STATE OF RHODE ISLAND VENDOR INFORMATION PROGRAM (VIP) QUICK REFERENCE GUIDE
Please print these instructions by selecting File; Print from the toolbar at the
top of the page.
GENERAL INFORMATION
NOTE:You can navigate through the Division of Purchases website by single clicking
on any of the options that appear in the menu located on the left-hand side of every
window.
- You must register as a vendor on the RIVIP system to submit a Bid/RFP response.
- You must download and install/activated Adobe Acrobat Reader. A link to the free
download is available from our website by double clicking on the yellow Get Acrobat
Reader box that appears at the bottom of the Menu options. Follow the instructions
to download/install the Reader.
- You must sign in as a RIVIP registered vendor (see Sign In option in the menu, on
the left-hand side) before downloading a bid to create the cover form.
- You can view any bid without signing in, however, the cover form will not automatically
be generated until you Sign In and request the bid document again.
- You can sign in at anytime by single clicking the Sign in option from the menu on
the left hand side.
- You must submit a RIVIP Generated Bidder Certification Cover Form along with your
Bid/RFP response.
- The RIVIP Help Desk can be reached Monday through Friday 8:00 AM 3:30 PM, Eastern
Standard Time, at 401-222-3766.
REGISTERING
NOTE: If you think your company is already a registered vendor, you can search
for the Vendor ID# and Password by selecting the Vendor Center option from the menu,
and single clicking on RIVIP Search link. If you need assistance, see the instructions
below Search for Vendor ID# and Password.
- Select Vendor Center option from the menu.
- Select RIVIP Registration and read the instructions. You will be asked to provide
basic information about your company. All fields marked with an asterisk (*) are
mandatory and must be completed. Leave any fields that are NOT applicable to you
company blank, i.e. if your mailing address is NOT different from the Business Address,
do not input any data in the Mailing Address Fields, LEAVE THEM BLANK.
- Review all of the information carefully, click on the Finish Button when you are
through.
- NOTE: If the SSN/FEIN number you have entered is already registered, you will be
given the option to proceed with the registration, or you can search for the Vendor
ID # and password through the RIVIP Search link. If you need assistance, see the
instructions below Search for Vendor ID# and Password. To proceed with the registration
click the Continue Registration button and single click the Finish button. If you
would like to change the SSN/FEIN for your registration single click Continue Registration
and change the SSN/FEIN before single clicking the Finish button.
- You will be assigned a Vendor Id Number. You will be asked to choose a password.
Remember that your password is case sensitive and must always be entered as it was
registered. Please write this information down and keep it in a safe place for future
reference.
- You are now logged in to the site. (Look to the Menu on the left-hand side and you
will see your company name.)
- You may proceed to select your commodity codes, or, select one of the options from
the Menu to navigate around the site.
COMMODITY CODES (Optional)
NOTE: You can select your Commodity Codes now or you can add them later. To
add Commodity Codes at a later date, single click on the Vendor Center Menu option
then single click on Vendor Maintenance. You must Sign In first before you can add
Commodity Codes through the Vendor Maintenance option. Follow the instructions 2-8.
To add your Commodity Codes immediately after you complete the registration
process follow the instructions below.
- Single click on the Add Vendor Commodity Codes link. A screen will open informing
you that there are No commodity codes records found.
- If adding commodity codes through Vendor Maintenance single click Vendor Commodity
Codes. A screen will open informing you that there are No commodity codes records
found.
- To add commodity codes, single click on the Add button. A new window will open that
will allow you to search for the codes by Keyword, Search All Categories, or search
by selecting Individual categories.
- To search by keyword type in a short description (i.e. office equipment). Highlight
the appropriate Category in the Commodity Code Categories box. Single click on the
Search button, a new window will open with the search results.
- To search all categories, be sure the Search all Categories option is highlighted
in the Commodity Code Categories box. Single click on the Search button, a new window
will open with the search results. Single click on the description of the category
you wish to review.
- To search by individual categories, highlight the category you wish to search by
single clicking on the corresponding letter and description. Single click on the
Search button, new window will open with a list of subcategories. Single click on
the description of the category you wish to review.
- Check off the boxes to the left of the codes that you want to add to your registration.
When finished, single click the Add button. A new window will open with the list
of commodity codes you have added.
- Review your choices carefully, if you want to Delete a code, simply put a check
in the box titled Check to Delete and click the Delete button, an updated list will
appear. Review the choices again, if they are correct, you can click the add button
and return to the first page of the Commodity Code option to continue to add additional
codes. Or to leave the Commodity Code option, select any item that appears in the
menu in left-hand side of the window.
