•••> First Steps
• How to begin
• Acceptance Page
• Company Name & Tax ID
•••> Page 1:
• Doing business as (DBA)
• Addresses
• Primary/Corporate Address
• Procurement Address
• Remittance Address
• Administrative User Information
•••> Page 2 -- Part A:
• Payment, freight & shipping information
• Tax exempt status
• What is a "TIN"? What is MY "TIN"?
• Define your business type for the IRS
•••> Page 2 -- Part B:
• Maricopa County defines "small business"
• Register your business as a small business (Optional)
•••> Misc. Stuff
• Start a New Vendor Acct.
• Connectivity Problems
• Finding Current Bids
• W9 Forms -
Who needs them and where to get them
The Answers
Introduction
TIPS ON USING THESE HELP PAGES
Red type enclosed by
<these brackets>
signifies links, icons, toolbars and buttons in BuySpeed.
When you see this button, click for additional information.
More Information
The notes that are activated by these buttons
contain additional information that may be useful
in the completion of the vendor application.
Navigating BuySpeed
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 the page
– scroll down to locate them.
Click <SAVE> buttons tosave adds and changes
To <EXIT> BuySpeed, click this image.
Click [screenshot]
to see illustrations of relevent BuySpeed pages. Select the "close window"
button to exit the window.
TOOLBAR TIPS
Note the Red and Gray toolbars at the top of the pages.
[screenshot] The Red Toolbar provides the same links
that the three icons on the Maintenance Home Page do.
Replica of Red Toolbar
(click buttons below for images of the
pages you will see)
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 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
Completing the Application
PRELIMINARY INFORMATION
The registration process has four steps -- all but the last one are required
Enter your TAX ID and Company Name in the first window.
When the first application page appears, enter your company DBA, addresses and contact information.
On the second page, enter IRS business categories that indicate your TAX status.
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.)
The Company and the Administrative User
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.
To agree with the terms, click the
<Agree & Continue> button.
The <Do Not Register>,
button will return you to the MM home page.
(Note: If you experience any problems accessing these pages; try
clicking your browser's <Refresh>
button. Or leave the site and then re-enter.)
On the new page
[screenshot], 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.)
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.
Enter the ID#
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.
Legal Business Name
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>
Reminder
Remember the Login ID and Password. They will be required to access your account.
Complete the "Login Question and Answer" option to be able to quickly retrieve a forgotten password.
If you enter only one address be sure to complete the registration process by clicking on the
<Continue Registration> button.
THE VENDOR APPLICATION: PAGE 1 -- Company &
Account Administrator Information
Doing Business As (DBA)
[see screenshot] 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.
Additional Addresses 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.
Be sure the Administratve User Information on the bottom section
of this page is complete.
The Administrative User is the administrator of your company
account.
It is important that the contact information: address, email and telephone,
be included and correct.
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.
THE VENDOR APPLICATION: PAGE 2-A -- Business
Information (categories)
Payment, freight & shipping information(This information is optional.)
Responses to the next four questions are required:
»» 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)
[see screenshot]
»» Corporation
»» Partership
»» Individual / Sole Proprietor
THE VENDOR APPLICATION: PAGE
2-B -- Small Business Qualification
[Category: Small Business Enterprise] – this
section is OPTIONAL[see
screenshot]
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>.
• 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
Options:
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.
Select
<Maintain Organizational Information>
To adjust Category Information, select
<Maintain
Commodity Codes and Services>
<Display Inactive Commodity Codes>
will allow you to review prior code selections that have been inactivated.
[see screenshot]
Options:
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.
Select <Maintain Commodity Codes>.
(Codes you have already selected will be found in the "Current
Codes" list.)
If you see the message [No commodity codes found for this vendor]
no codes are currently in the active list.
If you wish to deactivate current codes click to the right of the targeted code in the
"Deactivate" column.
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.
To add new codes click on the button <AddAdditional Codes>
The [Commodity and Services Codes] window should appear.
