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Vendor Registration Manual

Contents Vendor Registration Manual ........................................................................................................................................... 3

1 REGISTERING A VENDOR ......................................................................................................................................... 4

1.1 LOGIN PAGE ..................................................................................................................................................... 4

1.2 Register from scratch ...................................................................................................................................... 4

1.2.1 COMPANY INFORMATION TAB ............................................................................................................... 4

1.2.2 ADMINISTRATOR TAB .............................................................................................................................. 5

1.2.3 ADDRESS TAB .......................................................................................................................................... 6

1.2.4 TERMS TAB (LEAVE BLANK) .................................................................................................................... 8

1.2.5 CATEGORIES & CERTIFICATIONS TAB ...................................................................................................... 9

1.2.6 COMMODITY/SERVICE CODES TAB ....................................................................................................... 11

1.2.7 SUMMARY TAB ...................................................................................................................................... 15

1.3 Already Registered on BidSync? Register on Pinellas ePro with your Periscope S2G (BidSync) Credentials. 17

2 Login Assistance .................................................................................................................................................... 19

2.1 LOGIN PAGE ................................................................................................................................................... 19

2.1.1 Forgot User ID ....................................................................................................................................... 19

2.1.2 Forgot Password .................................................................................................................................... 20

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1 REGISTERING A VENDOR Pinellas County has implemented a new eProcurement system. This new system enables Vendors to connect and do business electronically with Pinellas County including responding to solicitations. To view solicitations and submit responses, Vendors must register in ePro.

The purpose of Vendor registration is for the Vendor to provide necessary information as a basis to do business with Pinellas County (referred to subsequently in this guide as "Agency"). As the Vendor representative completes the company's registration, several tabs allow for optional information to be provided (such as Vendor certifications and remit addresses). If the Vendor representative does not have this information on hand during the initial registration process, it may be added later following the completion and acceptance of the initial registration. The Vendor representative is responsible for maintaining the company's account. Following the initial registration process, the Vendor will maintain most if not all of their information online through their newly created account that is established through the registration process. If you are having trouble registering please contact our Vendor Administrator Jennifer Peters at 727-464-4382 or jpeters@pinellascounty.org

1.1 LOGIN PAGE The purpose of the login page is to provide a publicly accessible point of entry into ePro for Pinellas County users and Vendors. Vendors may register from the login page, either from scratch or use their Periscope S2G (formerly BidSync) credentials if the Vendor has an existing Periscope S2G (BidSync) account.

1.2 Register from scratch

1. Step 1: Go to https://www.ebids.pinellas.gov (must use Chrome browser)

2. Step 2: Click Register

3. Step 3: Enter Baseline Company Data and Click Register

Enter Tax ID, Company Name, and Email Address, then select Register

A valid Tax Identification or Social Security Number will be necessary to begin the Vendor Registration

*If tax id is already in use please contact Vendor Administrator Jennifer Peters at 727-464-4382 or jpeters@pinellascounty.org

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If the Vendor does not have a U.S.-issued Tax ID, the Vendor may change the country by clicking on drop down menu adjacent to the United States of America.

The slide feature next to Tax ID allows the Vendor to indicate that the Tax ID is a Social Security number.

The Vendor receives an initial registration email, containing the Vendor's assigned number. If the Vendor does not complete registration, then the Vendor number is needed to complete the registration at a later date. Use the Complete Registration link on the Homepage to enter the Vendor number and complete the registration.

1.2.1 COMPANY INFORMATION TAB The purpose of the Company Information tab is to capture baseline information on the Vendor such as their mailing address.

1. Step 1: Complete Required Fields *The Company Email address is used to notify Vendors of opportunities (Bids and other solicitations). Some Vendors develop an email re-direct/distribution protocol to distribute such notifications to their salesforce.

2. Step 2: Complete Optional Fields as preferred

3. Step 3: Emergency Supplier If you would like to be registered as an emergency supplier, select Yes and fill in emergency details.

4. Step 4: Click Save & Continue Registration *You MUST Save & Continue at the bottom of each Tab. Data entered will be lost if you do not save before navigating to another tab.

1.2.2 ADMINISTRATOR TAB The purpose of the Administrator tab is to capture data on the Vendor's key administrative user. Upon completion of registration, this user will have control of the Vendor's account including the ability to add additional users, edit existing data, and add profile attachments and forms. -

1. Step 1: Complete Required Fields

2. Step 2: Complete Optional Fields as preferred

3. Step 3: Click Save & Continue Registration *You MUST Save & Continue at the bottom of each Tab. Data entered will be lost if you do not save before navigating to another tab.

