Vendors

Vendor Registration

Each person and entity that desires to transact business by providing goods and services to the City of Clarksville must register to establish a vendor account with the municipality. The forms necessary to register a vendor account are accessible via the following links.

Vendor-Registration-form

This is a required form

This form provides us with the information necessary to set up a vendor account on our accounts payable system. It provides us with not only contact information but also information on how and where orders and payments are to be made.

IRS Form W-9

This is a required form.

Certificate of Insurance

Please attached a COI with the City of Clarksville 800 West Main St. Clarksville, TX 75426  listed as Certificate Holder

This form is required

Federal income tax law requires us to have your taxpayer identification number (TIN) on file. Under Federal Regulations, you are required to provide us with this information on Form W-9, Request for Taxpayer Identification Number and Certification. If you fail to furnish us with this information, you may be subject to a penalty of $50 imposed by the Internal Revenue Service (IRS), and all payments we make to you could be subject to backup withholding, which we are required to remit to the IRS. You will not be subject to backup withholding on payments you receive from us if you give us your correct TIN, make the proper certifications, and report all your taxable income on your tax return.

In general, we will not have to file an annual information return, Form 1099-MISC, for you if you are a corporation, tax-exempt organization, government agency, or other exempt payee. However, the law requires that you give us your TIN in addition to telling us what kind of payee you are. If you do business as an individual or sole proprietor, your social security number generally serves as your TIN.

Conflict of Interest Questionnaire

Depending on circumstances in effect at the time, this form may or may not be required to be filed.

In accordance with Chapter 176 of the Texas Local Government Code, this questionnaire must be filed by a vendor who has a business relationship with the City of Sealy as defined by Section 176.001(1-a) and who meets the requirements under Section 176.006(a).

If the questionnaire is required to be completed, it must be filed with the City Secretary not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1) of the Local Government Code.

If you need further assistance regarding this form, it is suggested that you review a complete copy of Chapter 176 of the Local Government Code and contact your legal counsel for additional instruction.

Certificate of Interested Parties (TEC Form 1295)

Pursuant to Section 2252.908 of the Texas Government Code, a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016.

Submission of Forms

Please complete all necessary forms and return them to us:

  • By scanning and emailing to citysecretary@suddenlinkmail.com OR
  • By faxing to (903) 427-3907 OR
  • By mailing to City of Clarksville, ATTN: Accounts Payable, 800 West Main St, Clarksville, TX 75426

Submission of Statements and Invoices

Please submit statements and all invoices for payment:

  • By emailing to citysecretary@suddenlinkmail.comOR
  • By faxing to (903) 427-3907 OR
  • By mailing to City of Clarksville Texas, ATTN: Accounts Payable, 800 West Main St, Clarksville, TX 75426

 

Please note that the City of Sealy will not be responsible for payment of any assessed service/finance charges unless all vendor forms, invoices, and statements are submitted as specified above. In addition, the City will not be responsible for payment of any such charges resulting from unauthorized modifications to the above submission information. If any modification requests are made, please contact the City Secretary’s Office at  (903-427-3834 Ext. 255 or email citysecretary@suddenlinkmail.com to verify.

Tax Exemption

The City of Clarksville is exempt from payment of state and local sales and use taxes. If you would like to receive a completed Texas Sales and Use Tax Exemption Certification for your files, please provide us with the email address to which it should be emailed, the phone number to which it should be faxed, or the address to which it should be mailed.