Supplier Registration and Update Process

Last updated Sep. 07, 2018 - 3:45 pm

The City of Raleigh Procurement Division strives to provide all suppliers an opportunity to bid on goods, services, and construction projects. Completing the registration process increases the visibility of your business to all departments.

Once a supplier is awarded a contract or issued a purchase order, then the registration information is used to ensure accurate and timely payments. Therefore, it is imperative that you provide complete and accurate registration information and that you provide timely and accurate updates if your information changes.

New Suppliers: If you are a new supplier to the City of Raleigh and currently not setup in the City’s financial system, please complete all the steps in the New Supplier Registration section.

Current Suppliers: If you are an existing supplier needing to update your information, please select and use the appropriate Supplier Update links within the Update Existing Supplier Information section.

For supplier registration and update assistance, contact the Procurement Division, 919-996-3240.

**International Suppliers Based Outside the USA – the online supplier registration form will not work for suppliers needing to register from outside of the United States. If you are located outside the United States, please email the Procurement Division and request that a separate registration form be sent to you.

Update Existing Supplier Information

If you are an existing supplier to the City of Raleigh and need to update your information within our financial system, please select the links that correspond to the changes that you need to make to your information:

New Supplier Registration

Step 1 – New Supplier Registration

Read the City of Raleigh Purchase Order Terms and Conditions. (Having read and accepted these terms and conditions will be required to complete the supplier registration form.)

Complete and submit the City of Raleigh’s Supplier Registration Form.

A Purchase Order or Contract will not be issued to a supplier until a completed New Supplier Registration Form is submitted by the supplier and received by the Procurement Division. A W-9 form or W-8BEN form is required to complete and submit the New Supplier Registration Form.

Step 2 - MWBE Certification Application (as applicable)

It is the intent of the City of Raleigh to promote and encourage the use of minority and women-owned businesses while maintaining the integrity of sound financial practices and supporting the growth and development of such businesses.

Pursuant to General Statues of North Carolina Section 143-128 and 143-131 and to City policy, the City of Raleigh encourages and provides equal opportunity for Certified Minority and Woman-Owned Business Enterprise (MWBE) businesses to participate in all aspects of the City's contracting and procurement programs. Moreover, the goal is to contract or sub-contract 15 percent (15%) of the contract amount to Certified MWBEs on construction projects more than $300,000, or with contracts that include $100,000 or more in state funding. The prime contractor will be required to identify participation of MWBE businesses in their proposal, and how that participation will be achieved.

Step 3 - Procurement Contacts

It is recommended that you contact the Procurement staff member that handles the purchases for your company's goods and/or services. Select Commodity Assignments for a listing of commodities that the City purchases as well as the Procurement staff member responsible for each commodity with their email address. Procurement Division staff may also be reached by phone at 919-996-3240.

Step 4 - Departmental Contacts

It is also recommended that you introduce your company to the City departments that would use your goods and services.

Step 5 – Bid Notifications through North Carolina IPS

All Bids for Apparatus, Supplies, Materials, or Equipment are posted on the North Carolina Interactive Purchasing System (IPS). When a bid is posted to IPS, an e-mail notification is automatically sent to each supplier that is registered on the state system for that commodity/category.

Please register on the State of North Carolina electronic Vendor Portal System to receive bid notifications.

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