Procurement Division
Frequently Asked Questions
Unfortunately, the system only allows one account for each Employer Identification Number (EIN)/ Social Security Number (SSN).
Unfortunately, the system only allows one User ID and password per account.
NOTE: Only one account is allowed per vendor and only one e-mail address can be designated for bid notifications and password resets. Please make sure that this e-mail address belongs to the person who is best able to respond directly to solicitations or distribute the information to the appropriate person in the company.
The Become a Vendor page is located on the Purchasing website.
Log onto the SAePS portal and follow the instructions below:
NOTE: Only the e-mail address on file will receive the temporary password.
Contact the vendor support line at 210.207.0118 or e-mail Vendor Support.
The registration is complete when you:
Visit the SAePS Portal Login page to log back into the SAePS portal.
Refer to Change Information on Your Vendor Profile & Payment Record (PDF) for what forms or documents are needed to change your vendor information. Most changes require a Vendor Information Form (PDF) and W-9 (PDF). You can fax the information to 210.207.9778 or e-mail Vendor Support.
If you need to change your contact information, please call the Vendor Support line at 210.207.0118 or e-mail Vendor Support.
If you are receiving payment from the City of San Antonio, you must submit a W-9. Please send a copy of your W-9 to Vendor Support or by fax to 210.207.9778.
The contact information for Vendor Support is as follows: Phone: 210.207.0118 Fax: 210.207.9778 Email Vendor Support Hours: Monday – Friday 7:45 a.m to 4:30 p.m. Central Time
NOTE: Vendor requests and registrations are only processed during business hours.
The San Antonio e-Procurement System (SAePS) is an electronic procurement system that allows for the collaboration of vendors, buyers, and City employees on a single web-based dashboard. The City of San Antonio puts the majority of its bidding opportunities in SAePS, except for capital improvement (construction) projects. For information about capital improvement project opportunities, visit the City’s Bidding and Contracting Opportunities webpage.
Vendors interested in doing business with the City of San Antonio must register to view bid solicitations released in SAePS. Registering allows vendors to receive e-mail notifications of open solicitations for the National Institute of Governmental Purchasing (NIGP) Commodity Codes for which they have registered. Registering also allows vendors to submit a response to a solicitation from the City.
If you submitted your response electronically through SAePS, you are able to modify it before the solicitation closing deadline. Please see Edit a Previously Submitted Response (PDF).
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.
Yes, vendors can submit bids electronically through the SAePS Portal. However, some documents listed within a solicitation may require vendors to submit a hard copy.
Vendors can access copies of current contracts and tabulations on the Tabulations & Awards page.
You are able to see all solicitations available using the Other Bids feature on SAePS. Please see Access All Solicitations: Other Bids (PDF). If the bid notification was released prior to you completing your registration or if you were not registered for the NIGP code, you can also contact the Procurement Specialist listed on the advertisement and request to be added to the bidder’s list.
The successful bidder(s) of an annual contract is notified of award by letter from the City's Purchasing Division.
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.
Please refer to If You Have Problems Seeing Bid Information (PDF) or call Vendor Support at 210.207.0118.
Please visit the Bidding & Contracting Opportunities page and search by solicitation.
Most solicitation responses must be submitted electronically through SAePS or CIVCAST. For those that are not, 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.
Yes, vendors receive automatic bid notices directly from the City of San Antonio based on the NIGP codes they have registered for in SAePS. It is also beneficial for the vendor to monitor the Bidding & Contracting Opportunities page for all current opportunities.
To register for your 5-digit NIGP codes:
When you are done entering all your NIGP codes, click on Back to Main Screen and you will see the Spend Categories Registered.
NIGP Commodity Codes identify the products/services a vendor provides. The commodity/services coding structure was developed by the National Institute of Government Purchasing (NIGP). The Commodity Code offers a structure for standardized purchasing that is used by government agencies.
The Window on State Government NIGP Commodity Book page allows vendors to search for NIGP codes with a keyword search criteria. In addition, vendors can visit the NIGP Code Lookup page.
Standardized product and service codes allows COSA to:
Track spending to measure success of diversity goals specific to Small Business Enterprise (SBE) certification
If you have created a security question and answer in the portal, visit the SAePS Portal page and click on Get Support. You will be prompted to enter your User ID, the e-mail address on file, 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 e-mail Vendor Support.
Yes, the SAePS Portal is best viewed using Internet Explorer. Other recommended browsers include Edge, Chrome and FireFox.