Department of Central Services

VR FREQUENTLY ASKED QUESTIONS

While registering online, can I save information and come back later?

No, you have to register in full by completing all 12 steps including payment process to be able to amend your information at the further time. Otherwise, you have to register again, starting from step 1.

Does my company have to be registered in order to bid?

No, it is not necessary for a vendor to be registered with Central Purchasing in order to bid. However, Vendor Registration is required of any vendor that desires to automatically receive bid notifications via email or fax.
All vendors who are not registered on the State of Oklahoma Vendor Registration list must complete the W-9 and submit with their bid response. Failure to do so may delay contract award.

Who must sign the required substitute W-9 form?

The person signing the W-9 must be an individual authorized to sign for the company and execute the CERTIFICATION: Under penalties of perjury, I certify.......(1) The number shown on this form is my correct taxpayer identification number....(2). I am not subject to backup withholding......etc.

Are the vendor registration forms available on the web site?

Vendors, who have never registered with the State but are in the process of submitting bid response or are pending contract award must complete form W-9 in order to do business with the State.
Vendors willing to receive solicitation notifications automatically can access all paper forms required to be filed for Vendor Registration at VR Forms but we recommend registering through Online System instead to avoid issues listed below.

Most Common Reasons for Rejection of a New or Renewal Vendor Registration form:

Old forms were submitted that do not comply with the current registration process.
Registration fee is not submitted with application or fee amount is incorrect.
Vendor Commodity (Category) Registration List is not returned.
Fee payment is insufficient because the check/money order is not signed; is made out to the wrong agency; or, is stale dated
The renewal form indicates that the business TIN (Tax Identification Number) has changed, but a new Substitute W-9 form was not submitted.
The TIN or SSN listed on the Substitute W-9 does not match current records for the business.
All required registration forms are not submitted.
At least one of the forms submitted is not completed properly, for example:
- Substitute W-9 was not completed, signed, dated or non-DCS form has been attached
- Commodity Class Listing not completed

When I call on the phone requesting a vendor packet, why can't my mailing information be taken over the phone, why do I have to fax, e-mail, or mail my request?

Written mailing information eliminates the possibility of error. Information provided by the requestor ensures correct mailing information.
You can access all paper forms required to be filed for Vendor Registration at VR Forms but we recommend registering through Online System instead.

What are the tax numbers requested on the first page of the registration form?

The business Taxpayer Identification Number (TIN) or Social Security Number (SSN). The Sales Tax Permit number is the sales tax number issued by the Oklahoma Tax Commission.

What do I put under Bidders Comments?

Bidders comments can be used for the additional information required for companies who have been in business for less than 2 years and/or to tell us anything about your company that you would like us to know.

Is there a registration fee? Is it a one time fee or is it annual?

There is a registration fee of $25.00 for each class that a supplier chooses to register for. The fee is due at the time of registration, which is based upon the anniversary date of a vendor's registration in the prior year. Renewal notices are emailed approximately thirty (30) days prior to the vendor's registration anniversary date.

Is there a separate commodity listing form to complete for products and services?

There is only one form. Services are listed in the 900 series.

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