Forms & Documents

All vendors and suppliers doing business with the City of Pharr are required to submit a completed and signed IRS Form W-9 before payments can be processed. This form provides the city with the vendor’s Taxpayer Identification Number (TIN) and ensures compliance with IRS regulations. This form is also required from existing vendors when there are any business changes such as changes in the name, address, business structure, etc.

Who Needs to Submit a W-9?
✔ New vendors registering with the city
✔ Businesses or individuals receiving payments for goods or services
✔ Contractors, consultants, and independent service providers

A Conflict of Interest Form is required to be submitted to the City Clerk’s office if there is a conflict as defined by Texas Local Government Code, Chapter 176.

A Sole Source Affidavit must be completed when:
✔ The product or service is only available from one vendor due to proprietary technology, patents, or exclusive rights.
✔ The purchase is for a specialized or unique item that no other supplier can provide.
✔ The vendor is the only provider with the required experience, qualifications, or certifications necessary to meet city standards.
✔ There are compatibility requirements with existing equipment, software, or infrastructure.

All Sole Source Affidavits are subject to review and approval by the Purchasing Department to ensure compliance with procurement regulations.

To ensure compliance with city regulations and protect all parties involved, the City of Pharr requires proof of insurance for certain contracts, and service operations. Proper insurance coverage helps safeguard public interests and ensures that businesses and individuals meet the necessary risk management standards. Below, you will find the specific insurance requirements.

Certificates of Insurance submitted are subject to review and approval by the Purchasing Department to ensure compliance. If you have any questions, our support team is here to help.