Frequently Asked Questions: Compliance
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How do I know that I have been listed on a compliance plan? SMBR staff will contact you and let you know that you have been identified as a subcontractor or subconsultant on a Compliance Plan to confirm the anticipated scope of work and contract value. You can also contact the Prime Contractor to verify if your company has been selected. You may also review City Council agendas for contract award information. Contact SMBR without delay. SMBR will follow up with the appropriate City staff to determine if the City has made payments to the Contractor. If the prime has been paid by the City, then SMBR will research further by gathering additional information and coordinating meeting with all parties to determine non- payment issues. What happens if I do not get paid?
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DO NOT DELAY IN CONTACTING SMBR, the phone number is (512) 974-7600. If you are requesting a copy of a project Payment Bond or have questions regarding a claim, contact the Financial Services Department Capital Contracting. You may view Claim information here link. You can also review City of Austin payments on the eCheckbook function of Austin Finance Online. Keep in mind that this database is only updated once a week.
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The City of Austin only recognizes MBE, WBE, and Small Business Enterprise (SBE) certification from the SMBR Department for our locally funded projects. Will you accept MBE/WBE or SBE certification from another agency? How do I know that I have been listed on a compliance plan? SMBR staff will contact you and let you know that you have been identified as a subcontractor or subconsultant on a Compliance Plan to confirm the anticipated scope of work and contract value. You can also contact the Prime Contractor to verify if your company has been selected. You may also review City Council agendas for contract award information. Will certification allow my firm to appear on availability lists? Yes, your firm will be placed on Availability List whenever the scopes of work that you are certified under appear on a contract. To ensure that Prime Contractors and Prime Consultants can contact you, keep your email address and contact information current on Vendor Connection so that your company will not miss any opportunities to do business with the City or with a prime. Keep in mind that Certification does not guarantee a contract with the City of Austin.
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What is a Letter of Intent? A document that is a signed agreement between a certified subcontractor and prime contractor to work on a project. The Letter of Intent also defines the contract amount and the services to be performed. What is the purpose of a pre-bid conference? SMBR asks that you attend as many Pre-Bids and Pre-Proposals that you can while trying to grow your business. Pre-bid and Pre-Proposal meetings give you an opportunity to learn about the details of the project and to ask the Project Manager or the contract manager questions. As a business owner, be prepared to market your company. Having business cards and marketing materials available will assist with networking to engage in discussing your skills and experience to future Primes. Mandatory Pre-Bid Conferences are a great networking opportunity, as every company that wishes to bid as a Prime Contractor must attend. Be sure to get a copy of the attendance sheet and contact those companies. Pre-Bid and Pre- Proposal attendance sheets are available on Austin Finance Online (AFO) for each individual procurement solicitation here. What should I do if I am awarded a contract, but the City never orders the goods/services from my firm? Every contract the City issues has an identified Project Manager or Contract Manager, contacting that contact is your first and primary point of contact. If my business was not selected for a contract, will I be told why our bid was rejected? Contact the Central Procurement Office and request a debrief. A debrief can occur once a contract has been awarded and executed by the City.
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Can I view contracts the City has executed for goods and services? Please visit, www.austintexas.gov/afo.
Does the City of Austin have a policy on how quickly contractors are paid? The City follows State of Texas laws regarding payment.
What should I do if there are problems with my contract? See response above on question 1.
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