Please be aware of your position’s signature authority (approval limit) when considering how to move forward with any potential purchase.
You will receive emails documenting all quotes requested and received through Pavilion, so that you can include this documentation in your Requisitions.
Requested purchases utilizing an existing cooperative/ piggybacked contract must include the vendor’s name, contract number, and contracting entity (cooperative name) on the vendor’s quote or bid. This information must be printed there by the vendor and cannot be added or assumed by Township staff.
All this information is available in the "Contract Overview" for any contracts you find on Pavilion. You can copy this information and include a link to the contract records on Pavilion, for ease of reference.
The requesting department is responsible for reviewing the details and pricing of the cooperative contract as needed to ensure the vendor is honoring the terms. The Purchasing Dept. shall confirm that any cooperative contract submitted for use has been awarded to that vendor and remains active, and is valid for the specific purchasing request on its face (prima facie).
The completed Requisition shall be submitted to the Purchasing Department for approval and issuance of a Purchase Order prior to making the purchase. Staff should not presume automatic approval of any Requisition by their supervisors, nor automatic conversion of any Requisition by Purchasing.
The Purchasing Department has populated a list of approved contract sources on Pavilion to help control search results, as well as on the Township website here.
The Woodlands Township does not maintain a central ‘authorized vendor list’, nor does it require potential consultants, service providers, vendors, contractors, or suppliers to register with Finance to do business with the Township. Rather, the Township utilizes a decentralized purchasing model wherein department-level staff procure most goods and services according to State of Texas procurement and bidding requirements, Township financial policy, staff authorization limits, and budgetary restrictions.
Purchasing does maintain vendor information within the financial software, including adding new vendors to the system as needed and safeguarding that information from unapproved changes. No new vendor will be added without a current, signed, and dated W-9 including FID (or SSN, as applicable).
Pavilion is a free resource available to The Woodlands Township that makes it easy to find vendors and contracts that were awarded through cooperatives that the Township is a member of.
The requesting department shall be responsible for obtaining from the selected vendor the necessary affidavits, insurance certificates, proof of proper licenses, trade certificates, permits, bid and performance bonds, etc., as the work may require – and continue to do so annually as needed. In short, the contracting department staff are the Contract Managers.
The Woodlands Township may require insurance coverage from the vendor selected for award as may be deemed reasonably necessary to protect the best interest of the Township. Awards may be contingent upon submission of required insurance coverage and performance and payment bonds, i.e., execution of a contract with the Township. If the vendor selected for award fails to fulfill these requirements, the department’s EMT member or the President/CEO may declare the vendor in default, terminate the contract, and re-award the contract.
Please be aware of your position’s signature authority (approval limit) when considering how to move forward with any potential purchase.
You will receive emails documenting all quotes requested and received through Pavilion, so that you can include this documentation in your Requisitions.
Requested purchases utilizing an existing cooperative/ piggybacked contract must include the vendor’s name, contract number, and contracting entity (cooperative name) on the vendor’s quote or bid. This information must be printed there by the vendor and cannot be added or assumed by Township staff.
All this information is available in the "Contract Overview" for any contracts you find on Pavilion. You can copy this information and include a link to the contract records on Pavilion, for ease of reference.
The requesting department is responsible for reviewing the details and pricing of the cooperative contract as needed to ensure the vendor is honoring the terms. The Purchasing Dept. shall confirm that any cooperative contract submitted for use has been awarded to that vendor and remains active, and is valid for the specific purchasing request on its face (prima facie).
The completed Requisition shall be submitted to the Purchasing Department for approval and issuance of a Purchase Order prior to making the purchase. Staff should not presume automatic approval of any Requisition by their supervisors, nor automatic conversion of any Requisition by Purchasing.
The Purchasing Department has populated a list of approved contract sources on Pavilion to help control search results, as well as on the Township website here.
The Woodlands Township does not maintain a central ‘authorized vendor list’, nor does it require potential consultants, service providers, vendors, contractors, or suppliers to register with Finance to do business with the Township. Rather, the Township utilizes a decentralized purchasing model wherein department-level staff procure most goods and services according to State of Texas procurement and bidding requirements, Township financial policy, staff authorization limits, and budgetary restrictions.
Purchasing does maintain vendor information within the financial software, including adding new vendors to the system as needed and safeguarding that information from unapproved changes. No new vendor will be added without a current, signed, and dated W-9 including FID (or SSN, as applicable).
Pavilion is a free resource available to The Woodlands Township that makes it easy to find vendors and contracts that were awarded through cooperatives that the Township is a member of.
The requesting department shall be responsible for obtaining from the selected vendor the necessary affidavits, insurance certificates, proof of proper licenses, trade certificates, permits, bid and performance bonds, etc., as the work may require – and continue to do so annually as needed. In short, the contracting department staff are the Contract Managers.
The Woodlands Township may require insurance coverage from the vendor selected for award as may be deemed reasonably necessary to protect the best interest of the Township. Awards may be contingent upon submission of required insurance coverage and performance and payment bonds, i.e., execution of a contract with the Township. If the vendor selected for award fails to fulfill these requirements, the department’s EMT member or the President/CEO may declare the vendor in default, terminate the contract, and re-award the contract.