1.2.3 ADDRESS TAB The purpose of the Address tab is to capture the Vendor's addresses for notification of solicitation opportunities, purchasing, and payment uses. The initial data the Vendor input on the Company Information tab will be used to create the Vendor's General Mailing Address. If the Vendor would like to add another address to the account other than the General Mailing Address that was input on the Company Information tab, follow the steps below.

1. Step 1: Click Add Another Address

2. Step 2: Select Address Type from the Dropdown Menu

The Address Type designates where notification and payments are delivered. If no other addresses are added, then all notifications and payments go to the general mailing address.

Address Type Field Description Field Implication Common Usage Bid Mailing Address Physical and email address

for Bid notifications Solicitation opportunities sent to default Bid Mailing email address

Group or shared email frequently used

Emergency Mailing Address Physical and email address for Emergency notifications

Emergency notifications sent to default Emergency Mailing email address

Group or shared email frequently used

PO Mailing Address Physical and email address for PO notifications

PO notifications sent to default PO Mailing email address

Group or shared email frequently used

Remit Address Physical and email address for payments (some may be EFT- enabled)

Payments sent to Remit Address or via EFT

Group or shared email frequently used

Sales Address Physical and email address for sales department

Sales notifications sent to default mailing and email address

Group or shared email frequently used

3. Step 3: Complete Required Fields

4. Step 4: Complete Optional Fields as preferred

5. Step 5: Click Save & Continue Registration or Save & Add Another Address

Once you Save and Continue, The Address View will now show all address associated with the account.

6. Step 6: Click Continue Registration

1.2.4 TERMS TAB (LEAVE BLANK) The purpose of the Terms tab is to identify preferred Vendor terms. The terms may be overridden by the procurement group.

1. Step 1: Leave Blank, no data is requested for this field 2. Step 2: Click Save & Continue Registration

1.2.5 CATEGORIES & CERTIFICATIONS TAB The purpose of the Categories & Certifications tab is to capture demographic information and related certifications that are not otherwise included in the Company Information tab.

1. Step 1: Category: Pinellas County Pre-Qualified Construction Contractor field select check box for Pinellas Pre-Qualified Construction contractor if you are an approved Pre-Qualified Construction Contractor with Pinellas County. Select N/A if you are not a Pre-Qualified Construction Contractor with Pinellas County. If you are interested in becoming a Pre-Qualified Construction Visit hyperlink for more details.

2. Step 2: Category: Pre-Qualified Construction Contractor field – Leave Blank.

Vendors are un able to self-identify, categories are restricted to internal use only. Visit hyperlink for more details on becoming a Pre-Qualified Construction Contractor

The County Purchasing Department will complete the certification categories field for the Vendor once certifications have been verified

3. Step 3: Category: Small Business Enterprise – If you are already pre-registered as SBE Qualified, select the box for Qualified SBE Business. If you are not pre-qualified as an SBE do not select this box. If you are interested in becoming a Pre-Qualified Small Business Enterprise (SBE) visit hyperlink for more details.

4. Step 4: SBE B2G Verified field – Leave Blank. Vendors are unable to self-identify, categories are restricted to internal use only. Visit hyperlink for more details on becoming a Pre-Qualified Construction Contractor.

5. Step 5: Click Save & Continue Registration. The County Purchasing Department will complete the SBE B2G Verified field for the Vendor once verified.

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1.2.6 COMMODITY/SERVICE CODES TAB The purpose of the Commodity/Services Codes tab is to capture the commodity codes for which the Vendor would like to receive electronic notification of solicitation opportunities. The commodity codes identify the products and services the Vendor provides. Depending on the Vendor's familiarity with the NIGP code, the Vendor may choose from one of three ways to add NIGP codes.

1.2.6.1 Locating NIGP Codes using Dropdown

For the Vendor most familiar with the NIGP code, the system allows the Vendor to select specific NIGP class and NIGP class item codes. First, the Vendor selects the 3-digit NIGP class code, which populates the second dropdown with 2-digit NIGP class item codes.

1. Step 1: Select NIGP Class from Dropdown Menu 2. Step 2: Click Search 3. Step 3: Select Class Items by clicking appropriate Checkboxes

The checkbox next to "Code" allows the Vendor to select all class items with a single click.

