WebProcure™ Vendor Registration User Guide

WebProcure™

Vendor Registration User Guide

Document Version 3.0.01.18

WebProcure™ powered by

Beacon – Vendor Registration

Table of Contents

Introduction................................................................................................................................................... 5

Required Registration ............................................................................................................................... 5

Vendor Self-Registration ............................................................................................................................. 6

Getting Started ......................................................................................................................................... 6

Step 1 - Collect Information and General Disclaimer ............................................................................... 7

Step 2 - Organization Information ........................................................................................................... 9

Now/Later Supplemental Information .............................................................................................. 13

Business Verifications ..................................................................................................................... 14

Company History ......................................................................................................................... 15

W-9 Form Request for Taxpayer Identification Number and Certification ............................. 15

City Tax Compliance .................................................................................................................... 17

Professional Licensure ................................................................................................................ 19

City Insurance .............................................................................................................................. 24

City of Pittsburgh Areas Served .....................................................................................................26

Diversity / Disadvantaged Business Classifications .......................................................................28

Step 3 – Organization Contact Information .......................................................................................... 31

Additional Contacts ............................................................................................................................. 33

Step 4 – Select Commodity / Service Codes .......................................................................................... 35

Available Categories....................................................................................................................... 36

Select Categories ............................................................................................................................... 36

Remove Selected Categories ......................................................................................................... 37

Process My Registration ......................................................................................................................... 37

Log In to WebProcure ................................................................................................................................ 39

WebProcure Usage Terms and Conditions ........................................................................................... 40

Beacon – Vendor Registration

WebProcure Home Page ........................................................................................................................ 41

My Account......................................................................................................................................... 43

Online Help ......................................................................................................................................... 43

Beacon – Vendor Registration

Introduction

The City of Pittsburgh is implementing a secure, web-based statewide eProcurement system, Beacon,

using the WebProcure application provided by our partner, Perfect Commerce.

Beacon offers many user-friendly features and expanded services, including:

 Business opportunities from the City of Pittsburgh posted to a consolidated bid board where

you may view and respond.

 Ability to view and respond to other public-sector opportunities within City of Pittsburgh.

 Access to the WebProcure marketplace, which provides public sector opportunities with other

Perfect Commerce clients.

 Automatic email notification of business opportunities.

 Ability to electronically submit bids or proposals.

 Enhanced self-service vendor registration in a one-stop shop.

 Improved vendor registration allowing for multiple users, contacts, attachments and more.

 Ability to review award results/postings electronically.

Required Registration

All vendors who currently (or in the future) sell products and/or services to the state will be required

to register their business with the Beacon. The vendor registration portal for registering your business

is accessible from the Beacon website at: pittsburghpa.gov/beacon/

This document will serve as a guide on how to register your organization.

Beacon – Vendor Registration

Vendor Self-Registration

Beacon utilizes the Perfect Commerce WebProcure application to provide vendors with the ability to

self-register. This is a multi-step process to establish contact and company information, areas served,

commodity classifications and tax identification information.

Getting Started

It is suggested that you have the following information on hand to complete the required sections of

the registration:

 Organization’s Taxpayer ID Number (TIN)

 Business Type (Corporation, LLC, Sole Proprietorship, etc.)

 Email Address

 Internal Revenue Service W-9 Form (ready for upload), Request for Taxpayer Identification

Number (TIN) and Certification

You will also have the opportunity to enter in supplemental information including:

 Organization Information

 Pittsburgh Areas Served

 Diversity / Disadvantaged Business Classifications

o Minority Business Enterprise (MBE)

o Women Business Enterprise (WBE)

o Veteran-Owned Small Business

 Organization Contact Information

 Commodity / Service Code Selection

After gathering the necessary information, access the website: pittsburghpa.gov/beacon/registration

The website opens to the required Registration page.

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Step 1 - Collect Information and General Disclaimer

The first step in the registration process is to collect the information that will be necessary to complete

your registration. This includes, the previously mentioned, taxpayer information, contacts, and

commodity classifications.

