TIPS ON USING THESE HELP PAGES

• Red type enclosed by <these brackets> is used to designate links, icons, toolbars and buttons in BuySpeed.
• When you see this button in the on-line version, click it for additional information that may be useful in the completion of the vendor application.
  The same material is included in this printable copy and is designated by the button and this type face .
• In the on-line help version, when you see the term [screenshot], click it to view illustrations BuySpeed pages relevant to the item being discussed. You won't see them in the print version. Sorry about that.

IMPORTANT NOTE: BuySpeed's bid and Purchase Order features are currently inactivated.


• Do NOT use your browser's <Forward> and <Back>controls. For easier navigation and far fewer frustrations, use the menus, links, icons, toolbars and buttons in BuySpeed.
• All <SAVE> & <UPDATE> buttons are at the foot of each page – scroll down to locate them.
• Click <SAVE> buttons to save adds and changes.
• To <EXIT> BuySpeed, click this image.

• Note the Red and Gray toolbars at the top of the pages. The Red Toolbar provides the same links that the icons on the Maintenance Home Page do.

Tabs on Red Toolbar


Home

Org Maintenance

User Maintenance

Add User



• The <Home> tab returns you to the Maintenance Home Page
• <Org Maintenance> allows you to:
  • Update your DBA name
  • Update Organizational Information
  • Review your Company Name and TAX ID
  • Add or correct addresses
  • Update your Categories and MWBE page
• The <Maintain Regions> button (not shown) is not used.
• <User Maintenance> allows you to update current user/administrator information.
• <Add User> allows new user/administrators to be added to your account

The registration process has four steps -- all but the last one are required

1. Enter your TAX ID and Company Name in the first window.
2. When the first application page appears, enter your company DBA, addresses and contact information.
3. On the second page, enter IRS business categories that indicate your TAX status.
4. Finally, if appropriate, register for the commodities or services you offer. (this is an optional step, however, if you wish to do business with Maricopa County, it would be to your advantage to complete it.)

During your BuySpeedOnline registration, your company information and the administrative user information (about the person who will maintain the account) will be collected. If the registration is for an individual, much of the information in these two sections will be the same.

1. Begin at the "Vendor Registration" section of the Materials Management page, http://www.maricopa.gov/Materials/
2. Click <Register>
3. Read and approve the Acceptance Page
   • To agree with the terms, click the <Agree & Continue> button.
   • The <Do Not Register>, button will return you to the MM home page.
   • If you experience any problems accessing these pages; try clicking your browser's <Refresh> button. Or leave the site and then re-enter.)
4. On the new page, select <Register here>

   (In a few instances, the ability to access BuySpeed may have been blocked by
   a firewall - if you suspect this might be the case - contact your IT department.)

5. A small page will appear. Enter your company's Tax Identificiation Number (TIN) or your Social Security Number if you are registering as an individual.

• Enter the Tax ID for your company without spaces or dashes.
• If you are registering a business use the
  TAX number under which that business is recognized
  by the IRS.


• If you are registering as an individual enter the
  IRS tax number that will match the name entered in
  the Company Name field.

Enter the legal name of the corporation or individual.

• This is the Legal Name of your business, corporation,
  or you as an individual if registering as an individual.
  The field is limited to 30 characters. If you have to
  abbreviate, try to keep the leading characters intact.
  For an individual, the last name is most important.
  The opportunity will be provided on the address page
  to enter a "Doing Business As" (DBA) name if you
  have one.

When finished, click <submit>

Account Administrator Information

• Doing Business As (DBA)
• The name under which the company is doing business if different from the legal name of the organization.


• Leave blank if not applicable.

Addresses
Maricopa County collects three (3), and only three, address types per vendor number. If additional addresses are required for vendor functions or product lines, multiple registrations are required.


If you have separate addresses for Purchase Orders and/or Remittances they can be entered from this page. Click the <Add Another Address> button and proceed as directed.

Administrative User Information:

Be Sure To:

• Remember your Login ID and Password. They will be required to access the account at a later date.
• Enter a Login Question and answer to retrieve a lost password if your Login ID is known.
• When finished, be sure to click on the <Save & Continue Registration> button at the bottom of the page.

Payment, freight & shipping information (This information is optional.)

Responses to the next four questions are required:

Are you tax-exempt according to IRS rules?

»» How do I find out?

