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1. Are sealed bids and sealed proposals accepted via fax?

No, sealed bids and proposals are not accepted via fax?

2. Does the city have any insurance requirements for service contractors?

The city has established contractor insurance requirements based on service being provided, the associated costs for that service and the risk to the city upon the contractor performing the service.

Certificates of Insurance should be mailed to:
City of Sugar Land - Purchasing Office
P.O. Box 110
Sugar Land, TX 77487-0110

3. How does a company go about getting on the city's bid list?

For expenditures totaling less than $50,000, the city subscribes to the philosophy of decentralized purchasing, whereby most authorized purchases of goods and services are the responsibility of the individual departments. For these items, please contact the individual departments directly. Expenditures for goods and services totaling more than $50,000, unless exempt under state law, are made through Invitation to Bid (ITB), Request for Proposal (RFP), Request for Qualifications (RFQ).

For vendor registration information, click here.

4. How must a person disclose the information required by Chapter 176?

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 seven 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.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 seventh business day after the date anything occurs that would make the questionnaire on file incomplete or inaccurate.

5. Is there a defense to prosecution?

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

6. Should sales tax be included in bids or quotations?

The city is exempt from sales tax; please do not include it.

7. To what type of contracts does Chapter 176 apply?

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.

8. What are the consequences of violating Chapter 176?

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.

9. What information must a person doing business or seeking to do business with the City of Sugar Land disclose?

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.

10. What is Chapter 176 of the Texas Local Government Code?

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 website.

11. What local governmental entities are subject to Chapter 176?

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

12. What other information must be disclosed about a person doing business or seeking to do business with the City of Sugar Land under Chapter 176?

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.

13. What vendors doing business with the City of Sugar Land are subject to Chapter 176?

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.

14. Where should sealed bids / sealed proposals be submitted to?

Please submit these items to:

• City of Sugar Land - City Secretary's Office
2700 Town Center Blvd. N., Suite 122
• Sugar Land, Texas 77479

15. With whom should the questionnaire be filed?

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.