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Located at the bottom of this first step, is the General Disclaimer for the City of Pittsburgh.

The disclaimer states: ‘The City of Pittsburgh is not responsible for and accepts no liability for any

technical problems that result from using this website. In addition, the City of Pittsburgh is not

responsible for problems related to the transmission of data to and from this site.’

Agreeing to the General Disclaimer is a requirement as indicated by the red asterisk (*). To proceed

with the registration, check the Yes, I agree check box.

Click Next.

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Step 2 - Organization Information

In step two, you will begin entering the information that was collected in step one.

A red asterisk (*) indicates that a field is required and must be completed to proceed to the next step

in the registration.

Beacon – Vendor Registration

Complete the above fields as follows:

 Country – Use the drop-down menu to select the country location of your organization. The

default selection is United States.

 This office is – Choose the appropriate designation for your organization:

 Parent / Holding Company – This is the default designation and applies to your organization

if it is the parent or headquarters location of your organization.

 NOTE: If you are an individual / sole proprietor, select ‘Parent / Holding Company’.

Beacon – Vendor Registration

 Branch – If your organization is a child company or branch location of another entity, select

this option.

NOTE: If your organization has a DBA, please registers the DBA separately as a ‘Branch’

 Federal Employer Identification Number* -- OR – Social Security Number* – During your initial

registration, either a Federal Employer Identification Number (FEIN), or a Social Security

Number (SSN), needs to be entered to identify your organization in WebProcure. The City of

Pittsburgh may use this information to associate your WebProcure registration with their

accounting and payment systems for Federal tax reporting.

 DUNS Number – Enter the D-U-N-S number issued by Dunn & Bradstreet, which provides unique

identifiers of single business entities, while linking corporate family structures together. This

field must contain 9 digits. It cannot contain letters or symbols.

NOTE: This field is required when registering as a ‘Branch’.

This field is required

 Legal Name of Entity / Individual* – Your organization’s legal name must match the company

name on record with the IRS for your Tax Identification Number. If you file with a Social

Security Number, you must enter your name exactly as it shows on your Federal Tax Return.

This field accepts up to 50 alphanumeric characters.

 Address* – Use the two lines to enter street address or post office box information in full. Each

of the Address and Address Line 2 fields accept up to 30 characters.

 City* – Enter the city where your organization is located. This field accepts up to 50 characters.

Application Note: The Clear link, located to the right of the Federal Employer Identification

Number and Social Security Number text entry fields, allows you to empty those fields and re-

enter numbers as needed.

Application Note: The application will identify the number of remaining characters allowed as

you type.

Beacon – Vendor Registration

 State / Province* – Use the drop-down menu to select the state where your organization is

located. The default selection is Pennsylvania. If your organization is located outside of the

continental United States, choose the last option, listed as Other from the listing of available

choices.

o If Other is selected from the State / Province menu, a new, required Other Region* field

will display. Enter the appropriate region in this field

 Postal / Zip Code* – Enter the postal code or zip code with extension, if known, for your

organization.

 Type of Business* – Use the drop-down menu to identify the type of enterprise that best

represents your organization. Options include:

• Benefit Corporation (B Corp)

• C Corporation

• Individual/Sole Proprietor

• Limited Liability Company – C Corporation

• Limited Liability Company – Partnership

• Limited Liability Company – S Corporation

• Other: Federal Tax Exempt / Non-Profit

• Other: Government Entity

• Partnership

• S Corporation

• Trust / Estate

Application Note: The application will perform an address validation. If the address cannot be

located, you have the option of correcting any errors that may exist or you may acknowledge that

the entered address is correct by double-clicking the here link.

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Now/Later Supplemental Information

The lower portion of step two consists of several sections that may be entered now or later. These do

not need to be completed during the registration process to advance to the next step.

