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| How do I log onto the PA Supplier Portal? |
| To log onto the PA Supplier Portal, go to http://www.pasupplierportal.state.pa.us and select the "Supplier Logon" button at top left of the screen. Enter your logon ID and password and select the "Login" button. |
| What are the password requirements? |
| The password must contain a minimum of 7 characters, including: 1 Special Character (pressing shift and a number key simultaneously, e.g. %, ^, &), 1 Uppercase Letter, 1 Lowercase Letter, and 1 Number. |
| How do I reset my password? |
| On the left navigation bar of the PA Supplier Portal, select "Password Reset". |
| How do I register as a New/Existing Supplier? |
Go to the PA Supplier Portal and select Supplier Registration from the top, left-Hand corner of the screen. If your company does not have a vendor number/has never done business with the Commonwealth of PA, select “New Supplier Registration” from the Detailed Navigation bar. However, if your company has a vendor number and has done business with the Commonwealth of PA in the past, select “Existing Supplier Registration” from the Detailed Navigation bar.
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After completing the 3 Phase Registration process, an Administrative User has the authority to enter and edit company data within the company account (e.g., additional user profiles, company addresses, bank data). To obtain instructions and information relating to the 3 Phases of the Registration Process select the "Supplier Service Center" located on the left navigation bar of the DGS Supplier Service Center website.
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| How do I determine if I am a New Supplier or an Existing Supplier? |
| If your company has not registered online and does not have a 6 digit Vendor Number that was previously assigned by the Commonwealth, you are a New Supplier. |
If your company has not registered online but has a 6 digit Vendor Number that was previously assigned by the Commonwealth, you are an Existing Supplier. |
| How do I register my multiple branch company? |
| If your company has multiple branches and all are under one Federal Identification Number (FID), then you will register with the main branch and add different ordering addresses. An Administrative User can add individual branches by selecting "Manage User Data" on the left navigation bar of the PA Supplier Portal, then selecting "Manage Supplier Addresses". |
| How do I register as a foreign supplier? |
| Foreign Suppliers completing the Existing Supplier Registration process must update the "Country" field in the Existing Supplier Registration Form and are exempt from providing Employer Identification Numbers or Social Security Numbers. |
| Why do I have to register on-line if I already have a vendor number? |
| If you have already registered with the Commonwealth, what you are actually doing is validating the information we have on file for your company. By validating the information, you will then be given access to the new technology, providing web-based access to updating company data and respond to bidding opportunities. |
| Do I have to register with the Dept of State to conduct business with PA? |
| Possibly. Depending on your type of business organization, you may need to file with the Department of State (DOS). Additional information on business filing requirements may be found at http://www.dos.state.pa.us. |
| How do I obtain assistance for Supplier Registration? |
| To obtain assistance for Supplier Registration call the Customer Services Call Center at (717) 346-2676 (Harrisburg area) or (877) 435-7363 (toll free). |
| How do I create additional users (Administrative users and/or Bidders)? |
On the left navigation bar of the PA Supplier Portal, select on select "Create Additional Users".
NOTE: You must first be logged on the PA Supplier Portal as an Administrative User to utilize this link. |
| How do I search for and/or modify data for various users? |
On the left navigation bar of the PA Supplier Portal, select "Manage User Data.
NOTE: You must first be logged on to the PA Supplier Portal as an Administrative User to utilize this link. |
| How do I, the Administrative user, modify my data? |
On the left navigation bar of the PA Supplier Portal, select "Manage Company Data".
NOTE: You must first be logged on the PA Supplier Portal as an Administrative User to utilize this link. |
| How do I modify my company’s data? |
On the left navigation bar of the PA Supplier Portal, select "Manage Company Data".
NOTE: You must first be logged on the PA Supplier Portal as an Administrative User to utilize this link. |
| How do I modify my company’s addresses? |
On the left navigation bar of the PA Supplier Portal, select "Manage Supplier Addresses".
NOTE: You must first be logged on the PA Supplier Portal as an Administrative User to utilize this link. |
| Why is my company limited to only one Remit-to address? |
| One Remit-to Address is the limit due to system constraints. |
| How do I enter my company’s bank data? |
On the left navigation bar of the PA Supplier Portal, select "Manage Bank Data & Product Categories".
NOTE: You must first be logged on the PA Supplier Portal as an Administrative User to utilize this link. |
| How do I enter my company’s product categories? |
On the left navigation bar of the PA Supplier Portal, select "Manage Bank Data & Product Categories".
NOTE: You must first be logged on the PA Supplier Portal as an Administrative User to utilize this link. |
| What should I do if my company's Administrative User leaves the company and none of the other users have the Administrative Role? |
| You will need the assistance of the Customer Services Call Center. Please call the Customer Services Call Center at (717) 346-2676 (Harrisburg area) or (877) 435-7363 (toll free). |
| Will we be automatically placed on state contract after registration process? |
| No. Follow instructions for individual bidding opportunities on PA eMarketplace in order to bid on Commonwealth contracts. To visit PA eMarketplace select the "PA eMarketplace" link on the left navigation bar of DGS Supplier Service Center. |
| How do I search for bidding opportunities? |
Visit the PA eMarketplace and select "Solicitations" from the options menu on the left side of the screen. Search for a solicitation and follow the instructions identified within the selected solicitation. If you are directed to the PA Supplier Portal, document the solicitation number to aide your search in the PA Supplier Portal. Use the "Solicitation #" obtained from the PA eMarketplace to locate this solicitation within the PA Supplier Portal. The PA Supplier Portal search field labeled "Number of Document" is equivalent to the "Solicitation #" from PA eMarketplace.
