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Test - Vendor Registration FAQ

No, it is not necessary for a vendor to be registered with the Central Purchasing Division of the Office of Management and Enterprise Services (OMES) 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 (Non-US persons or entities are required to submit form W-8BEN) and submit with their bid response. Failure to do so may delay contract award.

The FIRST TIME USER registration process will prompt registrants for their email address and the tax payer identification number for the entity being registered (FEIN for registered businesses or SSN for individuals).

Vendors with an existing vendor record in the state payment system wishing to register for procurement or payment purposes, must also enter their state vendor ID and a PIN.

To request a PIN vendors must first have their authorized financial representative complete vendor documentation provided by the paying state agency. The documentation should verify the authorized individual with the requisite authority to maintain the direct deposit payment information provided within the registration account. The authorized representative is then provided the secure PIN required to create a registration account.

Yes (REF: Mandatory Vendor Registration for Contract Award ) If the contract value is greater than $5,000 and falls under Title 74, then the vendor is required to be registered.  There are limited circumstances where an exemption may be granted such as Fair and Reasonable acquisitions – less than $5,000, Fixed Rate acquisitions, Professional Service acquisitions, and Interagency or other Governmental entity acquisitions.

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.

  • Taxpayer Identification Number - When creating a new registration account, registrant’s are required to enter the Taxpayer Identification Number (TIN) for the entity being registered for contract award and/or payment purposes. The TIN will be a Federal Employer Identification Number (FEIN) for a business or a Social Security Number (SSN) for an individual or sole proprietor. Name and TIN information provided must match IRS filing records and the TIN on file for the payee within the state payment system. Individuals registering a legal business entity (i.e. Corporation or LLC) should not provide their individual SSN.
  • Oklahoma Sales Tax Permit Number- Registrants completing procurement registration are also asked ‘Do you have an Oklahoma Sales Tax Permit?’ and must then provide their Oklahoma Sales Tax Permit number and its expiration date. Entities not selling tangible personal property or goods may provide a NO response, all other entities should visit the Oklahoma Tax Commission website for additional information.

Yes. When responding to a solicitation, state Bidders proposing confidentiality of response must adhere to the requirements outlined within the Bidder Instructions document provided by the state agency within the published solicitation. Detailed instructions regarding confidentiality requests may be found in Sections 6 and 8.2C of the Bidder Instructions.

No portion of a Bid shall be considered confidential after award of the Contract except, pursuant to 74 O.S. §85.10, information in the Bid deemed confidential by the State Purchasing Director or delegate. Unless otherwise specified in the Oklahoma Open Records Act, Central Purchasing Act, or other applicable law, documents and information a Bidder submits as part of or in connection with a Bid are public records and are subject to disclosure after contract award pursuant to OAC 260:115-3-9.

Failure to fully comply with instructions regarding proposed confidential information shall result in the proposed information being deemed NOT confidential and will be subject to an Open Records request.      

There is a registration fee of $25.00 for each Family code a supplier chooses to register for.

Any sub-category that falls under that Family code is included within that fee (the commodity structure consists of four levels and the charge is applied to second level).

The fee is due at the time of registration and during yearly renewal.

The fee is due at the time of registration and upon annual renewal.

NIGP: National Institute of Governmental Purchasing - www.nigp.org

UNSPSC: United Nations Standard Products and Services Code - www.unspsc.org

Vendor Registration code structure is tiered and organized by the following: Segment > Family > Class > Commodity

Vendors pay the $25 fee per family code.  The fee includes all class and commodity codes that fall under that family code.

ID Name Type of Code Fee
10000000 Live plant and animal material and accessories and supplies Segment None
10100000 Live Animals Family $25.00
10101500 Livestock Class   Included in the Family code fee  
10101501 Cats Commodity
10101502 Dogs
10101503 Mink
10101504 Rats
10101505 Horses

Vendors will begin their selection at the family level. Vendors are required to select the class and commodity level codes.

Please visit their website at http://www.unspsc.org.

It is recommended for vendors to search UNSPSC Website Code Posting for applicable Commodity Codes prior the registration. This will provide the current code listing that is in our system.  When registering online, vendors have the possibility to select and deselect Family, Class and Commodity before finalizing their registration.

It is the policy of OMES not to provide legal advice to vendors with regards to the requirements of the Oklahoma sales tax permit, registration with the secretary of state, or worker’s compensation certificate.  State law requires that buyers/contracting officers verify this information prior to a contract award.  Please contact the respective agency to find out the requirements.  Their contact information is located on the vendor registration web page.

Submitted certificates should assign the Certificate Holder, located on the bottom left corner, as follows:

State of OklahomaVendor Registration2401 N Lincoln Blvd., Suite 202Oklahoma City, OK 73105Email: vendor.registration@omes.ok.gov

The PeopleSoft log in allows a vendor access to the same system as the state uses to issues purchase orders and payments.  By creating a PeopleSoft log in, vendors may review purchase orders and payments that have been issued based on the PeopleSoft vendor ID.

Please allow 3-5 business days to process the PeopleSoft log in request.  If the problem persists, please contact the OMES Help Desk at (405) 521-2444 or toll free at (866) 521-2444.

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.

Yes, progress can be saved at any point in the registration process by selecting ‘Save’ on the current step. Completion of each registration step requires all asterisked (*) fields to be completed and ‘Save and Submit’ selected within the step.

Your registration will not be effective until completing all steps of the registration account and submitting the registration for approval on the last step. BID NOTIFICATION/PROCUREMENT registration also requires registration and payment for at least one child level UNSPSC category code. Current registration approval status and instructions for submission will be reflected on the last step of the registration account.

Commodities are structured similar to a parent - child relationship: Family > Class > Commodity. For each Family code there must be at least one Class selected; and, for each Class at least one Commodity. Selection of  several Families can increase the possibility of missing a Commodity during the selection process, and the system is designed to trigger an alert because of the omitted information.

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 a different user name and e-mail address.

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.

Last Modified on Apr 26, 2021
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