How to Make Purchases Using HGACBuy
Using HGACBuy is extremely simple and can provide significant savings in dollars and time.
Step 1 – Interlocal Contract*
*(This step will only need to be completed once.)
Complete and sign the Interlocal Contract Form.
PO Box 22777
Houston, TX 77227-2777
Step 2 – Find Products and Services
Obtain specific product details from the HGACBuy website, then contact the contractor for assistance and a detailed price quote (Contract Pricing Worksheet). Contractor contact information can be found when viewing the Products and Services page.
NOTE: To comply with a funding source, OMB Uniform Guidance or other requirements, some contracts require an additional competitive step. When applicable, you will need to submit your specification/product description or scope of work to a minimum of 3 contractors listed to obtain a detailed quotation based on the pricing and products/services awarded in the HGACBuy contract. You can make your selection/award contingent on your own criteria which must be included in your request for quote.
Step 3 – Submit Your Purchase Order
Prepare and submit your purchase order along with the quote directly to the relevant HGACBuy Contractor. Purchase Orders should include specific details regarding the purchase (i.e., name of the Member's contact person, shipping/delivery instructions, and installation details, if any). The Contractor must then submit these documents to HGACBuy Procurement Staff.
Step 4 –HGACBuy Order Confirmation
When the copy of a purchase order and quote are received by HGACBuy (see Step 3 above), an Order Confirmation is prepared and sent to the Member and the Contractor, authorizing the Contractor to proceed with the order.
Step 5 – End User Payments for Products and Services
All contracts between HGACBuy and its contractors require prompt payment upon delivery of products/services to a Member. Upon receipt and acceptance of goods and services from the Contractor, End User must pay the Contractor directly, the full amount of the invoice within 30 days.
If you are experiencing an area wide disaster, we can accept a Disaster/ Emergency Letter of Intent(DLOI) signed by your CEO to cover a 180 day period. Click on the link below for more information.
Disaster/ Emergency Letter of Intent(DLOI)