Complete a Vendor Application
What is Vendor Registration?
Vendor registration on Bidnet.com is the process through which businesses sign up to receive notifications and participate in bidding opportunities for contracts with the City of Flint and other local government agencies.
How do I register as a Vendor?
Register online with bidnet.com as all procurement processes use this platform.
Procurement Guidelines
Welcome! If you're looking to work with the City of Flint, it's important to understand the City's procurement process. Below are some key guidelines to help you navigate submitting requisitions, bids, and quotes effectively.
1. Include Dollar Estimates in Requisitions
All requisitions should include an estimated cost before submission. Please use a valid, fully funded General Ledger (G/L) expense account or a combination of appropriate accounts. The only exception is for annual requisitions at the beginning of a new fiscal year, where dollar amounts might impact the current operating budget.
2. Get Department Head Approval
Before submitting your requisition, make sure it has been approved by the appropriate department head. The Purchasing team will only begin processing once this approval is in place.
3. Attach a Written Quote
Every requisition must include at least one valid written quote as required by ordinance. If you're recommending a new vendor, they'll need to complete a W-9 form and an ACH authorization form for electronic payments. Make sure these documents are attached with your requisition, and note "UNK" for the vendor if it's a new one.
4. For Requisitions Under $1,000
If the requisition is for $1,000 or less, you need to provide one best or lowest responsive written quote. Additionally, you must make at least two other attempts to obtain quotes from different vendors. These attempts should include the vendor name and a contact number in the public notes section of your requisition. If these conditions are met and the vendor is already in the City’s system, we’ll process your requisition as quickly as possible. If not, it may take up to 5-7 additional working days to gather the required quotes. Be sure that all written quotes include purchase price and delivery obligations, with freight listed as "f.o.b. destination."
5. Sole Source Justification
If only one vendor is available for a specific purchase, the department head can submit a signed memo justifying the use of a sole-source vendor. This could be due to an Original Equipment Manufacturer (OEM) requirement or a lack of viable alternatives that meet specifications. Please ensure this signed memo is attached to your requisition—failure to do so will result in the requisition being returned.
6. Requisitions Between $1,000 - $10,000
For requisitions in this range, you must provide at least three written quotes unless you're requesting a sole-source exception. If it’s a sole-source purchase, the department head's signed memo justifying the sole vendor must be attached. Even in a sole-source situation, a written quote must still accompany the requisition.
7. Requisitions Over $10,000
Purchases over $10,000 will be subject to a formal bidding process, unless you can provide a signed department head memo justifying the sole-source selection.
8. Emergency Purchases
In the case of a bona fide emergency (such as a risk to health, safety, or property), a signed department head memo must be attached to the requisition, explaining the urgency. This will allow the department to expedite the purchase without delay.
9. Purchases Over $20,000
Any requisition exceeding the Purchasing Department’s spending authority of $20,000 will still require the necessary approvals, either electronic or written, as outlined in the City’s Purchasing Ordinance 3865.
10. Large-Scale Purchases (Over $75,000)
For purchases of $75,000 or more, or cumulative expenditures with the same vendor that total $75,000 or more within a fiscal year, the requisition will need to be approved by the City Council. Be sure to include all necessary documents and approval resolutions before a contract or purchase order can be issued.
By following these guidelines, you'll help ensure a smooth procurement process when doing business with the City of Flint. If you have any questions or need assistance, please don’t hesitate to reach out to the Purchasing Department. We’re here to support businesses like yours!
Submit a W-9 Form to the City
Part of the online application to become a Vendor requires you to complete and submit a W-9 form to the City.
What is a W-9 Form?
A W-9 collects basic information about your business, such as your business name, address, and EIN.
How do I complete a W-9 Form?
You can download a W-9 Form online here..
How long will it take me to complete a W-9 form?
Assuming you have already obtained an EIN, completing a W-9 for your business should take just a few minutes.