NOTE: You must first be logged on the PA Supplier Portal as either an Administrative User or Bidder to view solicitations. |
| How do I submit a Bid? |
| On the left navigation bar of the PA Supplier Portal, select "Search/Submit a Bid". |
| NOTE: You must first be logged on the PA Supplier Portal as an Administrative User or a Bidder to utilize this link. |
| Do I have to be registered to submit a bid? |
| Suppliers must be registered with the PA Supplier Portal in order to respond to electronic bids. To obtain additional registration and bidding information, select the "Need Help with Supplier Services" link on the left navigation bar of the DGS Supplier Service Center. |
| What are eAlerts? |
| The eAlert system is the mechanism the Bureau of Procurement utilizes to notify potential bidders of bidding opportunities and changes to any posted solicitations. |
| How do I register for eAlerts? |
| EAlerts are accessible through the PA Supplier Portal at www.pasupplierportal.state.pa.us.
If you are not currently registered as a supplier via the PA Supplier Portal you must do so to be able to select the categories you wish to receive eAlerts for. Once registered via the PA Supplier Portal, select the following menu path: “Bidder Tab”, “Enterprise Applications”, DGS e-mail Notifications (eAlerts) and select the categories your company may qualify for. If you fail to select your categories you will not receive any eAlert notifications.
If you are already registered on the PA Supplier Portal at www.pasupplierportal.state.pa.us, log in using your PA Supplier Portal registration information, and then follow the menu path: “Bidder Tab”, “Enterprise Applications”, DGS e-mail Notifications (eAlerts). If you fail to select a category you will not receive any eAlerts notifications. |
| How do I submit my bid if the Submit button is grayed out? |
| You must check your bid by clicking the “Check” button toward the top of the screen; then and only then will the “Submit” button become available. |
| How do I obtain a D-U-N-S Number? |
| On the left navigation bar of the DGS Supplier Service Center click on "D-U-N-S Number". This link will take you to the Dun & Bradstreet website. |
| How do I change the legal name of my company? |
| In order to change the legal name of your company a W-9 Form must be faxed to the Payable Services Center at 717-214-0140. The company's legal name should be included on the W-9 Form. Please include a brief description and reason for changes and your supplier number. |
| How do I obtain a W-9 Form? |
| On the left navigation bar of the DGS Supplier Service Center select "W-9 Form". |
| How do I submit a W-9 Form? |
Fax completed W-9 Forms to the Payable Services Center at 717-214-0140.
NOTE: Please ensure that your completed form includes your Commonwealth 6 digit Vendor Number (in account number field), and the Legal name and Employer Identification Number (EIN) of your business OR your Name and Social Security Number (SSN). |
| How do I inquire about the status of an Invoice? |
| You can check the status of most invoices on the Web at www.budget.state.pa.us. From the left side of the Office of the Budget webpage, click "Vendor Services" to access the service and instructions. You will need your company’s invoice number, invoice date and invoice amount. Your commonwealth assigned vendor number is also recommended, but not required. |
| DISADVANTAGED BUSINESS ENTERPRISES |
| How do I register as a disadvantaged business? |
Register as a disadvantaged business through the Bureau of Minority and Women Business Opportunities (BMWBO). Select the "Bureau of Minority and Women Business Opportunities" link on the left navigation bar of the DGS Supplier Service Center to complete the BMWBO registration process.
NOTE: BMWBO registration is separate from the PA Supplier Portal Registration Process. |
| How do I obtain additional information about BMWBO? |
| On the left navigation bar of the DGS Supplier Service Center select "Bureau of Minority & Women Business Opportunities." This link will take you to the Department of General Services (DGS), BMWBO website. |
| How do I become a COSTARS Supplier? |
| To become a COSTARS supplier you will need to respond to bidding opportunities that are published on the Department of General Services (DGS) Website. A supplier that successfully responds to a contract solicitation may be awarded a contract. For more relating to supplier participation, select the "COSTARS" link on the left navigation bar of the DGS Supplier Service Center. This link will take you to the Department of General Services COSTARS website, select "Suppliers"; and select "Supplier Guide-COSTARS Program Participation". |
| What are the system requirements for this website? |
The PA Supplier Portal is only compatible with the Internet Explorer browser versions 6.0 and 7.0.
NOTE: It is strongly recommended to use a high speed internet connection to access this website and submit bids. MAC systems are not compatible. |
| Can I use the PA Supplier Portal with Internet Explorer 8? |
Possibly. While the supported Internet Explorer versions 6 and 7, you may attempt to use the Compatibility View through Internet Explorer 8. For more information on the option, please visit http://www.microsoft.com/windows/internet-explorer/features/easier.aspx. (Select the second option from the left navigation and follow the instructions.
Disclaimer: There is no guarantee that Internet Explorer 8 supports this application |
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