Vendor Registration in Bonfire is free and easy. Be sure to select the NIGP commodity codes that correspond to your business or organization. Solicitations will be set up using those codes and will be matched to vendors and contractors with the same codes. Please note that it is important to keep your company’s Bonfire registration information up to date.
Bonfire offers outstanding vendor support. If you need assistance with registration, consider watching Bonfire’s five minute instructional video for guidance. For any additional support needs you can access the Vendor Help Center, or look through the FAQ. The Bonfire support team can be reached by email at support@gobonfire.com or by phone at 1-800-354-8010.
Purchasing
Purchasing is a division of the City’s Finance Department. The Purchasing Division is charged with managing the procurement of goods and services for the City of Round Rock. Purchasing protects the interest of City taxpayers and is responsible for assuring fair and equitable treatment to all vendors.
The City currently uses respondents registered by commodity code with the State of Texas Centralized Master Bidders List (CMBL) for solicitations.
Minority and small business vendors are encouraged to respond on any and all City solicitations.
Utilizing centralized coordination of purchasing activities, the Purchasing Division receives purchase requests from the various City departments and determines, with the assistance of the requesting department, the best method of procurement, including open market purchasing, informal solicitations, formal solicitations, cooperative purchasing and procurement card purchases. Centralized coordination of purchasing encourages cost savings through bulk purchases and consolidated purchases as well as compliance with various purchasing legal requirements.
Vendors interested in working with The City of Round Rock must comply with The Standard Purchasing Terms and Conditions and The Standard Insurance requirements listed below:
Contract Management
The primary purpose of the Contract Management office is to negotiate, administer, extend, terminate and re-negotiate all contracts and agreements (other than construction contracts) for the City. Responsibilities include preparing and administering procurement contracts, contract extensions, bid awards, Inter-local agreements, change orders, budget amendments and agenda requests. This office works with the City’s legal staff as a liaison between the departments and vendors in the execution of the resulting contracts.
Other responsibilities consist of evaluating and monitoring contract performance, determining the necessity of amendments, determining the possibility of extensions and maintaining compliance to contract obligations.
Statement of Purpose
- To provide the best service possible to all City departments in a fair and equitable manner.
- To ensure an atmosphere of equality to all vendors without regard to undue influence or political pressure.
- To protect the interests of the City of Round Rock taxpayers in all expenditures.
Vendor Registration
The City of Round Rock welcomes vendors interested in doing business with the City. To ensure timely processing and accurate records, all vendors must provide complete and current information before any payments can be made.
To become a registered vendor with the City of Round Rock, please submit the following required documents:
- W-9 IRS Form – Required for all vendors to establish a vendor record.
- City of Round Rock Supplemental Information Form – Required for all vendors to provide business details and contact information.
- EFT Direct Deposit Form (Optional) – Recommended for vendors who wish to receive payments by direct deposit.
Please email the completed forms to vendors@roundrocktexas.gov.
Once received, your vendor record will be reviewed and entered into the City’s financial system by the Finance and Purchasing Departments. It is important that all contact and tax information remain current to avoid payment delays.
Vendor Self Service
The City’s Vendor Self Service (VSS) portal allows registered vendors to securely view their purchase orders, invoices, and payment history online. Through VSS, you can easily confirm whether:
- A purchase order has been issued
- An invoice has been received
- A payment has been processed
Current vendors already assigned a vendor number can log in using their assigned vendor number. New vendors must first complete registration by submitting the required forms listed above before access will be granted.
If you are unsure whether your company is already registered or need assistance with the process, please contact us at vendors@roundrocktexas.gov — we’re happy to help.
Required Disclosure Statement
Effective January 1, 2006, Chapter 176 of the Local Government Code requires that those who contract with or seek to contract with the City, whether they are successful or not, for the sale or purchase of property, goods, or individual or business in their dealings with the City must file a Conflict of Interest Questionnaire with the City Clerk.
The Questionnaire requires disclosure of certain business and gift giving relationships, if any, the individuals or businesses may have with local government officers as that term is defined under the new law. This form is to be filed no later than the seventh (7th) business day after the date that the individual or business (or agent) begins agreement discussions or negotiations with the local government entity; or submits to the local governmental entity an application, responds to solicitations, correspondence, or another writing related to a potential agreement with the local governmental entity. See Section 176.006, Local Government Code.
The vendor is required to update the form no later than the seventh (7th) business day after the date of an event that would make a statement in the previously filed questionnaire incomplete or inaccurate. Also, if the vendor files the initial questionnaire prior to June 1, the vendor must file an updated questionnaire not later than September 1st of each year the vendor has an agreement, or potential agreement pending. See Section 176.006(d), Local Government Code. A person commits an offense if the person violates Section 176.006; an offense under this Section is a Class C misdemeanor.
The Questionnaire is available for viewing and downloading from the Texas Ethics Commission: Form CIQ: Conflict of Interest Questionnaire.
See the law: www.capitol.state.tx.us/tlodocs/79R/billtext/html/HB00914F.htm
Compliance is the responsibility of each individual, business and agent who is subject to the requirements of Chapter 176, Local Government Code. Should you have questions concerning this matter, please consult your own legal counsel.
Should you determine that you are required to file a Conflict of Interest Questionnaire, please file it electronically by sending it by email to the City Clerk. A statement filed electronically satisfies the signature requirement and does not need to be notarized.