A good practice for many Vendors is to select all NIGP class items within a class. This practice will allow the Vendor to maximize notifications of future solicitation opportunities.

4. Step 4: Select Save and Continue Registration To add commodity codes in one class, click Save and Continue Registration. To add more commodity codes, click Save and Add More. If the Save and Add More option is clicked, the Vendor will be returned to the main commodity code search screen.

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1.2.6.2 Locating NIGP codes using NIGP Code Browse by Category

If the Vendor is less familiar with the NIGP code, another option is the NIGP Code Browse.

1. Step 1: Scroll Down to NIGP Code Browse. Click Show Categories

2. Step 2: Review Categories and Click the Category Number

The 2-digit categories are based on the descriptions of goods and services. Once the category number is clicked, all the NIGP classes under the category display.

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3. Step 3: Click the NIGP Class Number (3 digits)

4. Step 4: Select Class Items by Clicking Appropriate Checkboxes 5. Step 5: Click Save and Add More or Save and Continue Registration

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1.2.6.3 Locating NIGP codes using Keyword Search

The final option to add commodity codes to the Vendor profile is the NIGP Keyword Search. While this method may be effective when searching for discrete terms (e.g., bandage), the search function may return a large number of NIGP class items. The Vendor should use this search function in combination with the NIGP Code Browse function to find appropriate class items in an efficient manner.

1. Step 1: Enter Keyword(s)

2. Step 2: Click Search

3. Step 3: Select Class Items by Clicking Appropriate Checkboxes

4. Step 4: Click Save and Add More or Save and Continue Registration

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1.2.7 SUMMARY TAB The Summary tab provides an overview of the information provided by the Vendor on the previous tabs. The Vendor should review the information before submitting the registration. The Vendor may return to any previous tab to modify information simply by clicking on the specific tab.

Once the Vendor is satisfied with all the information on the registration, click the Complete Registration button. A thank you for registering confirmation message is displayed.

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The Vendor will receive a confirmation email message from ePro that their account has been activated. The Vendor may then log in to ePro to add or update any information.

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1.3 Already Registered on BidSync? Register on Pinellas ePro with your Periscope S2G (BidSync) Credentials.

1. Step 1: Go to https://www.ebids.pinellas.gov (must use Chrome browser)

2. Step 2: Click Sign In

3. Step 3: In Pop-Up Click Sign in with Periscope S2G, this expands Enter the Periscope S2G (BidSync) ID and Password.

4. Step 4: Click Sign In with Periscope S2G

Much of the Vendor's information outlined below will be pulled from the Periscope S2G (BidSync) database into the new registration in ePro.

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2 Login Assistance Forgot Login ID or Password? If you forget your Login ID or password, Pinellas ePro can send an email to the email address on file for the account. See Login Assistance Instructions below. For the protection of Vendors’ personal information and account integrity, Pinellas County Purchasing directs all Vendors to the Login Assistance functionality within Pinellas ePro to regain access to their accounts.

If you need further assistance, please contact our Vendor Administrator Jennifer Peters at 727-464-4382 jpeters@pinellascounty.org

2.1 LOGIN PAGE The purpose of the login page is to provide a publicly accessible point of entry into ePro for Pinellas County users and Vendors. Vendors may login from the login page. If trouble logging in you can request and email to request your login ID or reset your password.

2.1.1 Forgot User ID

1. Step 1: Click Sign In

2. Step 2: Select Login Assistance

3. Step 3: Select Forgot User ID

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When Forgot User ID is selected, the login help view is refreshed with an email address field

4. Step 4: Enter email address associated with the account.

5. Step 5: Click Continue.

The user is presented with a notification view informing him or her that an email containing the user id associated with the email address will be sent to the email address in the user profile. Selecting the continue button will send the email notification.

6. Step 6: Click Continue.

2.1.2 Forgot Password

1. Step 1: Click Sign In

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2. Step 2: Select Login Assistance

3. Step 3: Select Forgot Password

When Forgot Password is selected, the login help view is refreshed with login ID and email address field.

4. Step 4: Enter Login ID and Email Address.

5. Step 5: Click Continue.

As the user continues, the login help view is refreshed with the user’s login question and login answer entry field to enter his or her reply.

6. Step 6: Enter Login Question Answer

7. Step 7: Click Continue.

An email is sent to the entered address and the user is navigated to the login view.