By default, the Later option is selected for each section:

 Business Verifications

o Company History

o W-9 Form Request for Taxpayer Identification Number and Certification

(Upload W-9 Form)

o City Tax Compliance

o Professional Licensure

o City Insurance

 City of Pittsburgh Areas Served

 Diversity / Disadvantaged Business Classifications

This information may be entered later once you are logged in to the WebProcure application.

To enter information in now, while registering, simply click the Now button for the desired section.

Beacon – Vendor Registration

Business Verifications

To address each of the topics in the Business Verifications section now, select the Now button. The

page will refresh to include several new topics as shown below:

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Company History

The Company History section contains the following question: ‘How long has your organization been

in business?’

Please answer the question and if desired, enter in additional commentary regarding your

organization’s history. This field accepts a maximum of 1000 characters.

If desired, text may be copied and pasted into this field.

To expand the field and view all entered or pasted text,

click and drag the lower right corner of the text

box.

W-9 Form Request for Taxpayer Identification Number and

Certification

To conduct business with the City of Pittsburgh, you must submit a signed IRS W-9 Form certifying the

Federal Employer Identification Number or Social Security Number that was entered earlier in step

two. This form verifies that the number entered matches the number assigned to your organization

by the Internal Revenue Service. You can download this form directly from the IRS website. You may

also provide a W-8 Form, if applicable.

To upload your form, click the Add files… button. The Choose File to upload or Open window displays,

depending on your browser.

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See sample image below:

Navigate to the local or network location of your W-9 or W-8 Form, select the file, and click Open.

The Choose File to upload or Open window closes, and the selected file will display inside the W-9

Form Request for Taxpayer Identification Number and Certification section as shown in the sample

image below.

Repeat this process for each form to be uploaded.

To remove a file, simply click the located to the right of the file name.

Beacon – Vendor Registration

City Tax Compliance

For the purposes of tax payment verification, please list the Parcel Identification of all properties

owned by your organization in the City Tax Compliance section.

Complete the fields as follows:

 Address – Use the Address and Address 2 fields to enter street address or post office box

information for the property address.

 Country* – Use the drop-down menu to select the country location of your property address.

The default selection is United States.

 City* – Enter the city where the property is located.

 State / Province* – Use the drop-down menu to select the state where your property is located.

The default selection is Pennsylvania. If your property is located outside of the continental

United States, choose the last option, listed as Other from the listing of available choices.

o If Other is selected from the State / Province menu, a new, required Other Region* field

will display. Enter the appropriate region in this field

 Postal / Zip Code* – Enter the postal code or zip code with extension, if known, for your

property location.

Beacon – Vendor Registration

If additional Parcel Identifications need to be entered, simply click the Add another property button.

The page will refresh to display additional address fields for you to complete. Repeat this process for

each property to be added.

To remove an added address or remove empty address fields, simply click the located in the upper

right corner of the address or address fields to be removed.

Beacon – Vendor Registration

Professional Licensure

If your organization possesses licenses and/or certifications, please use the Professional Licensure

section to select and attach supporting documentation.

The Professional Licensure section contains four separate licensure tabs:

 City of Pittsburgh – Trade (default)

 City of Pittsburgh – Amusement

 City of Pittsburgh – Business

 Other

Beacon – Vendor Registration

By default, the page displays the City of Pittsburgh – Trade related licenses. To acknowledge that your

organization holds a particular license, check the box located to the left of the License Name. The

page will refresh to display an advisory message in red: ‘Please upload document.’

To upload a copy of your license, click the Browse or Choose file button, depending on your browser.

The Choose File to upload or Open window opens.

Navigate to the local or network location of your license document, select the file, and click Open.

The Choose File to upload or Open window closes, and the selected file will display inside the

Document field as shown in the sample image below.

Beacon – Vendor Registration

Repeat these steps for each license document to be entered.

The following images represent each of the available license tabs. The City of Pittsburgh – Amusement

is shown below:

The steps to acknowledge that your organization holds a listed license and uploading a copy of the

license document are the same.