SEARCH FOR ACTIVE (SCHEDULED) BIDS, AWARDED
BIDS, BIDS THAT ARE UNDER EVALUATION AND CANCELLED BIDS
If
you are a registered vendor, please sign in by clicking the
Sign In link from the Menu located on the left-hand side. You must Sign In to create
the Cover Form for bids.
If you
need to register your company as a vendor, please click
on the Vendor Center link and select the RIVIP Registration link.
If you are
not sure if you company is registered, please click
on the Vendor Center link and proceed to the RIVIP Search link to search for your
vendor number and password. (See the instructions below titled
Search for Vendor
ID# and Password)
- To view/search for active/awarded bids please single click on the Public Bid Opportunities
link from the Menu.
- Click on the link titled State Agency Bids and the Bid Search page will open.
- To search for a bid by bid number input the entire bid number in the Bid Number
field, select the appropriate bid status from the Bid Status field and single click
on Search.
- To search for bid by Bid Status only, (active bids, awarded bids, bids that are
under evaluation or canceled bids), single click on the appropriate status in the
Bid Status window, single click on the Search button, and the search results window
will open.
- To search for a bid by keyword, first single click on the appropriate Bid Status
option for your search, next, input your search word (i.e. Office Equipment), in
the Keyword field and singe click on the Search button.
NOTE: You must have the correct Bid Status highlighted for the bid you are searching
for, i.e. if the bid has been cancelled and you have the Awarded status selected
in the Bid Status field, the bid will not be found.
- To search for a bid by opening date, first single click on the appropriate Bid Status
option for your search, input the date as follows mm/dd/yyyy, or single click on
the calendar and select the date. To change the month, use the arrows that appear
to the left and right of the title of the month. To select the date, single click
on the appropriate number.
NOTE: You can refine your search by using any combination of the options shown.
I.e. you can search for all Active (Scheduled), and On or after a certain date,
or Bid Number and Canceled bids, by selecting multiple criteria and then single
clicking on the Search button
- To remove the data you have entered in any of the fields, simply click the Clear
Fields button.
VIEWING AND DOWNLOADING BIDS FROM SEARCH RESULTS
- To view any bid, single click on the bid number.
IMPORTANT: If you have signed in, the first three
pages you will see will be your cover form, the bid document will follow. If you
have not signed in, the bid document ONLY, will
appear in the window.
YOU MUST SIGN IN WITH YOUR VENDOR NUMBER AND PASSWORD TO CREATE THE COVER FORM
WITH THE BID.
You can Sign In as a vendor at any time by simply clicking the Sign In Link from
the Menu.
PRINTING COVER FORMS AND BIDS
- To print the Cover Form and Bid Documents, or the Bid Document alone, click on the
printer icon that appears on the Adobe Toolbar at the top of the page.
SUBMITTING A BID RESPONSE
- Print a hard copy of the Bid and RIVIP Cover Form.
- Complete the Bid with your responses(s)and complete the RIVIP Cover Form.
- Mail the completed Bid and RIVIP Cover Form to:
Department of Administration
Division of Purchases
One Capitol Hill, 2nd Floor
Providence, RI 02908
- Indicate the Bid Number and Opening Date and Time on the envelope. The Division
of Purchases must receive your Bid and completed RIVIP Cover Form prior to the opening
date and time of the bid.
SEARCH FOR VENDOR ID# AND PASSWORD
- Single click on the Vendor Center option from the Menu in the upper left-hand corner.
- Single click on RIVIP Search
- Input your first and last name in the First and Last Name Field Input the Companys
name in the Company Name Field NOTE: You must match at least 5 characters of
the company name. If the company name is less than 5 characters, you must enter
the entire company name.
- Input the Social Security or Federal Tax Identification number your company registered
with in the SSN/FIN field. DO NOT input any dashes (-) or spaces. Single click on
Search
- The Search Result window will open.
- If the company is registered at multiple locations, with the SAME SSN/FED number,
the Search Result Window will list the multiple locations. The list will appear
in Vendor Id # order and shown the Company Name, City, State, Zip Code and Country.
Single click on the company name of the location you are looking for to obtain the
password.
SEARCH/VIEW QUASI-PUBLIC BIDS
- Select the Public Bid Opportunities option from the menu.
- Single click on the Quasi-Public Bid option.
- Select by highlighting a single Quasi-Public agency, or search All Quasi-Public
Agencies, single click on the Search button.
- You can refine the search by entering a Keyword in the Keyword field.
- To view information about a bid, single click on the bid number.
SEARCH/VIEW MUNICIPALITY BIDS
- Select the Public Bid Opportunities option from the menu.
- Single click on the Municipality Bids option.
- Select by highlighting a single Municipality, or search All Municipalities, single
click on the Search button.
- You can refine the search by entering a Keyword in the Keyword field.
- To view information about a bid, single click on the bid number.