CloseChoose from the help menu below:
- Registration Process
- FEIN
- SSN
- Annual Gross Revenue
- Publicly Held Company
- Demographic Profile
- OMWBE Certification
- Other Certifications
- Adding & Managing Contacts
- Adding & Managing Commodity Codes
- Managing Your Account
- Managing Your Profile
- Searching for Opportunities
- Viewing Your History
- Solicitation Information
Each company will have an account administrator who will be responsible for updating all of the company information that is provided during the registration process. Account administrators will have the ability to update company profile information, contact information, Goods and Services categories and geographic service designations.
When assigning an account administrator the following fields are required: name, email address, and bid notification preferences. The account administrator may choose not to receive bid notifications by selecting "Off". If selected, the account administrator will still have full access to all account information, including the ability to access and download bids but he/she will not be actively notified of bid opportunities.
There is one account administrator per company, however, the account administrator information may be updated at any time.
The FEIN or Federal Employer's identification number is a 9 digit number. The FEIN is usually formatted as a two digit number then a dash followed by a seven digit number (xx-xxxxxxx).
Sole proprietors who are not employers usually do not have to apply for a Federal Employer Identification Number (FEIN). All other business entity types must apply for this registration whether they have employees or not. In some special cases, businesses without employees may be required to obtain a FEIN.
A FEIN can be applied for on a Employer Identification Number Form (SS-4), available through the Internal Revenue Service. Note: Electronic applicants need to file SS-4 Form directly with the Internal Revenue Service.
Enter in your social security number using the following format - xxx-xx-xxxx.
Sole proprietors who do not have a FEIN (Federal Employer Identification Number) should provide their social security number to uniquely identify their company. SSN's and FEIN's will be stored as encrypted records in the NovusVENDOR database and security measures are in place to protect the confidential data provided during the registration process.
Requesting a company's annual gross revenue as part of the vendor registration process will assist us in identifying the makeup of our vendor community, helping us identify where we need to improve our outreach efforts.
A UBI number is a nine-digit number that is assigned to identify the ownership and ownership structure of your business when you apply for a business license.
A UBI number is not required to
register to receive bid notifications from the vendor registration
system. However, a UBI number is required to conduct business with any
agent of the State of Washington. Please see RCW 39.06.10.
If you change the structure of your business (for example, from a sole
proprietor to a corporation), you must apply for a new UBI and complete a
Master Application to register your business locations under your new
business structure. You can also apply for state-required licenses and
registrations at any one of the statewide
service locations.
For complete information on the Unified Business Identifier (UBI Program) please visit the Department of Licensing's website http://www.dol.wa.gov/mls/mlsinfo.htm.
Term used to describe a company whose stock is held by the public, whether individuals or business entities.
If your company is publicly held you may select "Yes" and are not required to fill out the demographic profile information for your company. However, if your demographic profile information is known please provide.
NovusVendor collects this information in order to improve our outreach and training services to the business community. This information is kept separate and apart from any bid acceptance or award process.
Please indicate the demographic profile of your company by providing percentages for all the fields that are applicable to your company. Definitions are provided below to assist you in filling in this section. The total of all fields should equal 100%.
Definitions –
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Asian American: Having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or the Pacific Islands
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American Indian or Alaskan Native: Having origins in any of the original peoples of North America
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African American: Having origins in any of the black racial groups of Africa
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Latino/Hispanic American: Of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish or Portuguese culture or origin, regardless of race
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Multi-racial: Having origins in more than one racial group.
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All Other: Having origins in any of the original peoples of Europe, North Africa, or the Middle East.
Certified business" or "certified" means a business or the status of a business that has been examined by the state office of minority and women's business enterprises and deemed to be a minority business enterprise (MBE), a women's business enterprise (WBE), or a minority woman's business enterprise. (MWBE).
Business enterprise ("WBE", "MBE" or "WBE") means a small-business concern, organized for profit, performing a commercially useful function, which is legitimately owned and controlled by one or more minority/women individuals or minority/woman business enterprises certified by the office. The owners must be United States citizens or lawful permanent residents.
Vendors must comply with K.S.A., 44-1030 et. seq., the Kansas Act Against Discrimination, which: (1) precludes discrimination against any person in the performance of work under this contract because of race, religion, color, sex, national origin or ancestry; (2) require solicitations or advertisements for employees include the phrase “equal opportunity employer”; and (3) allows the city to terminate their contract for default if provisions of the act are violated.
