FREQUENTLY ASKED QUESTIONS

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

• It is not necessary for a supplier to be registered with Central Purchasing in order to bid. However, registration is required to be placed on a vendor list to automatically receive notification via email or by fax.

Are the vendor registration forms available on the website?

• The forms are available at VR Forms.

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.

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.

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.

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 registration and fee are annual, based upon the calendar year, effective from January 1 of current year through December 31 of current year. Renewal notices are distributed approximately the middle of September each year.  Renewal registration is due by December 1 each year.

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.

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