Beacon – Vendor Registration

The City of Pittsburgh – Business is next:

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And lastly, the Other tab. The Other tab is slightly different, in that the fields are free-text fields and

allow you to enter license details as well as upload supporting documentation for a license that wasn’t

listed on the previous tabs.

Complete these fields as follows:

 Licensure Type/Description – Enter a description of the license that your organization holds.

This field accepts a maximum of 1000 characters. If desired, text may be copied and pasted

into this field. To expand the field and view all entered or pasted text, click and drag the

lower right corner of the text box.

 Certifying Authority* – Identify the name of the licensing authority, agency or board agency

that issued the license.

 Upload License Document* - To upload a copy of your license, click the Browse or Choose File

button, depending on your browser. The Choose File to upload or Open window opens.

Navigate to the local or network location of your license document, select the file, and click

Open. The Choose File to upload or Open window closes, and the selected file will display inside

the Upload License Document field as shown in the sample image below.

Beacon – Vendor Registration

City Insurance

Vendors must provide proof of minimum insurance for all awarded contracts in which insurance is

required. The City Insurance section of registration identifies the minimum insurance requirements

as:

A. GENERAL LIABILITY Single limit of Bodily Injury and Property Damage Combined:

$500,000.00 each occurrence. $1,000,000.00 aggregate.

B. CITY OF PITTSBURGH must be listed as “Additional Insured” on the insurance certificate.

NOTE: The name(s) of the insured on the certificate must be the same as the name(s) of the

Contractor listed on the bid document.

C. Insurance coverage must be an “OCCURRENCE POLICY”. “Claims made” policies are

unacceptable.

D. WORKERS’ COMPENSATION STATUTORY LIMITS.

E. AUTOMOTIVE LIABILITY INSURANCE – MINIMUM REQUIREMNTS: $500,000 for each

individual occurrence and $1,000,000.00 in aggregate coverage.

To upload a copy of your organization’s certificate(s) noting the City of Pittsburgh as additional

insured, click the Add Files button.

Beacon – Vendor Registration

The Choose File to upload or Open window opens, depending on your browser. Navigate to the local

or network location of your insurance document, select the file, and click Open.

The Choose File to upload or Open window closes, and the selected file will display on the page as

shown in the sample image below.

Repeat the above steps for each insurance document to be uploaded. To remove a single document,

simply click the located to the right of the file name. To remove all of the uploaded insurance

documents from the registration page, click the Clear All link located to the far right of the Add Files

button.

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City of Pittsburgh Areas Served

If your organization operates only in select locations of the City of Pittsburgh, please select the areas

where you are available to provide goods and/or services. If you support citywide service, no action is

necessary here.

By default, Citywide is selected. To identify specific areas for which your organization provides goods

and/or services, click the Select Areas button.

The page will refresh to display an interactive map.

Beacon – Vendor Registration

Select one or more of the zones one at a time: Ward 1 through 32. As you select a Ward, the page

will briefly display that zone in yellow and then save the zone in blue. In the following sample image,

Wards 1, 12, 15, 18, and 22 have been selected and saved as indicated by the blue highlighted areas.

Beacon – Vendor Registration

Diversity / Disadvantaged Business Classifications

This section of the registration is optional and may be completed later from inside the WebProcure

application. If none of the classifications apply to your organization, leave the Later button selected

and continue with your registration. To view and/or select from the listing of available

diversity/disadvantaged business classifications (MBE, WBE, Veteran-Owned small business, or

Disadvantaged business enterprise), that may apply to your organization, select the Now button.

NOTE: To learn more about the City of Pittsburgh EORC goals and/or for assistance in obtaining a

certification, please contact the Equal Opportunities Review Commission (EORC) at (412)255-8804.

The available classifications include:

 Minority-owned business

 Woman-owned business

 Veteran-owned small business

 Disadvantaged business enterprise

Beacon – Vendor Registration

To acknowledge that a particular diversity/disadvantaged business classification applies to your

organization, check the box located to the left of the classification name.

If a diversity/disadvantaged business classification is selected, you will be required to upload a copy of

your certificate and enter in a Certification Expiration Date.

