Vendor Registration

House Bill 914, passed during the 2005 Texas legislative session, became effective January 1, 2006.  The bill added a new Chapter 176 to the Texas Local Government Code.  Chapter 176 requires certain local government officers and those doing business or seeking to do business with local governmental entities to publicly disclose specified relationships.  The new disclosure requirements apply to municipalities, such as the City of Sugar Land, counties, school districts and certain other local governmental entities. 

A complete text of Chapter 176 is available at the Local Government Code web site.

• Chapter 176 of the Local Government Code (Full Text)

Cities, local government corporations, city boards and commissions, city authorities, and almost every other type of political subdivision in Texas.

Any person who contracts or seeks to contract for the sale or purchase or property, goods, or services with the City of Sugar Land.  An agent of a person who contracts or seeks to contract for the sale or purchase of property, goods, or services with the City of Sugar Land.

The new law applies to all contracts for the sale or purchase or property, goods, or services without qualification as to whether the contract is written, verbal or implied.  Generally, any exchange of property, goods, or services for any other property, goods, services or money, between the City of Sugar Land and a person or business, regardless of whether evidenced by a written contract, invoice or a receipt, shall be considered a contract for purposes of Chapter 176.

Chapter 176 requires persons to whom it applies to disclose specified affiliations, business and financial relationships that such persons may have with covered City of Sugar Land officers.

A person doing business or seeking to do business with the City of Sugar Land must file Texas Ethics Commission (TEC) Form CIQ, Conflict of Interest Questionnaire, with the City no later than 7 days after the date the person begins contract discussion or negotiations with the City, or submits an application or response to a request for proposals or bids, correspondence, or another writing related to a potential agreement with the City. 

The questionnaire may be viewed, completed and submitted online by registered vendors.

To register as a City of Sugar Land Vendor, visit the page Vendor Registration. 

For those unable to submit the questionnaire online, a printable copy of the Form CIQ is available via the Texas Ethics Commission website.

A person subject to the requirements of Chapter 176 must file an updated questionnaire not later than September 1 of each year in which any of the activities required to be disclosed is pending and the 7th business day after the date anything occurs that would make the questionnaire on file incomplete or inaccurate.

The questionnaires will be filed with and maintained by the City Secretary.  If a person submits the questionnaire online, it will automatically be posted in a database maintained by the City Secretary. 

If a person is unable to submit a questionnaire online, paper copies of the questionnaire may generally be submitted to the City Secretary Office.  Individual transactions with the City, however, may carry different instructions for submitting the questionnaire.

A person who violates the requirements of Chapter 176 commits a Class C misdemeanor.  A Class C misdemeanor  is punishable by a fine of up to $500.

It is a defense to prosecution if the person required to file the questionnaire files it no later than the 7th business day after the date the person receives notice of a violation.

In addition to the information provided by a person doing business or seeking to do business with the City, City officers to whom the new law applies are required to file Texas Ethics Commission (TEC) Form CIS, Local Government Officer Conflicts Disclosure Statement, with the City Secretary for public viewing:

• When an officer or the officer’s family member has an employment or business relationship that results in taxable income with a person who has contracted with the City of Sugar Land or with whom the City of Sugar Land is considering doing business.
• When an officer or the officer’s family member receives and accepts one or more gifts with an aggregate value of $250 in the preceding 12 months from a person who conducts business or is being considered for doing business with the City of Sugar Land.
• A family member is defined as a person related to another person within the first degree by consanguinity (blood) or affinity (marriage) (e.g., spouse, father, mother, son, daughter, father-in-law, mother-in-law, son-in-law, daughter-in-law, etc.)
• Generally, gifts of food, lodging, transportation, or entertainment accepted as a guest, regardless of amount, do not have to be disclosed.

1. Name the person doing business with the City.
2. Check the box if you are filing an update to a previously file questionnaire.
3. Name each employee or contractor of the City who makes recommendation to a City officer with respect to expenditures of money AND describe the affiliation or business relationship.
   If no affiliation or business relationship exists, state "NONE"
4. Name each City officer who appoints or employs the City officers for whom this questionnaire is filed AND describe the affiliation or business relationship. 
   If no affiliation or business relationship exists, state "NONE"
5. Name of City officer with whom you have an affiliation or business relationship.  For each person listed under Question #4, complete page 2.  If answers to A, B, and C are NO, indicate the name of the City official, but do not complete section D.
6. Sign and date this form & submit to City of Sugar Land Purchasing Office via fax, in person or by mail (contact information below) OR submit form electronically through City of Sugar Land Online Vendor Registration.

The questionnaire must be filed on the 7th business day after the person:

• begins contract negotiations with the City; or
• submits to the City an application, response to a request for proposal or bid, or similar document for a potential City agreement.

Unless a person has previously filed a questionnaire between June 1 and September 1, the person must file an updated questionnaire by September 1 of that year if contract negotiations with the City are pending or the person’s response for a potential agreement is pending. 

The person must also file an updated questionnaire any time an event makes the previously filed questionnaire incomplete or inaccurate.

Any information you provide or that is provided by a City of Sugar Land Officer concerning you or your business under Chapter 176 is public information.

Any information provided by the City of Sugar Land is for informational purposes only. If you have concerned about whether Chapter 176 of the Texas Local Government Code applies to you or the manner in which you must comply, you should consult an attorney or contact your state senator or state representative.