Q: How can I register as a vendor for the City?
A:
All vendors/suppliers doing business with the City of San Antonio will be required to register through SAePS Vendor Registration.
All City of San Antonio solicitations will be sent via e-mail.
- 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 COSA notifications we suggest using a generic company email or one accessible by more than one person.
- If you do not have an email address, you can create an email by using Gmail, hotmail, yahoo for free or any other provider available to you.
Additionally, during your registration and in order to receive notifications of solicitations for Goods & Services, you will need to select which
NIGP Commodity Codes your business can provide Goods & Services. You may want to select multiple Classes and/or Items, go to NIGP Commodity Book write down the Classes and/or Items you are interested in providing. You will ONLY receive COSA solicitations based on the NIGP Commodity codes you choose.
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.
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. Please call the Vendor Registration line at (210) 207-0118 or send an email to
saeps@sanantonio.gov for assistance.
Your Federal Tax ID issued by the IRS is required for registration. The information on the IRS W9 must match the information entered onto the SAePS Vendor Registration. Failure to provide accurate information can delay your registration and in some cases result in removal from the system.
Start Registration
Q: How can I obtain a copy of the current contract or bid tabulation?
A: You can access bidding and contracting opportunities on the
City’s website.
Q: Where can bidders drop off bid proposals?
A: Sealed bids and proposals must be received at the location specified in the solicitation document prior to the due date and time or they will be considered non-responsive. Bids and proposals received after the due date/time will not be accepted.
Q: Can we submit bids electronically?
A: Not at this time. We currently require hard copy information.
Q: How do I protest a bid?
A: Any bidder who is adversely affected in connection with the solicitation, evaluation, or proposed award of a contract may file a protest with the Director of Purchasing & General Services and appeal any adverse decision to the City Manager of the City of San Antonio.
Vendor must deliver a written notice of protest to the Purchasing & General Services Director within seven (7) calendar days of the posting of the intent to award. If the vendor does not file a written notice within this time; the vendor will have waived all rights to formally protest the intent to award. It is the vendor’s responsibility to check the City’s website posting.
Q: When will bids open?
Q: Will I be notified of bid opportunities once I am registered?
A: No, vendors will not receive automatic bid notices directly from the City of San Antonio at this time. It is the responsibility of the vendor to monitor the City’s web page under the Business tab for bidding and contract opportunities.
Purchasing makes available a complete list of formal bid documents and proposals at:
http://epay.sanantonio.gov/RFPListings. All documents are available as downloadable Adobe pdf files, free of charge. Many of the files are over 500k in size. To avoid problems, you may download the file to your computer without viewing it online (simply right click your mouse over the document name, select "Save Link As"). Addendums will be added to this page as they become available.
In addition, the City utilizes the services of DemandStar by Onvia for notification and distribution of bid packages. Vendors may utilize the services of Onvia DemandStar if notification of City bids is desired. For more information, you may visit their website at
http://www.demandstar.com or contact them by phone at (800) 711-1712.
Q: How will I be notified if I am the successful or unsuccessful bidder?
A: The successful bidder(s) of an annual contract is notified of award by letter from the City's Purchasing & General Services Department.
For professional service discretionary solicitations, the City will notify every respondent of the tentative date that City Council will consider the contract and whether or not their firm will be recommended for award.
Q: Can I change my bid?
A: Sealed bids cannot be changed by the City or the bidder once they have been opened and read publicly.The City may seek clarification in some instances, but not to change or alter the bid that was submitted. Submit bids that reflect the best price your firm can offer and the delivery times that you can meet. Some solicitations include penalties/liquidated damages for late delivery of products. Ability to perform under the contract will be subject to evaluation and may affect future awards.
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