»» Select "yes" or "no"

The TIN provided is (Select one):

»» An Employer Identification Number under IRS rules

»» A Social Security Number

Under IRS rules, do you provide any of the following services? (Select all that apply)

»» Medical Services

»» Legal Services

»» Other Services

»» Property and/or Office Rentals

According to the rules of the IRS, this registration is for (Select only one)

»» Corporation

»» Partership

»» Individual / Sole Proprietor

[Category: Small Business Enterprise] – this section is OPTIONAL

To qualify
For Maricopa County, the qualifications are that you have a business enterprise with a maximum of 100 employees and gross revenue of $4 million or less. If your business meets the Maricopa County qualifications for a small business, you may identify your firm as a Small Business.

If you qualify:
If your organization qualifies according to the above definition, check either of the boxes in the Small Business Enterprize section of the application, then click <Save & Continue Registration>.

For more information on the Small Business Enterprise Program, go to the SBE Website at http://www.maricopa.gov/MCbiz/

Contact us via email at vendreg@mail.maricopa.gov if you have questions regarding this process .

In the top gray tool bar find buttom <NIGP Code Browse> .
Here, you may review the code and select the appropriate class and item numbers. The
code has two parts a "class" and, within each class, "item" codes An NIGP code list
is also available within BuySpeed. It can be reached through the commodity code
selection screens.

• Maricopa County uses the NIGP Commodity Code for all of its vendors.
• Select the appropriate code or codes from the list provided during the registration process. Also, you may view, print or download a list of commodity codes in PDF format here.
• After your organization's name and commodity code information are added to our vendor list you will receive notification of solicitation opportunities via email each time a formal solicitation for the commodity codes you identified is issued.
• Entering commodity codes is not required for vendor registration, but it is recommended. However, only those registered using commodity codes will be notified when solicitations are announced.
To Enter or Update Commodity Codes
Select <Maintain Organizational Information>
To adjust Category Information, select <Maintain Commodity Codes and Services>
Two options appear:

<Maintain Commodity Codes> will allow you to review your previous selections and search for and select additional codes.

<Display Inactive Commodity Codes> will allow you to review prior code selections that have been inactivated.   

If a code has been selected it CANNOT be DELETED but it can be DEACTIVATED. To see decactivated codes, select <Display Inactive Commodity Codes> Deactivated codes may be "re-activated".
Codes you have selected or deactivated will NOT appear on the NIGP code lists but will appear in the Active or Inactive lists. Before searching the NIGP list, review the Inactive Commodity Codes. <Exit> the list when finished.
To Deactivate Codes

1. Select <Maintain Commodity Codes>. (Codes you have already selected will be found in the "Current Codes" list.)
2. If you see the message [No commodity codes found for this vendor] no codes are currently in the active list.
3. If you wish to deactivate current codes click to the right of the targeted code in the "Deactivate" column.
4. When finished click <Deactivate SelectedItems> at bottom of page. Selected codes are moved to the Inactive list. They can be reviewed and/or re-activated when desired.

To Add Or Change Codes --To select new codes for your active list proceed with these instructions.

1. To add new codes click on the button <AddAdditional Codes>
2. The [Commodity and Services Codes] window should appear.
3. Here you can either SEARCH or BROWSE for codes that you have not yet selected or inactivated
4. To use the SEARCH window, use either the CLASS field or the KEYWORD field
5. Use the CLASS field ONLY if you know the code you are looking for. (Otherwise, frustration and insanity lie that way:)
6. Use the KEYWORD field to search commodities until you locate code best suited to your business.
7. Alternately, use the NIGP Code Browse listing to scan codes in the 30 groups provided.
8. Use the "drill down menus" to take you quickly to a selection list.
9. Once you have located your codes: click the select box on the left and click the <SAVE> button at the bottom of the selection page

To return to the HOME page to review or update other features of your account click the <Home> entry on the top menu bar. Use the <Save and Add more> button to continue searching for more codes. Repeat this process as often as you wish.

Completing Your Registration:
After you submit your application, you will receive a confirming email containing the user ID and password you have selected and your Maricopa County Vendor Number. Please save that information for your records.

Form W9:
In the confirmation you receive, you will be shown how to access and submit the IRS Form W9. This MUST BE DONE in order to complete your registration.

If you are registering multiple physical locations, only one completed W9 is required. All tax reports and information will be sent to the one address you list as your corporate headquarters.

