Kansas Department of Administration

Bidder Registration

Posted on October 21, 2021 at 12:49 PM by Kansas Department of Administration

The State of Kansas implemented a PeopleSoft Financial Management System (named SMART) in July 2010.  In order to submit a response to any bid event, a vendor must be registered in SMART.  It is very important for you to register your business with Procurement and Contracts, for the following reasons:

  • To bid on events, registered bidders must be invited in SMART by the Procurement Officer BEFORE the bid closes.
  • If invited, registered bidders will be able to receive bid event documents via e-mail.
  • If not invited by the Procurement Officer, registered bidders will still receive notification of bid events based on their category code registration.

Registration may be accomplished by:

  1. Completing the form on the following website http://www.surveymonkey.com/s/ksbiddersurvey)

The registration form will require you to identify the types of goods or services you provide based on a category code.  A full list of category codes is available at: http://www.da.ks.gov/purch/SMARTCategoryCodes.xls  Note that this is a large file (5mb).  It may be beneficial to identify the applicable category codes prior to beginning the registration process.  The State uses the UNSPSC category code system which includes over 40,000 codes.  For ease of identifying codes that may apply to your business, you may search this document by selecting Ctrl+F on your keyboard, then typing key words that may apply to your business.  If you find no results, select a different key word.  For example, vehicles are listed under automobiles or cars.

  1. Submitting a completed W-9 Form.

E-mail a copy of your signed and dated W-9 Form (with a signature no more than six (6) months old) to bids@da.ks.gov or fax it to 785-296-7240. Your bidder registration will NOT be processed until we have the W-9 Form.  You may download a copy of the current W-9 Form at the IRS website: http://www.irs.gov/pub/irs-pdf/fw9.pdf

Please do not submit another application once you have registered.  If you need to make changes to your bidder record (i.e. changes to contact information, address changes, add/delete commodity codes, etc.) please email those changes to bids@da.ks.gov.  Please include your company name and taxpayer identification number to assure that the correct record is updated.

After your application has been processed, you will receive an email confirming that your application has been approved.

If you have any questions regarding the bidder application, please call:

Audrey Atkinson                      785-296-5419

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