Vendors must also comply with all federal and state laws and section 2.44.110 of the Olathe Municipal Code relating to equal employment opportunity which, among other things, requires that the contractor agree not to discriminate against any employee or applicant for employment because of race, creed, color, national origin, or sex.
Chapter 2.44 of the Olathe Municipal Code also prohibits discrimination against individuals in the performance of contracts as a matter of concern to the city, since such discrimination threatens not only the rights and privileges of the inhabitants of the city, but menaces the institutions and foundations of a free democratic state. The affirmative action program is designed to insure a good faith effort will be made to employ applicants and to treat employees during employment equally without regard to race, color, creed, or religion, physical handicap, national origin or sex.
All bidders who are awarded a Class I Contract ($10,000 or more in aggregate) are required to complete a Questionnaire on Personnel Practices for the city’s Office of Fair Housing and Equal Opportunity (FHEO). If you have already submitted a Questionnaire and been certified by the FHEO, enter your certification number. To become a certified contractor, contact the FHEO at (913) 971-6490.
Adding & Managing Contacts
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Adding Contacts
Vendors have the ability to add multiple contacts for a company if desired. To add a new contact click the Add button and enter in information about the contact. Click the Save button to update your company profile.
Required Information - contact name, email address, phone & password.
Editing & Removing Contacts
Once a contact has been added they may be edited at any time. To Edit a contact click on the contact's name to select the contact you wish to edit and click the Edit button. You will be taken to the edit screen where you may update any of the existing information. Once you have made your changes click the Save button to save your changes and return to the previous screen.
To remove an existing contact click on the contacts name to select the contact that you wish to remove and click the Remove button. The contacts screen will refresh and the contact that was removed should no longer be visible.
Vendors have the ability to add commodity codes that encompass the goods and services their company provides or is willing to provide to the State.
To locate commodities enter a keyword or keywords and click the Search buttons.
Searching Tips using multiple keywords:
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Use AND to search for commodities that contain both words. For example searching for homeland AND security will return commodities that contain both homeland and security.
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Use OR to search for commodities that contain one or the other of the words entered. For example, searching for weapons OR ammunition will return commodities that contain either weapons or ammunition.
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Use quotes to search for an exact phrase. For example searching for "janitorial services" will return commodities that contain the exact phase janitorial services.
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Search by the group number or division number to view all commodities for a particular category. For example, search by "group 23" to view all commodities for Motor Vehicles.
Geographic
Service Designations Close
Vendors have the ability to identify the geographic service areas in which they are willing to provide service. Depending on a companies particular line of business they may provide goods and services to all of Washington State or only to select geographic areas.
Geographic areas are identified by county. Vendors may select one or many counties by holding down the control key and clicking on the counties they wish to add to their profile. Vendors providing goods and services to all of Washington State should select "ALL". After selecting the counties your company is willing to provide service in click the Add button to add your selections to your company profile.
A vendors company profile is managed by the account administrator as designated at time of registration. The account administrator has access to update all company data including company and contact information, goods and services provided, and geographic service areas.
The links on the left side of the screen provide access to updating the different aspects of the company profile as well as access to current bidding opportunities, notification/bid download history and the state forms library.
Click on any of the links to start using the vendor registration system.
From this screen users have the ability to update the account administrator, company profile, ownership profile and physical address information. Click the Make Changes to Profile button to access the edit screen.
After making all necessary changes click the Save button to update your company profile.
Account administrator's also have the ability to change their password from this screen. To change your password or reset your password click on the appropriate link and follow the on screen instructions.
Password Requirements-
- Password must be at least 8 characters long and no longer than 24 characters.
- Your password is case sensitive and numeric characters or special characters are allowed.
Searching
for OpportunitiesClose
The search results will return summary information for all opportunities where there is a match. From here users may click on the document number to view additional detail regarding the opportunity and/or they may choose to download additional documents pertaining to the opportunity.
Users may view a history of opportunities they have been notified of and/or downloaded from the vendor registration system. Users will search on either "Notified" or "Downloaded". Once the search results are returned users may click on the document number to view additional detail regarding the opportunity. NOTE: Users will not have access to documents once the closing date of the opportunity has passed.
Solicitation
Information Close
This screen contains detailed information regarding the current opportunity you are viewing. To view the solicitation document or amendment click on the link for the appropriate document.