Bidder Registration

Follow steps 1 - 5 in that order.

• Only ACTIVE (registered) vendors will have the ability to download and print bid packages. There will no longer be a direct mail vendor list as in the past. You must obtain the packages via the web site. Click on the "Already Registered" if you have been "approved" and have an account.

  Click here to LOG-ON (already registered) (Step 5)

• Only ACTIVE (registered) vendors will have the ability to download and print bid packages. There will no longer be a direct mail vendor list as in the past. You must obtain the packages via the web site. Click on the "Register Now" and complete the Registration.

  Click here to LOG-ON (needing registration) (Step 4)

• Printable version of the Vendor Registration Form. Please print and use as a scratch pad for information prior to doing the live version. This is the actual form you will see during website registration.

  Printable version of the Vendor Registration Form (Step 1)

• Search Commodity Codes (use this Complete Commodity Code listing for searching, reviewing and selecting codes prior to registration - Step 2).

  OR

• Print the list of Common Codes and Categories to review and select codes prior to registration (Step 3).

Basics Regarding Competitive Bidding:

By State Law and City Ordinance, the City of Newport is obligated to purchase by Public Bidding: Construction projects over $10,000; Items or Services over $4,000.00. All bids are publicly opened at the advertised time, and are then made available for public examination at any time. Analysis of bid results are made up after the bid openings and are made available. Use the left Navigation Bar under BID Tabulations (by FY).

All bids are advertised in either the Providence Journal, Newport Daily News or both and/or specialized Trade Papers.

Award of Municipal Contracts are under The General Laws of Rhode Island. Click here to view CHAPTER 45-55 - Award of Municipal Contracts .

Awards:

After a bid is opened, the Department requiring the goods or services makes a determination as to the lowest evaluated or responsive bidder in the case of merchandise, or the highest qualified firm in the case of services. The Department Head then makes a recommendation to the City Council, who, ultimately, awards a bid. The successful vendor is then notified of the award, and of any further requirement prior to a Purchase Order/Contract being issued. Past Bids Results/Tabulations can be viewed by using the left Navigation Bar under Past Bid Tabulations.

Prevailing Wage:

Any construction over $ 1,000.00 is required by state law to pay state prevailing wage. A current copy of the most recent Prevailing Wages scale is obtained from the State of Rhode Island, Department of Labor and Training , Division of Professional Regulation or at the Davis-Bacon Wage Determination link. It is also by request for each construction bid document. All vendors supplying construction services must submit certified payrolls from any contractor and sub-contractor who does work on the project. No payments are made until all payrolls are up to date, and correct. Use the left Navigation Bar under Prevailing Wage.

Requests for Payment:

Vendors submit invoices to the ordering State agency once all items covered by the Purchase Order have been delivered or completed or, in the case of Blanket Orders, once each month for items delivered or completed since the last billing. Payment will not be considered for items not covered by the Order, for quantities (or monies) exceeding those authorized by the Order, or where unit pricing does not agree with the Order.

Once billings have been reviewed and accepted, the State agency will forward a copy of the invoice with a voucher for payment to the State Controller, who will authorize payment through the State Treasury. Checks are mailed to the vendor's address on the Order.

No payment will be authorized if the Controller does not have a copy of the Vendor's IRS W-9 Form on file. A copy of the form may be downloaded at the Website on the left navigation bar under usefull links. Please mail completed W-9 Forms to:

City Hall
43 Broadway
Accounting Division
Attn: W-9
Newport, RI 02840

Click here for W9 form