Doing Business with EAA
The Procurement Department is responsible for providing assistance to EAA departments in securing goods and services in the most economical, efficient, and timely manner possible. The procurement process allows for competition between potential vendors and contractors in accordance with local, state and federal laws and regulations, sound internal controls and professional purchasing.
The EAA has a Minority & Women-Owned Business Enterprise Program (MWBE) that has a goal to award 30% of all EAA Contracts to M/WBE Vendors. Please visit the MWBE page to learn more about our MWBE Program and Inclusion Initiative.
The EAA uses DocuSign® to securely obtain the information required for vendor registration. By clicking the link(s) below, you will be able to complete the vendor registration forms, digitally sign and submit them securely to the EAA Finance Department from your desktop/laptop, tablet or mobile phone. As an alternative, you can download the forms, print, sign and mail to the EAA Finance Department at 900 E. Quincy St., San Antonio, TX 78215 or fax to the EAA Finance Department at (210) 222-9869.
NEW Vendors: To become a registered vendor with the EAA, Vendors must complete the forms included in the New Vendor Packet. If you have any questions, please contact the EAA Finance Associate at (210) 222-2204 ext. 135.
- New Vendor Packet – Secure Link or Download
EXISTING Vendors: If you are currently an EAA vendor and need to update one of your vendor related forms, please select the form below to securely update online or download, print, sign and return to the EAA Finance Department.
- Vendor Information – Secure Link or Download
- Conflict of Interest Questionnaire – Secure Link or Download
- W9 – Secure Link or Download
- ACH Deposit Form – Secure Link or Download
REMEMBER: Please DO NOT EMAIL any vendor forms to the EAA. Information on various forms could contain sensitive personal information. Keep your personal information secure!
Conflicts of Interest
Vendors agrees to comply with the conflict of interest provisions of the Chapter 176 of the Local Government Code, which requires sellers to submit this form. Vendors agrees to maintain up-to-date disclosure of interest form on file with the Procurement Department throughout the term of any contract.
The Procurement Process
The EAA makes purchases on the open market, by informal or formal requests, or utilizing cooperative contracts.
The EAA makes purchases based on dollar ranges:
Purchases made based on an informal request with a minimum of three quotes, with attempts made to obtain at least two quotes from a certified Women or Minority Owned Business.
|Direct Purchase||Informal Solicitations||Formal Solicitations|
|$0 – $3,000||$3,000.01 – $50,000||$50,000.01 and above|
|Purchases made based on a single quote and may be authorized and/or paid using a purchasing order or purchasing card.||Purchases made based on an informal request with a minimum of three quotes, with attempts made to obtain at least two quotes from a certified Women or Minority Owned Business.||Purchases made based on a formal solicitation requires approval by the Board of Directors.|
Types of Contracts
There are two (2) types of contracts used by the EAA:
- Purchase Order
This contract method is used for one-time purchases or blanket order purchases of goods.
- Letter Agreements
This method is used when a vendor supplies or services are desired for a given period of time (e.g. three months, six months, annually), for an estimated quantity of items to be delivered as needed by the EAA. The EAA is obligated to purchase only its actual needs by issuing a release purchase order against the Agreement. The Agreement, when necessary, can provide for multiple sources and local stock.
As a public agency, the EAA often solicits competitive invitations for bids, requests for proposals and request for statement of interest and qualification from prospective vendors.
The EAA has partnered with BidNet as part of the Texas Purchasing Group and will post bid opportunities to their site. As a vendor, you can register with the Texas Purchasing Group and be sure that you see all available bids and opportunities.
The EAA looks forward to providing you with more bid information and simplifying the entire bid, proposal and quote processes for everyone involved. We appreciate your cooperation and welcome your participation. If you need help registering, please call the Texas Purchasing Group support department toll free 1-800-835-4603.