Authority/Reference(s) Texas Government Code §2155.090, State of Texas Procurement and Contract Management Guide
Revision Date September 1, 2026

Policy

Communication between public procurement professionals, agency staff, and vendors (referred to throughout this policy and handbook as contractors) is imperative and encouraged. DFPS staff may interact with current or potential contractors in relation to future solicitations. Contractors are often experts in their fields and can offer insight on current trends, industry practices, and available products or solutions.

Ethical Engagement

When engaging with contractors or potential contractors, DFPS staff:

  • Cannot accept gifts (anything of value or benefit);
  • Cannot share future procurement plans or business requirements;
  • Ensure everyone is treated equally and impartially;
  • Only share public information with contractors;
  • Are mindful that one-on-one communication with contractors are subject to scrutiny;
  • Never tailor specifications to benefit specific contractors;
  • Avoid the appearance of favoritism toward contractors in the fact-gathering process;
  • Avoid consulting exclusively with the incumbents or a small number of contractors;
  • Never make commitments to a contractor;
  • Consult with Contracts Legal if there is any doubt about appropriate communication or engagement with contractors.

For engagements not related to Information Technology (IT) engagements, please see HHS Vendor Interaction policy for additional information.

Information Technology (IT) Contractor Engagement

Some  technology contractors  provide demonstrations before the  formal solicitation process. Before scheduling a demonstration or discussion with an IT contractor, DFPS staff must request approval from IT Business Engagement.

DFPS staff engaging with contractors before the formal solicitation through demonstrations or discussions:

  • Ensure appropriate stakeholders are notified in advance of the demonstration or discussion;
  • Notify the contractor there is no guarantee of a solicitation related to the demonstration;
  • Notify the contractor that DFPS is not responsible for costs incurred for demonstration of their products or services;
  • Ensure no actual data or confidential policy or technical design is divulged, displayed, or delivered through hardcopy or media at any time;
  • Cannot endorse a contractor’s products or services;
  • Cannot provide insight into DFPS business requirements; and
  • Cannot implicitly or explicitly give the impression or appearance to be bound, obligated, or in any way to give special consideration to a contractor on future solicitations.

Failure to comply with procurement protocols may result in disciplinary action.