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Contract & Insurance Requirements
Next Steps After Award
Congratulations! Your firm has been recommended for award. To finalize the contract and receive payment, please complete the steps below.
- Vendor Self-Service (VSS) Setup: Please create/ verify vendor record, W-9, and ACH information in the VSS portal within five business days of receiving the award notice.
- Insurance & Bond Certificates: Upload certificates of insurance (COIs) and any required bonds that match the values in the solicitation to the “Post-Award Docs” tab under Submissions in Euna before the purchase order is issued.
- Contract Execution: Review and sign the City’s standard agreement (or purchase order terms), either digitally or with a wet signature, within three business days of receiving the contract email from Purchasing.
- Notice to Proceed/ PO: The City will issue a Purchase Order or Notice to Proceed via email from Purchasing once steps 1 through 3 is complete.
Insurance and Bonding Guidelines
| Requirement | When It Applies | Minimum Limits |
|---|---|---|
| Commercial General Liability | Services on city property | $1 M per occurrence / $2 M aggregate |
| Automobile Liability | Use of vehicles on City business | $1 M combined single limit |
| Workers' Compensation | All on-site labor | Statutory (Texas) |
| Performance Bond | Construction > $50 K or Goods/Services > $100K | 100 % of contract value |
| Payment Bond | Construction > $50 K | 100 % of contract value |
Certificates must name “City of Midland, TX, its officers, officials, agents, and employees” as Additional Insured and include a 30-day cancellation notice.
Invoicing and Payment
All invoices must reference the City purchase order number and be emailed to accountspayable2@midlandtexas.gov. The City’s standard payment terms are Net 30, starting after a correct invoice and signed receiving report. ACH payment is preferred, as paper checks may result in delays.
Contract Changes and Extensions
Any change orders must be submitted in writing and approved by the Purchasing Division before the work begins. Renewal options are at the City’s sole discretion, and vendors will receive written notice at least 30 days prior to the contract’s expiration if a renewal will be exercised.
Compliance Reminders
Vendors must maintain all required insurance and bonds for the full duration of the contract, including any renewals. Compliance with safety, environmental, and equal employment opportunity (EEO) requirements outlined in your agreement is mandatory. Additionally, subcontractors must meet the same insurance and bonding standards as the prime contractor.
Last Updated: 12/12/2025