Last update: 09/02/2008

Information about WEBS

Washington's Electronic Business Solution (WEBS) is an Internet vendor registration and bid notification system. The system offers one online site where vendors can register to receive government bid notifications. Governmental buyers will be able to go to the same site to post bidding opportunities and amendments. For further information, please contact the WEBS Customer Service Help Desk at 360-902-7400 or webscustomerservice@ga.wa.gov.

Frequently Asked Questions

What are some of the benefits of registering in this system?

  • No cost 
  • Easy step-by-step process
  • Self-administer your company’s profile information
  • Secure access anytime, anywhere, from any computer with Internet access
  • Immediate e-mail notification of bidding opportunities
  • Access to bid documents online
  • Ability to see what government organizations are using the system.

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Will there be a cost for registering in WEBS?

There is no cost to the vendor or the customer to participate in the vendor registration and bid notification system.  

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How do I know what customers are using the system?    

Registered vendors may view a list of current governmental organizations that are using the system for bid posting and notification.  The system is available to all governmental organizations including state agencies, cities, counties, higher-ed, non-profits, etc.  Customers interested in participating in the system for the purposes of bid posting and bid notification should register online.  The customer registration process is similar to the vendor registration process. 

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Do I still have to register with other entities to do business?

Initially, it may still be necessary to register with other entities to receive notice of bid opportunities.  As the system develops it is the intent that this system will replace other individual systems within the different governmental organizations.  

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If I register in WEBS does this mean I will get a contract with the State?

Registering in the vendor registration system improves a vendors opportunity to be notified of potential contracts they may want to bid on. Vendors must still compete for contracts and registering in the system does not automatically mean you will be awarded a contract.

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Will government organizations be required to use this system for all their notification purposes?

While this system will be available to all governmental organizations to utilize for bid posting and notification it is not currently required.  Some organizations may decide to use this system exclusively for notification of bid opportunities while others may utilize this system in addition to their current notification methods, such as newspaper advertisements.  

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Will I be required to have an email address to register as a vendor is this system? 

Vendors will be required to have an email address to register as a vendor in this system.  In today's environment there are many places where vendors may obtain access to the Internet (local library, printing stores, etc) as well as access to free email (Hotmail, Yahoo, etc).  

Additionally, opportunities will be made available for vendors who do not have access to a computer or the Internet to go to a government organization to register and access opportunities.  Please contact Customer Service at (360) 902-7400 to obtain a list of participating locations.    

Requiring vendors to have an email addresses supports several key business functions in the system: 

  • Provides for electronic (and quicker) notification to vendors of new opportunities
  • Supports a streamlined procurement process
  • Reduces customer costs associated with managing and notifying of opportunities
  • Increases notification of opportunities to vendor community
  • Supports a cooperative contracting community providing opportunities to reduce the cost of goods to government organizations

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How do I start the registration process?

To complete the process for the online vendor registration system you will be asked to provide the information listed below.  It may be helpful to print this page and use as a guideline when registering. 

Ownership Information:

  • # of employees
  • # of years in business
  • Annual Gross revenue
  • Washington State UBI# (Unified Business Identifier).  Note: a UBI is not required to register in this system.
  • Ownership profile
  • Washington State MWBE certification or other certifications, if applicable

Company Information:

  • FEIN (Tax Identification Number) or SSN.  Note: a TIN or SSN is required to register in this system.  
  • Company Name and/or DBA name
  • Address Information
  • Phone, fax and company web address

Contact Information:

  • Account administrator name and email address
  • Additional contact information (contact name, email address and address info)

Goods and Services/Geographic Service areas:

Vendors will indicate the categories of goods and/or services for which they would like to be actively notified for.  Vendors will have access to view all opportunities regardless of the goods and services they have identified for their company by doing a search on commodity or geographic service area.  Vendors will also indicate the geographic areas they are willing/able to provide goods and/or services in by selecting from a list of counties. 

Questions about the registration process may be directed to webscustomerservice@ga.wa.gov or (360) 902-7400, 8:00 a.m. to 5:00 p.m. , Monday – Friday.

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Do I need a Federal Employer Identification Number (FEIN)?

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.  Sole proprietors may use their social security number (SSN) to register.

An FEIN can be applied for on a Employer Identification Number Form (SS-4), available through the Internal Revenue Service or from the Master License Service. First time business applicants can be issued an FEIN at any UBI Service Location counter when they apply for their Washington State UBI number.  Note: Electronic applicants need to file SS-4 form directly with the Internal Revenue Service.

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Do I need a Washington Unified Business Identifier (UBI)?

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.

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How do I know my company data is secure? 

The vendor registration system uses the latest technology in securely transmitting information between your web browser and the VRS web site.  We use a widely-used encryption protocol called "Secure Sockets Layer" or SSL. The VRS uses SSL 3.0 with 128 bit encryption (High).  

