VR FREQUENTLY ASKED QUESTIONS
GENERAL QUESTIONS
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.
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 separate commodity listing form to complete for products and services?
- There is only one form. Services are listed in the 900 series.
Is there a registration fee?
- There is a registration fee of $25.00 for each class that a supplier chooses to register for.
- Any sub-category that falls under that class is included in that fee (the commodity structure consists of three to four levels and charge is applied to first level).
- The fee is due at the time of registration and during yearly renewal.
Is it a one time fee or is it annual?
- The fee is due at the time of registration and during yearly renewal (see next question for details).
What is the difference between Form and the Online registration?
- The Form registration
- is a two step process - vendor submit the first set of forms with payment. Sub-categories of selected commodity are mailed back to the vendor for additional selection. Vendor mails reviewed list of sub-categories back to VR Office.
- is based on the calendar year from January to December. Annual fees are due every December.
- requires any changes in the original application to be sent in writing
- Online registration
- is a one step process
- is based on the date of registration and renewal notices are emailed approximately thirty (30) days prior anniversary date.
- allows any changes in the original application 24/7
ONLINE REGISTRATION QUESTIONS
How do I create an account when I have never registered online before?
- Select the 'First Time User?' link above and follow the instructions on each screen to activate your account. Once your account has been activated, you may go through the process to register with DCS to become a state vendor.
- To complete the vendor portion of registration, you must complete 12 steps, which require business information about your company; a substitute W-9 form (for US entities); and, commodity codes/classifications your company is interested in. This is the same information collected previously in our paper forms. Upon completion of these steps, you can submit your registration along with the applicable payment using EFT or a credit card. All payments are made through an encrypted secure server and payment information is not stored after a transaction. You will receive confirmation after your registration is validated and approved by the Vendor Registration Officer.
I forgot my login/password
- If you are an existing user and you DO NOT remember your login/password information, select the 'Forgot Login' or 'Forgot Password' link and follow the instructions on the upcoming screens.
While registering online, can I save information and come back later?
- Yes, but your registration will not be effective until completing all 12 steps including payment process and being approved by VR Officer.
The login process to the account is different from what I remember when I registered for the first time.
- Before in order to login you were required to provide an email address associated with the registration. Click "Forgot Password" and follow the steps There can only be one account associated with the FEI number. Registration was attempted or even completed for this FEI number but under different user name and email address.
I have created and account but could not proceed beyond page 1 because of an error message that the FEI number has already been used
- There can only be one account associated with the FEI number. Registration was attempted or even completed for this FEI number but under different user name and email address.
FORM REGISTRATION QUESTIONS
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.
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