Last update: 02/27/2012
Vendor Registration and Bidding Process
New Vendors
Vendors interested in conducting business with Washington State should register online as a vendor. Washington's Electronic Business Solution (WEBS) includes a vendor registration, bid posting, and bid notification system that provides vendors with online access to bidding opportunities with government organizations.
If you are an in-state vendor, your business must be licensed with the Department of Licensing. Call (360) 902-3600 for more information. Out of state vendors should seek guidance from the Washington Department of Licensing for specific requirements.
Woman and/or Minority Certifications
Washington state encourages participation from minority and women owned businesses. For more information, call (360) 753-9693, or visit the Office of Minority and Women's Business Enterprises web site.
Registering for Payment with OFM
The Washington State Office of Financial Management (OFM) maintains a central vendor file for Washington State agencies to use for processing vendor payments. This allows you, as a vendor, to receive payments from all participating state agencies by direct deposit, the State's preferred method of payment.
If you currently do business with one or more state agencies and you do not already receive your payments by direct deposit, visit OFM's Vendor Payment Services site to sign up for payment as a statewide vendor.
Bidding Information
Competition
When practicable GA's Office of State Procurement (OSP) uses competitive procurement processes such as invitations for bids (IFBs) and requests for quotations (RFQs) to acquire goods and services. This assures that vendors are treated fairly and the State is protected from uneconomical contracts. Terms, conditions, and specifications are designed to meet the needs of OSP customers.
Purchases over $3,000 are competitively bid. Limited exceptions to competition may include single source and emergency purchases.
When Does the State Decide to Bid?
OSP may choose to issue IFBs whenever we feel it will be beneficial. Generally, formal processes like IFBs are used when a purchase or the combined purchases over the life of a term contract exceed $35,000. Quotes for bids up to $35,000 are obtained as phone quotes or in writing.
Goods and services valued at over $35,000 are obtained using a sealed bid process. Opportunities to participate in such bids are made available through direct e-mail notification; notification by US Mail; and can be viewed and downloaded from the Bidding Opportunities page. Further information can be obtained by calling OSP at (360) 902-7400.
Many state agencies are delegated sufficient authority to make purchases below $35,000 and it may be to your benefit to contact the appropriate agency directly.
How to Participate
There are two ways to participate in the bidding process:
- Bidding Opportunities Online Current IFBs and addenda are available for viewing or download.
- Hard Copy Call us at (360) 902-7400 and we will mail you
copies of IFBs and addenda. If you would like to pick this information
up in person, visit our office located at:
Office of State Procurement
General Administration Building, Room 201
Olympia, WA 98504-1017
Two-part Procurement Documents
We have developed two-part procurement documents to save mailing, fax, phone, and printing costs.
Standards: The first part consists of the Competitive Procurement Standards. It contains the standard terms and conditions, standard instructions to bidders, and standard definitions common to competitive procurements. You need only one copy of the latest version. It is available on the Bidding Opportunities page, or by calling (360) 902-7400. You must read and understand the standards as they will become part of the purchase contract with successful bidders. When you are preparing a bid it is your responsibility to read and understand the latest version of the standards. The revision date is on the front page of each section and will be referenced in the IFB.
IFB/RFQ: The second part includes the specifications, terms, and conditions specific to the competitive procurement. When you have completed the IFB or RFQ it will become your bid, proposal, or quote.
Preparation Tips
- Ensure you read and understand the latest version of the standards.
- Ensure you read and understand the specific procurement document.
- Contact the State Purchasing Officer if you have questions.
- Attend any pre-bid conferences or site visits.
- Research previous bids and contracts.
- Seek minority and women owned business enterprise participation.
- Ensure your bid is completely filled out and signed in ink.
- Include all required attachments and documentation. It is not necessary to attach a copy of the standards. They are incorporated by reference.
- If you wish a copy of the bid results, enclose a self-addressed, stamped envelope with your bid.
- Keep in touch. Check the Bidding Opportunities page every few days, and especially before you submit your bid, to check for addenda. If required, you must sign and return a copy of each addenda before the bid opening.
- Ensure your sealed bid is properly addressed and delivered to our office before the date and time set for opening.
Determining Results
You may attend any bid opening. The only information that is disclosed at the bid opening is the name of the bidder and the time of receipt of the bid. The winning bidder is not determined at the bid opening. After the opening date, the State Procurement Officer will analyze the bids received to ensure they meet all terms and conditions and the bidder is capable of providing the goods and/or services required. The bids are measured against the stated award criteria and the bid that is most responsive to those criteria in accordance with the award formula will receive the award. After an award is made, all bids are available for public review. Please make an appointment with the State Purchasing Officer if you would like to discuss the results.
