To become a vendor for the Port of Houston Authority, register on the Vendor Information System by clicking on the following link.  http://vis.poha.com/vis/external/default.asp

The Purchasing Department of the Port of Houston Authority is responsible for purchasing all goods and services necessary to maintain its facilities.  The Port of Houston Authority adheres to the Texas Water Code, Chapter 60 and other codes and laws for procurement. As a government entity, the Port of Houston Authority must adhere to such guidelines when purchasing goods and services.

Procurement methods

Informal procurement method

Texas Water Code,Chapter 60, Subchapter N requires formal competitive procurements only for items costing over $50,000.  Procurement of items under that amount is therefore considered “informal.
The Port Authority’s Vendor Information System (VIS) is the most common method used at the Port Authority for informal procurements.  The Port Authority uses the Vendor Information System to generate a procurement request with detailed specifications.  Registered vendors are able to enter prices and other relevant information online. Price alone does not determine which item is selected in Port Authority informal procurements. 
Regardless of informal method used, the responsible Port Authority staff member will select the item determined to provide the best value to the Port Authority and may consider the same selection criteria as are used in formal procurements, which include price, vendor reputation, safety, quality, benefit to the Port Authority, and small business participation.  Items such as professional services are selected based on the qualifications of the service provider.

Formal procurement method 

Please note: All documents necessary for vendors to provide sealed responses are available for download through the Vendor Information System.

Competitive Sealed Proposals (CSPs) are used for the purchase of individual goods or services or for construction projects.  CSP documents are available for download in the Vendor Information System.

Competitive Sealed Bids (CSBs) are used for damage claim repairs. CSB documents are available for download in the Vendor Information System.

Requests for Qualifications (RFQs) are outlined by Texas Government Code Chapter 2254 and are used for Professional Services and Consulting Services. Chapter 2254 lists the following as professional services: accounting, architecture, landscape architecture, land surveying, medicine, optometry, professional engineering, real estate appraising, professional nursing or provided in connection with the professional employment or practice of a person who is licensed or registered. RFQ documents are available for download in the Vendor Information System.

Advertising 

Chapter 60 of the Texas Water Code requires public notice of formal procurement packages (costing greater than $50,000).  A notice of the proposed purchase must be published once a week for two consecutive weeks in a newspaper with general circulation in each county in which the district or port authority is located. Port of Houston Authority notices appear in the Houston Chronicle Classified Section under "Bids and Proposals.”

Equivalent products

In order to reduce operating costs, the purchasing department encourages all vendors to offer lower-cost equivalent products of any items solicited whenever possible. There are some instances where safety considerations compel the Port Authority to reject equivalent products. However, the Port Authority generally encourages proposals that contain pre-approved lower-cost equivalent alternatives.

Become a registered vendor

Register as a vendor with the Port of Houston Authority by clicking on the Vendor Registration link: http://vis.poha.com/vis/external/default.asp followed by the Register Now link: http://vis.poha.com/vis/external/POHA.asp
IIf you need additional assistance, please call the Purchasing Department at 713-670-2460.

Additional information

Under no circumstances will late responses be accepted. Sealed responses received after the closing time on the date specified for receipt will be returned, unopened, to the vendor
The “Certificate of Residency” form must be completed and attached to all formal responses. Certain states impose a penalty on responses received from out-of-state businesses. The Texas Legislature enacted a law, Chapter 2252 of the Government Code, which imposes a penalty on responses equal to that imposed by the state where the response originates, if that state has such a policy. If the vendor’s home state does not impose such a penalty on out-of-state responses, then no penalty will be imposed.
The purchase order is the Port Authority’s official means of notifying the successful vendor of the purchase. Purchase orders awarded through the Vendor Information System are uploaded and available for the vendor to download. All other purchase orders are mailed.  Vendors are not authorized to deviate from the instructions printed on the purchase order.
All prices quoted are to include prepaid delivery charges to the location of the department requesting the goods or services.
All invoices should be directed to the Accounts Payable Department for processing.
T he Port of Houston Authority is exempt from all state and federal excise taxes, and state and local sales tax. Tax exemption certification is furnished by the Port Authority as part of all purchase orders..

Glossary of helpful terms

Purchase Order: A contract form sent to vendors requesting specific goods and services which contains detailed specifications concerning quantity, price, size, terms and conditions of the purchase, etc.

Annual Purchase Order: An order or agreement negotiated with the vendor for a set period of time, usually one year. It specifies what products or services may be purchased from the vendor and at what price.

Release Against Annual Purchase Order: A notice to the vendor to authorize delivery of part of the contracted merchandise under the annual purchase order.

Confirming Purchase Order: In an emergency, the Port Authority's Purchasing representative may call a vendor and request immediate shipment of merchandise. A confirming purchase order is then sent to formalize the sale, even though the goods have been shipped.

Informal Notification: An electronic notice from the Vendor Information System inviting vendors to submit pricing for goods or services.

Payment Bond: A bond for 100% of the contract price that is required by law for all construction projects in excess of $50,000. The purpose of the bond is to protect the subcontractors, material and equipment in case of non-payment by the general contractor.

Performance Bond: A bond equal to 100% of the contract amount guaranteeing the contractor will perform the scope of work set forth in the signed contract or forfeit said amount to the Port of Houston Authority. The bond is voided upon completion of the project.

Certificate of Residency: All prospective vendors must submit a certificate indicating the primary location and residency status of the company submitting the response. Preference is given to firms with a state of Texas residency.

Updated: 03/07/11

Port of Houston Authority
111 East Loop North • Houston, Texas 77029
P.O. Box 2562 • Houston, Texas 77252-2562
Phone: 713-670-2400

Copyright 2006 Port of Houston Authority • All Rights Reserved
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