These instructions are written to assist those who have trouble logging into their account;

1. To access your vendor account, go to https://vendors.maricopa.gov/bso/login.jsp
2. Enter the legal name of the corporation or individual.
3. If you have difficulty accessing the login page, it is possible that you may be blocked by your IT department's firewall. If you suspect this might be the case, contact your IT department.
4. After locating the login page, find the login window under the term Current On-Line Account Holders.
5. Key your Login ID and Password and then click <Log In>.
6. You will either gain access to your account or you will receive error messages indicating that either your Login ID and or Password is incorrect.

If you have forgotten your login ID or password here is the solution;

1. Error message #1 -- Invalid login ID
   If the Login ID you keyed is not found, you will see a new page with the message "Invalid login ID". If this happens, try again using the "Retry Login" window. If this fails, contact us via email: Vendreg@mail.maricopa.gov.


2. Error message #2: "Invalid password"
   Re-key your Login ID at the lower left of the current screen but DONOT key a password. Locate the message; "If you have forgotten your password answer your Login Question." Click on "Login Question" and answer the question. If you answered the question correctly, an email will be sent to your account address with your current password.
3. If you are not able to answer the question correctly, contact us at Vendreg@mail.maricopa.gov. Provide us with your login ID, legal name, vendor number (if you have it), contact name and phone number. We will reset yourpassword and contact you via email.



Procurement vendors (those who wish to sell goods and/or services to the County)
should bookmark the Materials Management homepage link
at http://www.maricopa.gov/Materials/ There you will find
links to current solicitations and bids from the county and
other sources, current contracts and more.

Click the <User Maintenance> tab on the tool bar or select the appropriate icon on the "Home" page. Here you can review and select administrator profiles for this vendor account.


Administrators are those individuals who can access, update, and maintain your account.

Update account user information
To access administrator details, click on the Login ID name on the far right
Update data as necessary.
Completing the login question option is highly recommended.

Add additional Administrator profiles to this vendor account. Click <Add User> tab or select the appropriate icon on the "Home" page
Click the link and key data as needed. Be sure to click both options in the ROLES section.

Click the <Org Maintenance> tab on the tool bar or select the icon with that name on the "Home" page.

Use this Button	To Access These Functions
<Maintain Organizational Information>	Update your Doing Business As (DBA) name. Review your company name and TAX ID under the button. (If either of these are incorrect, email us with the correct data
<Maintain Addresses>	Maintain or add additional addresses
<Maintain Commodity Codes & Services>	Update Commodity Codes & Services codes. See here for more details
<Maintain Terms and Categories>	Maintain Categories and MWBE certifications. See here for more details
<Maintain Regions>	Is not used

Updating Categories from the BuySpeed home page
Select <Maintain Organizational Information>
Select <Maintain Terms and Categories> [Terms], the first section on this page is OPTIONAL.

[Categories & Certification] Note: If your company situation has changed, you may need to correct your previous responses. The first four questions deal with your IRS status and ARE required.

Tax Categories
1. [Are you tax-exempt according to IRS rules?] – Do you have a tax-exempt status with the IRS?
2. [The TIN provided is] -- Is the number you are registering a person Social Security Number or a business Employer Identification Number?
3. [Under IRS rules, do you provide any of the following services?] –If you have been IRS 1099 reportable in the past, select which type of service your provide.
4. [According to the rules of the IRS, this registration is for] – When you registered with the IRS what was your organizational status? It will be one of the four provided.
5. [Category: Small Business] – this section is OPTIONAL -
Go to the Materals Management web site to learn more about this program.

CORRECTING/UPDATING YOUR S.B.E. INFORMATION

• Access your on-line vendor account. [Click for help]
• Select <Seller Administrator> tab on the menu bar.
• Select <Maintain Organization Information>.
• Select <Maintain Terms and Categories>.
• Find the SBE category at the bottom of the page. [Click for more information on SBE]
• After completing changes, select<Save & Exit>.

Update Commodity Codes

In the top gray tool bar within BuySpeed. find the button <NIGP Code Browse>. Here, you may review the code and select the appropriate class and item numbers. The code has two parts a "class" and, within each class, "item" codes An NIGP code list is also available within BuySpeed. It can be reached through the commodity code selection screens.
Select <Maintain Organizational Information>
Select <Maintain Commodity Codes and Services> to update Commodity Code Information
Two options will appear:

• <Maintain Commodity Codes> will allow you to review your previous selections and search for and select additional codes.
• <Display Inactive Commodity Codes> will allow you to review prior code selections that have been inactivated.

