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Supplier E-Procurement User Guides

To support your learning of the E-Procurement Supplier Portal, we offer these resources.

  1. ONLINE BIDDING
    Collaborative electronic solicitation process to enable success for suppliers and reduce delivery costs and paper usage.
  2. NAICS INDUSTRY CODES
    Implementing use of NAICS industry codes to expand awareness of bid opportunities.
  3. FAST, EASY SELF-REGISTRATION
    Online supplier registration now takes less time and is simple to use.
  4. SELF-SERVICE SUPPLIER PORTAL
    Manage your profile, add users to your account, update your remit information, and track available contracting opportunities.
  5. ONLINE BID DATA
    Access to data using our streamlined solicitation process to create transparency.

 Have your company information:

  • Tax Identification Number
  • Washington State Licenses

 Identify all NAICS commodity codes relevant to your business. Go to the NAICS website to research your commodity codes. For more information, review the NAICS Quick Reference Guide.

 Identify the company contacts that should have access to your company's profile.

  • The system will automatically added two roles to each contact: Administrator and Bidder
  • King County recommends the following best practices:
    • Review all roles within the system and determine the right role for every contact in your company profile
    • Be sure to select 'Request User Account' for all contacts to receive a system login (without selecting this option, the added contacts will not have login access to the system)
    • Contacts must have unique email addresses
    • View the section below on "Available supplier roles in the E-Procurement Supplier Portal" for more information

 Identify small business certifications your firm possesses, including:

 Download and complete the King County Substitute W-9 form to upload into your company profile

 Optional: Have your banking information ready. If your bank is not listed, contact us

 The E-Procurement Supplier Portal has specific software requirements for users. Please ensure you meet the minimum requirements.

 Require minimum native screen resolution of 1280x1024 and one of the supported browsers below:

  • Apple Safari 10+
  • Google Chrome 60+
  • Microsoft Edge 40+
  • Mozilla Firefox 52+

Use of Microsoft Internet Explorer is not supported.

E-Procurement supplier roles overview

There are four supplier roles within the system. Each company contact may have as many roles assigned to them as is appropriate. The system will automatically add two roles to each contact that has a User Account: Administrator and Bidder. The definitions and permissions of each role are highlighted below.

While most of the columns in the matrix are self-explanatory, one distinguishing difference between the roles is the Qualification Questionnaire. A Qualification Questionnaire is a function whereby an organization is requested to respond to an ad hoc questionnaire produced by King County in order to learn more about the supplier community and/or pre-qualify the organization for a solicitation.

E-Procurement supplier roles definitions
  • Supplier Self Service Administrator KC: Manages the supplier profile information. Primary tasks include updating supplier profile information and creating user accounts to grant employees access to the supplier profile, responding to qualification questionnaires, and creating and maintaining supplier banking information.
  • Supplier Self Service Clerk KC: Manages the supplier profile information. Primary tasks include updating supplier profile information, and creating user accounts to grant employees access to the supplier application, and creating and maintaining supplier banking information.
  • Supplier Bidder KC: Responds to invitations to bid, requests for proposals, requests for qualifications, requests for information, and supplier qualification questionnaires.
  • Supplier Sales Representative KC: Responds to invitations to bid, requests for proposals, requests for qualifications, and requests for information.

rolematrix

King County supplier roles recommendations

Identify the company contacts that should have access to your company's profile.

  • Review all roles within the system and determine the right role for every contact in your company profile
  • Be sure to select 'Request User Account' for all contacts to receive a system login (without selecting this option, the added contacts will not have login access to the system)
  • Contacts must have unique email addresses
Will I receive solicitation notifications for business opportunities with King County?

If you're a registered supplier in King County's updated E-Procurement Supplier Portal you'll receive email notification of County solicitations that match the NAICS codes you selected in the registration process. Current County opportunities can also be viewed here. King County also advertises social media platforms LinkedIn and Twitter, and printed in media outlets like the Seattle Times.

Will the launch of the E-Procurement Supplier Portal impact my current contract with King County?

No changes will be made to existing contracts with the implementation of the King County E-Procurement system on October 26. You will continue to work with the same King County contact and receive any Purchase Orders via the same path (None/Fax/Email) as originally specified.

Will the launch of the E-Procurement Supplier Portal impact my current payments?

Changes in the E-Procurement Supplier Portal will not make automatic changes to your current payment method. The registration process will give you more direct control of where your payments are delivered.

If you are awarded a new contract with King County or if you need to make updates to your payment preferences, please ensure that the KC W9 is attached to your company profile and make sure all addresses that are listed on the KC W9 are also set up on your company profile. Review the guide.

Invoices should still be submitted to Accounts Payables.

Registering as a King County supplier is different from certifying as a King County Small Contractor and Supplier (SCS). Maximize your opportunity to do business with King County: make sure to register as a supplier and certify your small firm if eligible. If your firm is already SCS-certified, your certification will remain active but your firm must register in the new supplier portal.

Supplier registration will:

  • Allow your company to receive King County solicitation notifications
  • Allow your company to respond to King County solicitations and qualification questionnaires electronically
  • Allow your company to enroll on King County's Rosters (unadvertised solicitations)
  • Enhance your company's collaboration and messaging capabilities with County employees
  • Grant access to your company's King County activity dashboard

The Small Contractor and Supplier (SCS) certification will:

  • Improve the effectiveness of certified small businesses to compete for King County contracts as contractors, consultants, and suppliers
  • Qualify your company for various programs in solicitations to benefiting certified small businesses

The King County Small Contractor and Supplier (SCS) certification will continue to be managed by the Business Development and Contract Compliance team and executed through the Diversity Compliance Management System (DCMS). If eligible, start your application to get SCS certified.

State and Federal Certifications will continue to be managed by Washington State Office of Minority and Women's Business Enterprises.

How do I apply for Rosters in the E-Procurement Supplier Portal?

Simply opt-in to the various rosters that apply to your organization in the final step of the supplier registration in the new system.

Do suppliers awarded community grants by King County need to register their company in the E-Procurement Supplier Portal?

It's recommended all suppliers register within the supplier portal to increase their awareness of bidding opportunities beyond community grants awarded by the County.

How do I know which NAICS industry codes to enter?

Go to the NAICS website for a full listing of NAICS codes. Please register for all applicable codes to ensure the highest probability of receiving solicitations. If you need additional assistance, reference the NAICS Quick Reference Guide.

Does the E-Procurement Supplier Portal support electronic invoicing?

Electronic invoicing is not a part of the current implementation but it is something King County will be pursuing in the future.

Contact Us

Phone: (206) 263-9400

TTY Relay: 711

Fax: (206) 296-7676