please send a copy of your W9 to
Vendors@sanantonio.gov or fax 210-207-9778, or mail to
Purchasing and General Services Dept
Attn: Vendor Registration
111 Soledad Suite 1100
San Antonio, TX 78205
Q: How do I know if my company is a registered vendor?
A: Contact Vendor Support at 210-207-0118 or email
Vendors@sanantonio.gov
You will be asked to verify your last four digits of your tax id number.
Q: Is a W9 required?
A:
Yes, all vendors receiving payment from the City of San Antonio must submit a W9. Please send a copy of your W9 to
Vendors@sanantonio.gov or by fax 210-207-9778
Either your Social Security Number (SSN) or Employer Identification Number (EIN) issued by the IRS is REQUIRED for registration. The information on the IRS W9 tax form must match the information listed on the CVR form as required by the Internal Revenue Service.
- To obtain an EIN number, go to the IRS Web site or contact by phone at 800-829-4933. Foreign address suppliers (addresses outside the continental USA including the states of Alaska and Hawaii) should contact IRS at 215-516-6999. The Comptroller's office takes a proactive approach in the prevention of identity theft and does not accept social security numbers for registration.
Contact Vendor Support at 210-207-0118 or email vendors@sanantonio.gov
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