Once you have selected a code, it CANNOT BE DELETED but it can be deactivated. To see decactivated codes, select <Display Inactive Commodity Codes> Deactivated codes may be "re-activated".
Codes you have selected or deactivated will NOT appear on the NIGP code lists but will appear in the Active or Inactive lists. Before searching the NIGP list, review the Inactive Commodity Codes. <Exit> the list when finished.

To Deactivate Codes

1. Select <Maintain Commodity Codes>: Codes you have already selected will be found in the "Current Codes" list.)
2. If you see the message [No commodity codes found for this vendor] no codes are currently in the active list.
3. If you wish to deactivate current codes click to the right of the targeted code in the "Deactivate" column
4. When finished click <Deactivate Selected Items>; at bottom of page. Selected codes are moved to the Inactive list. They can be reviewed and/or re-activated when desired.

To Add Or Change Codes
To select new codes for your active list follow these instructions.

1. To add new codes click on the button <Add Additional Codes>
2. The [Commodity and Services Codes] window should appear.
3. Here you can either SEARCH or BROWSE for codes that you have not yet selected or inactivated
4. To use the SEARCH window, use either the CLASS field or the KEYWORD field
5. Use the CLASS field ONLY if you know the code you are looking for. (Otherwise, frustration and insanity lie that way:)
6. Use the KEYWORD field to search commodities until you locate code best suited to your business.
7. Alternately, use the NIGP Code Browse listing to scan codes in the 30 groups provided.
8. Use the "drill down menus" to take you quickly to a selection list.
9. Once you have located your codes: click the select box on the left and click the <SAVE> button at the bottom of the selection page

To return to the HOME page to review or update other features of your account click the <Home> entry on the top menu bar. Use the <Save and Add more> button to continue searching for more codes. Repeat this process as often as you wish.

Recover password If you have lost or forgotten your PASSWORD but know your Login ID - AND - you have completed the Login Question during registration:

1. Go to http://vendors.maricopa.gov/bso/login.jsp
2. Key in your Login ID and guess at the password even though it will likely be incorrect.
3. If you did not guess correctly you will see an error page, [Error: Attempted Login Unsuccessful ] , with a window to retry your entry.
4. If the system does not recognize your Login ID proceed to [Recover Login ID] section.
5. Re-key your Login ID in the window provided but DO NOT enter anything in the PASSWORD field
6. Select <Login Question> - respond to the question and click <Submit>
7. If you have answered the question correctly, a notification will be emailed to the address on file in your account.
8. If you could not answer the question or have lost your Login ID , proceed to the next section.

Recover Login ID

1. If you have lost your Login ID knowing the password will be of no help - proceed as follows.
2. Email us at vendreg@mail.maricopa.gov
3. Include the following information:
1. The name under which the account is held: The Business Name or Your Name
2. The IRS TINnumber of the account
4. We will search the database for your account based on the data you provide,and email you your Login ID and password.

If you require solutions that, after exhaustive research, you can not locate on these help pages, contact us.

When contacting us from within the BuySpeed application, use the <Customer Service> tab found on the Gray Tool Bar in the BuySpeed application. Otherwise, direct vendor registration questions to us via email at vendreg@mail.maricopa.gov
Maricopa County Materials Management vendor contact information

Hours:	8:00AM to 5:00PM Monday through Friday, except holidays
Address:	320 West Lincoln, Second Floor Phoenix, Arizona, 85003.R2C2
Phone	602.506.8712
Fax	602.258.1573
Web Site:	http://www.maricopa.gov/Materials
Staff:	Staff Directory
Email:	vendreg@mail.maricopa.gov (Vendor registration questions only)

For a new Vendor Account

• To begin, go to http://www.maricopa.gov/materials/vend-reg/vendor_certification.asp

If you have trouble conneting, consider:

• First -- BuySpeed does not currently support Apple/Macintosh computers.


• Second -- Your ability to access BuySpeed may be blocked by your company's firewall that may restrict importing Java applications. If you think that may be the case contact your IT department.

Finding Current Solicitations

• Procurement vendors: (those who wish to sell goods and/or services to the County). The MM Home Page contains a link to current solicitations and bids – find "solicitations" on the left-hand menu.

W9 forms & instructions

• Vendors providing SERVICES who are required to submit a W9 form can find a copy at http://www.maricopa.gov/materials/Vend-reg/FW9.PDF. Submit the completed form via fax to the Maricopa County Department of Finance at (602) 506-3439.