[see screenshot]
Here you can either SEARCH or BROWSE for codes that you have not
yet selected or inactivated
To use the SEARCH window, use either the CLASS field or the KEYWORD
field
Use the CLASS field ONLY if you know the code you are looking
for. (Otherwise, frustration and insanity
lie that way:)
Use the KEYWORD field to search commodities until you locate code
best suited to your business.
Alternately, use the NIGP Code Browse listing to scan codes in
the 30 groups provided.
[see screenshot]
Use the "drill down menus" to take you quickly to a selection list.
[see screenshot]
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.
NOTES:
Our staff is prohibited by policy from selecting codes for you.
If you encounter problems with commodity codes, email your request
to
vendreg@mail.maricopa.gov. In order for us to be able to help you promptly, please
include all relevant details.
THE VENDOR APPLICATION - FINAL STEPS
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.
Enter the legal name of the corporation or individual.
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.
After locating the login page, find the login window under the
term Current On-Line Account Holders.
[screenshot]
Key your Login ID and Password and then click <Log
In> .
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;
Error message #1 -- Invalid login ID
[screenshot]
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.
Error message #2: "Invalid password"
[screenshot]
Re-key your Login ID at the lower left of the current screen but DO
NOT 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.
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 your
password and contact you via email.
Bids 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.
UPDATING USER/ADMINISTRATOR PROFILES
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.
Definition
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.
If you need additional help, email us at
vendreg@mail.maricopa.gov
or click the
<Customer Service>
tab found on the Gray Tool Bar. To allow us to help you promptly,
tell us where you ran into difficulty and what the problem is.
Thank you.
UPDATE ORGANIZATIONAL INFORMATION
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 BUSINESS/TAX CATEGORIES
Update Categories Beginning 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
[Are you tax-exempt according to IRS rules?]
– Do you have a tax-exempt status
with the IRS?
[see screenshot]
[The TIN provided is]
-- Is the
number you are registering a person Social Security Number or
a business Employer Identification Number?
[see screenshot]
[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.
[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.
[see screenshot]
[Category: Small Business]
– this section is OPTIONAL -
Click
here
for more information about the program
An option 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>
To update Commodity Code Information, select <Maintain
Commodity Codes and Services>
Important Note
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.
Select <Maintain Commodity Codes>:
Codes you have already selected will be found in the "Current
Codes" list.)
If you see the message [No commodity codes
found for this vendor] no codes are currently in the active
list.
If you wish to deactivate current codes click to the right of
the targeted code in the "Deactivate" column
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 proceed with these instructions.
To add new codes click on the button <Add
Additional Codes>
The [Commodity and Services Codes] window should appear. [see
screenshot]
Here you can either SEARCH or BROWSE for codes that you have not
yet selected or inactivated
To use the SEARCH window, use either the CLASS field or the KEYWORD
field
Use the CLASS field ONLY if you know the code you are looking
for. (Otherwise, frustration and insanity
lie that way:)
Use the KEYWORD field to search commodities until you locate code
best suited to your business.
Alternately, use the NIGP Code Browse listing to scan codes in
the 30 groups provided. [see
screenshot]
Use the "drill down menus" to take you quickly to a selection
list. [see
screenshot]
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.
MORE IMPORTANT NOTES:
Our staff is prohibited by policy from
selecting codes for you.
In order for us to be able to help you quickly, please include all
relevant details.
LOST ID OR PASSWORD
Recover password
If you have lost or forgotten your PASSWORD but know your
Login ID - AND - you have completed the Login Question during registration:
The name
under which the account is held
:
The Business Name
or
Your
Name
The
IRS TIN
number of the account
We will search the database for your account based on the data you provide,
and email you your Login ID and password .
IMPORTANT NOTE:
We will respond to you via the email address currently
in the Administrative User section of the account in question. If this has
changed we need to know now.
CONTACT US
If you require solutions that, after exhaustive research,
do not appear 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
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.
Vendor Registration Help