To upload a copy of your certificate, click the Browse or Choose File button, depending on your

browser. The Choose File to upload or Open window opens.

Navigate to the local or network location of your certification document, select the file, and click

Open. The Choose File to upload or Open window closes, and the selected file will display inside the

Document field as shown in the sample image below.

Beacon – Vendor Registration

Select the calendar icon to enter the expiration date of your organization’s classification certificate.

Use the left and right arrows to navigate the months backwards and forwards, respectively. Click on

the date that is applicable to your certification’s expiration date. The selected date will populate the

Certification Expiration Date field.

Repeat these steps for each classification to be entered.

When this step in the registration is completed, click Next.

If you inadvertently neglected to complete a required field, the system will display an error message

in red. See sample error message below:

If the entered information passes validation, you will proceed directly to Step 3 – Organization Contact

Information.

Beacon – Vendor Registration

Step 3 – Organization Contact Information

Enter the information of your organization’s main point of contact for the City of Pittsburgh. Once

inside the WebProcure application, this main contact will be allowed to manage your organization’s

Beacon account, add users to the system and determine who will be allowed to submit solicitation

responses on behalf of your organization.

A red asterisk (*) indicates that a field is required and must be completed to proceed to the next step

in the registration.

Complete this page as follows:

 Salutation – Use the drop-down menu to choose the appropriate salutation for the main

contact. Options include: Mr., Mrs., Ms., Dr. and Rev. This selection is optional.

 First Name* – Enter the first name of the main contact. This field is required.

Beacon – Vendor Registration

 Last Name* – Enter the last name of the main contact. This field is required.

 Job Title – If desired, enter the job title of the main contact. This field is optional.

 Main Phone Number* – Enter an area code, prefix, and phone number for the main contact.

Use digits only, no spaces or hyphens. If applicable, enter a direct extension number.

 Fax Number* – If applicable, enter a fax number for the main contact. Enter area code, prefix,

and fax number.

 Email Address* – Enter a valid email address for the main contact A confirmation email will be

sent to the email address entered here.

 User Name* – Enter a unique user name that you will use to access the WebProcure application.

 Password* – Passwords must be at least 8 characters in length, must be a mix of upper-case

letters, lower-case letters, numbers and special characters.

 Confirm Password* – Enter the password a second time in this field to ensure accuracy.

Application Note: The application will perform a validation to ensure the User Name, is unique. If

the entered User Name has already been registered, a message displays in red:

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Additional Contacts

The lower portion of step three contains the Additional Contacts section relating to contacts for

Purchase Order submission. This information may be entered now or later and does not need to be

completed during the registration process to advance to the next step.

If additional contact information is not provided, the main point of contact will also be designated for

each of the specific contacts: Purchase Orders, Solicitation Notifications, and Remittance. To enter

the information during registration, click the Now button. The page will refresh to display additional

contact entry fields.

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Complete the contact fields as follows for each contact type:

 Salutation – Use the drop-down menu to choose the appropriate salutation for the specific

contact. Options include: Mr., Mrs., Ms., Dr. and Rev. This selection is optional.

 First Name* – Enter the first name of the specific contact. This field is required.

 Last Name* – Enter the last name of the specific contact. This field is required.

 Job Title – If desired, enter the job title of the specific contact. This field is optional.

 Main Phone Number* – Enter an area code, prefix, and phone number for the specific contact.

Use digits only, no spaces or hyphens. If applicable, enter a direct extension number.

 Fax Number* – If applicable, enter a fax number for the specific contact. Enter area code,

prefix, and fax number.

 Email Address* – Enter a valid email address for the main contact

When finished with step three, choose Back to return to a previous step, or choose Next to advance

to step four.

NOTE: Additional users may be created for your account, once you log into the system with the chosen

User Name of the main contact.