Web browsers from both Microsoft and Netscape indicate whether transmitted information is currently being encrypted. In Microsoft Internet Explorer, a "lock" image is displayed at the bottom of the screen. In Netscape's web browser, a unbroken key will be shown. 

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Who controls my information?

A vendors company profile is managed by the vendor account administrator as designated at time of registration.  The vendor account administrator has access to update all company data including company and contact information, goods and services provided, and geographic service areas.  

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Who has access to my profile information?

Only you have access to modify any of your company profile information.  Limited information is made available to participating organizations for the purposes of identifying the vendors they are notifying of bid opportunities.  

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How is my information used?  

The information you provide about your company is used for the purposes of identifying potential bidders to notify of bidding opportunities.  Information provided by your company assists participating customers in understanding the composition of their vendor community.  Your company information is not used as part of any bid evaluation process and is kept separate from any bid responses your company may have submitted.  Additionally, your information is not used for any purpose not associated with the vendor registration system.  

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How often do I have to update my account?

Vendor should update their account any time their company data changes.  Updating your vendor data on a regular basis will ensure that vendor information is accurate for your customers and notifications are delivered to the correct email address.  Additionally, you may be requested to update your company information by the State of Washington on an annual basis. 

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Why do you need to capture information about my ethnicity?

It is important for us to understand who makes up our vendor community and where there are opportunities for us to improve our outreach to the vendor community.  GA collects this information in order to improve our outreach and training services to the business community and for compliance with RCW 43.19.1906. This information is kept separate and apart from any bid acceptance or award process.

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How do I know if my company is publicly held?

The term publicly held is used to describe a company whose stock is held by the public, whether individuals or business entities.  If your company does not have stock that is held by the public than you most likely are not a publicly held company.

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How do I let customers know about the different certifications or licenses that I might possess?

Vendors may list other certifications or licenses they possess at time of registration or any time after a vendor has registered.  Vendors may indicate these additional certifications under the "Other Certifications" section.  Vendors may select from the list of certifications already identified or they may select other and type in the name of the certification or license they possess.

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How do I find the category of goods and/or services that I provide?

The structure for identifying categories of goods and services consists of four levels of commodity codes with each level more detailed than the previous.  The structure is set up so vendors can click through the different levels and easily find their particular area of goods and/or services.  The further a vendor clicks down through the levels the more detailed and specific the commodity code becomes.

Level 1 directs vendors to either the Construction categories or the Goods and Services categories.  Vendors providing goods and services in both construction and other goods and services may register in both categories. 

Level 2 directs vendors to select a more detailed level within the category they selected.  Vendors have the option to Add the level 2 commodities to their profile at this time.  If a vendor opts to add commodities at level 2 the system will automatically add all associated level 3 and level 4 commodity codes.  If a vendor prefers they may view level 3 and/or level 4 before adding any codes to their profile. 

The higher the level that a vendor selects their commodities at the more notifications of opportunities they will receive.  Similarly, the more detailed a vendor is in selecting their commodities the more specific the notifications of opportunities will be.  The commodity code selection process is flexible enough to allow vendors to add and remove at any level as many times as they need. 

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What if I don't see the category of goods or services my company provides? 

Vendors who do not find the category of goods or services they provide should register in the best possible commodity they can find and then send an email to customer service at webscustomerservice@ga.wa.gov .  Requests for new categories of goods and services will be reviewed and responded to within 2 business days.

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How does a customer know what areas that my company is able to provide services in?

When a vendor registers they identify what areas of the state they are willing/able to provide services by selecting from a list of counties.  Vendors who provide goods and services in all counties of the state may select ALL from the list of choices.

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How will I know if I am getting notification for all possible opportunities?

Vendors will have the ability to view all bid postings at any time on the bid calendar.  The bid calendar allows vendors to view all bid opportunities without having to be registered for all goods and services.  Additionally, vendors may update their list of goods and services at any time to ensure they receive prompt notification of bid opportunities.  

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How do I access bid opportunities in the vendor registration system?

Vendors will be able to access bid opportunities either by searching for opportunities.  Vendors may search by commodity code and/or geographic areas.  Search results will return a list of all opportunities that match the search criteria.  From here a vendor may click on the document number to view additional information about the opportunity. 

Note: vendors must be registered to download bid opportunities from the vendor registration system.  If you are not registered, register online now.

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How do I know what opportunities I have downloaded?

Registered vendors will be able to view a history of documents they have downloaded from the vendor registration system.  Additionally, vendors will have access to view a history of all opportunities for which they have been notified.

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What is OMWBE?

OMWBE stands for the Office Of Minority & Woman's Business Enterprises. The Office of Minority and Women’s Business Enterprises helps create and sustain an equitable business environment by promoting the participation, in public contracting and procurement, of all qualified and available businesses owned and controlled by minorities, women and all others who may be socially and economically disadvantaged.

OMWBE has more information about their certification program available online.

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