Vendor FAQs

Vendor FAQs

For most procurements valued at 25,000 or more, ERS requests responses from qualified vendors. To ensure that your organization is contacted for relevant future solicitation opportunities, please register with the Centralized Master Bidders List (CMBL). You do not have to be registered on the CMBL to respond to solicitations. However, proper registration ensures you receive notification from ERS. You are responsible for properly listing the products and/or services you provide when registering with the CMBL to ensure you receive appropriate notices.

ERS also maintains its own list of vendors to contact with relevant procurement opportunities. To be on this list, please fill out the Vendor Registration Form.

You are responsible for properly listing the products and/or services you provide when completing ERS’ Vendor Registration Form to ensure you receive appropriate notices.

No, you will only receive a notification of upcoming procurement opportunities for the products and/or services that you identified on your Vendor Registration Form. Please see the next question for retrieval of solicitations.
To retrieve documents once a solicitation has been published, email the iVendor Mailbox and request access to a specific solicitation. In the email, include: a contact name, company name, physical address, email address and phone number. You will be emailed login credentials and the date the documents will be available.
ERS publishes solicitation notices on the Electronic State Business Daily, (a.k.a.: Texas Marketplace) as well as on Opportunities webpage. For select solicitations, ERS also publishes notice with the Secretary of State in the Texas Register.

Visit the Electronic State Business Daily. You can search for solicitations within all State of Texas agencies for a specific Class & Item, by entering the specific Class & Item in the field entitled, "NIGP Class-Item Number".

You can also view just solicitations for a specific agency by using the drop-down menu in the section entitled "Agency" drop-down menu.

The Class & Item numbers are the first five digits of an eleven-digit code known as a "Commodity Code". Agencies use the Class & Item numbering and descriptions found in the "commodity book" to properly code products or services on their requisitions and purchases, so solicitations will reach vendors that have indicated they are capable of furnishing the required materials, equipment, supplies, and services.

Vendors are encouraged to become familiar with the format and contents of this book as they apply to the Centralized Master Bidders List search and vendor profiling. It is extremely important to both agencies and potential bidders that bidder class-item selections are correct. The State of Texas encourages agencies to make the most efficient use of tax dollars and this includes judicious use of printing and postage for solicitation invitations.

For more information, visit the procurement toolkit.

ERS generally uses the DIR Cooperative Contracts Program for Information Technology products and services. In the infrequent event that DIR does not have contracts relevant to our needs, ERS will informally or formally solicit responses, using the process above for all.

For specific information regarding the contracting period for Health and Welfare products, please access the GBP Contract Calendar.

For Deferred Compensation products, see the DC Contract Calendar.

ERS does not utilize the services of agents or brokers for the ERS Group Benefits Program and pays no commissions when contracts are awarded.
If applicable, ERS will contact finalists to arrange interview(s) within the timeframe outlined in the solicitation schedule.
Questions regarding the solicitation process and/or solicitation material should be sent to the iVendor Mailbox if the solicitation is open. Questions regarding any closed solicitations should be sent to the Public Information Act Coordinator at .
For protests, dispute resolution and hearings, see the ERS Bid Protest Procedures.

A HUB is a for-profit entity that has not exceeded the size standards prescribed by 34 TAC §20.23, and has its principal place of business in Texas and, has  at least 51% owned by an Asian Pacific American, Black American, Hispanic American, Native American, American woman and/or Service Disabled Veteran, who reside in Texas and actively participate in the control, operations and management of the entity's affairs.

The statewide HUB Program facilitates the use of HUBs in state procurement and provides them with information on the state's procurement process. In accordance with 34 TAC §20.13, each state agency shall make a good faith effort to utilize HUBs in contracts for construction, services (including professional and consulting services) and commodities purchases.

Vendors seeking certification as a HUB are required to submit a completed HUB certification application and supporting documentation to the statewide HUB Program, affirming under penalty of perjury that their business qualifies as a HUB.

For more information, visit information about the HUB program .