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Step 4 – Select Commodity / Service Codes

This step is designed for you to select the UNSPSC (United Nations Standard Products and Services

Codes) commodity and service codes which best apply to your organization’s business. Selecting

these codes will subscribe your organization to receive notification on solicitations posted by the City

of Pittsburgh. It will also make your organization easier to find when City of Pittsburgh’s entities are

preparing to make a purchase. If you do not wish to receive solicitation notifications, please search

and select ‘Unknown’.

It is recommended that you select at least one commodity category. Once inside the WebProcure

application, you will be able to add or remove codes as needed from inside the application.

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To locate a commodity category or code, enter a full or partial code or a keyword in the Search field.

Available Categories

Available Categories that match your entered search term(s) are listed on the left panel of the page.

Select Categories

Check the box of one or more categories that are applicable to your organization.

Once a top-level or sub-level category is selected, the system automatically displays them in the

Selected Categories section to the right.

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Remove Selected Categories

To remove a category from the Selected Categories section, simply click clear the check mark to the

left of the category name. Repeat this process for each category to be removed.

Category selection is the final step in registration, when finished with selecting your category or

categories, click Back to return to a previous step in the registration. If you are ready to complete your

registration, click Process My Resignation. Once

inside the WebProcure application, you will be able to

add or remove codes as needed.

Process My Registration

When finished with all four steps of your Beacon registration, simply click the Process My Registration

button.

Upon successful and completed registration, a registration confirmation will display. See sample

image below:

Beacon – Vendor Registration

An email confirmation will be sent to the email address shown on this page, which is the email address

that was entered as a main contact in step three of your registration.

This page acknowledges your registration as complete. You may log in to the system by clicking the

Take me to WebProcure Now button or by selecting the link that will be included in the confirmation

email.

If the City of Pittsburgh publishes any opportunities for the categories of UNSPSC commodity codes

you have chosen to provide, you will receive an automated email alert to the email address shown on

this page.

NOTE: Please know that you are responsible for maintaining the accuracy of this profile

information. After completing the registration, it is recommended that you log in to WebProcure

periodically to verify information. This will ensure that you receive the appropriate communications.

For further assistance with registration, please contact via e-mail webprocure.support@perfect.com

or by phone, 866-889-8533.

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At the successful completion of your registration, you may select the Take Me to WebProcure button

or select the link that will be included in your confirmation email. Either path will take you to the log

in page:

Enter your chosen Username.

Enter the Password that you created during registration.

Click Login.

Beacon – Vendor Registration

WebProcure Usage Terms and Conditions

The City of Pittsburgh has contracted with Perfect Commerce to utilize the WebProcure system for

Beacon. Upon your initial log, you will be presented with WebProcure Terms and Conditions. Use the

vertical scroll bar to view the terms and conditions in their entirety. Once reviewed, click Accept to

continue into the application.

If you choose to Decline these usage terms and conditions, you will not be able to successfully log in

to the application.

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WebProcure Home Page

Once the terms are accepted, WebProcure opens to the home page.

 Message Board section includes news about the product.

 Reminders section contains prompts advising the vendor to update their profile and ensure the

information is accurate.

 Solicitations section identifies the number of Formal and Informal Solicitations available for

review and response.

 Orders shows a count of purchase orders and from which organization.

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 Solicitations drop-down menu enables you to view current and past solicitations.

 Orders drop-down menu provides quick access to a listing of all purchase orders.

 User Menu provides access to usage terms, managing your business opportunities as well as

accessing and managing your own user account.

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My Account

Selecting My Account opens the administration module to manage your organization’s details

including the information entered during the registration steps. This information may be edited and

updated as needed.

These links may be selected to edit or add contacts, company information, commodity categories,

diversity related information, and additional profile information. In addition, this is where users are

added to the system, passwords are reset, and permissions are assigned.

Online Help

This topic and more is covered in online help inside of WebProcure. There are also video simulations

available to guide you through responding to a solicitation and maintaining your organization’s

information.

NOTE: For questions relating specifically to City of Pittsburgh solicitations, please email

procurement@pittsburghpa.gov directly.