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Contracting process

Contracting process

Seattle Housing Authority is bound by Washington State laws, U.S. Department of Housing and Urban Development (HUD) guidelines, and other local regulations. The Purchasing division also operates in accordance with purchasing rules, laws, and regulations of federal, state, and local governments.. SHA’s Purchasing division manages solicitations and contracts for Construction and maintenance, Consulting and professional services and Goods and supplies

See our Guide to Contracting [PDF]

Types of solicitations

Small purchases

Purchases under $2,000 require one reasonable quotation.

Informal solicitations

For most purchases estimated to be between $2,000 and $150,000 for construction and consulting and professional services, Purchasing staff will issue a request for written quotations to vendors. Written quotations will be received until the specified day and time indicated on the request.

Formal solicitations

As a general rule, an Invitation to Bid (ITB) or a Request for Competitive Proposals (RFCP) is used for construction projects estimated more than $150,000. A Request for Proposals (RFP) is used for Consulting and Professional Services estimated more than $150,000. A Request for Qualifications (RFQ) is used for Architect and Engineering Services estimated more than $150,000. 

Anyone interested in obtaining an ITB, RFCP, RFP or RFQ should contact the appropriate Buyer/Contract Administrator listed on the solicitation. Sealed bids/proposals/submittals must be received and time stamped by the Purchasing division prior to the submittal deadline. All late bids/proposals/submittals are returned to the vendor/offeror without being opened. Public bid openings are held in Seattle Housing Authority's Central Office at the specific time and date stated in the ITB. During the bid opening, only the name of the vendor and total amount is read aloud. Vendors are welcome to attend the bid openings.

Helpful hints for vendors
  • Complete a Vendor Fact Sheet [PDF] in order to do business with SHA
  • Allow sufficient time for mailing bids or proposals. Faxed proposals/bids are not accepted for formal solicitations. Hand delivery by the vendor or messenger is the preferred method. Vendors should not deliver the bid or proposal at the last minute and risk losing a contract.
  • SHA may cancel or withdraw a solicitation in whole or in part and reject any and all bids or proposals at any time prior to an award.
  • Samples of items, when called for in a solicitation, must be furnished at no expense to SHA. Samples not destroyed in testing will be returned to the bidder or offeror at their expense if requested within 30 days following opening of bids.
  • SHA reserves the right to determine the low bidder, either on the basis of the individual items, a group of items, or all items, and to make an award, either in whole or in part, unless otherwise provided in the solicitation.
  • SHA advertises its formal solicitations in the Daily Journal of Commerce.
  • Vendors may also check the local plan centers for information on current purchasing activities.
  • Do not accept orders without an authorized purchase order/contract number from the Purchasing division. Orders may be paid with a SHA purchasing card. To do otherwise is at your own risk.
  • Indicate the purchase order or contract number on all invoices, correspondence, and any related documents regarding a contract or purchase order.
  • Address all shipments according to the Delivery Instructions on the purchase order.
  • Vendors may ship partial orders and submit partial invoices, unless the purchase order or contract directs otherwise.
  • Address all invoices according to the Bill To instructions on the purchase order/contract. An incorrect billing address may cause a delay in payment.
  • Keep the Purchasing division informed of technological advances, and improvements in services and supplies with current catalogs and price lists.
  • Deal directly with the Buyer or Contract Administrator who purchases the commodity sold or the services provided by their company.
  • Do not offer any gift or gratuity to any SHA employee.