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Vendor Registration Instructions

 Welcome to Orange County Public Schools’ Vendor Registration Site

If you have any questions regarding the vendor registration process or the status of your application, call 407-317-3988Before you begin the vendor registration process, please take a few moments to review the information below.
Important Notes
A W-9 as issued by the IRS is required in order to complete the vendor registration process.  To access the most recent W-9 form click here.  A completed, signed and dated W-9 is required to be attached to the application in order to complete the process.

The company address provided shall be a valid street address. PO Boxes are not acceptable and your application will be rejected.  PO Box addresses are only accepted as a “Remit To” address.

All fields with an * are required fields.  We encourage you to fill in all fields applicable to your firm in an effort to capture as much information about your firm during the registration process.

 Documents attached to the application shall be in PDF or JPEG only.

Duplicate SSN or FEID’s are not accepted and you will not be able to complete the vendor registration process.  This may mean your firm is already registered.

 If you are registering as an Individual/Sole Proprietor, using your legal name, please enter your company name as: last name, first name.

 When entering your SSN or FEID please do not use separators.

When entering your phone or fax number enter in the following format:  xxx yyy-zzzz.

Internet Explorer 8 is required to submit the vendor application.  Click here to download Internet Explorer 8.

Upon completion and submission of your application you will receive a notification that your application has been submitted for review.  Upon review and acceptance by OCPS, you will receive an email notification to the email address listed in Contact Person Section of the vendor application with your vendor number. 
Applications which require additional information and are not completed in 10 (ten) days from the date submitted will be deleted and a new application will need to be submitted.
Please allow 2-3 business days for your application to be reviewed and accepted.
To begin the vendor registration process click here. 
If any of the information in your application changes after registration, it will be your responsibility to keep the information current. 
Changes to Vendor Record
Important Notes:
·      A Change  to Vendor Record Form is required to be completed when changes to any of the information below occur:
  1. Company Name
  2. DBA Name
  3. Phone Number
  4. Fax Number
  5. Address
  6. Contact Person
  7. Email Address
  8. Remit to Address
·       Click here to access the form.  Save the form to your desktop, complete and save. The completed form shall be emailed to procurement@ocps.net
·       An updated W-9 is required when changes occur to your company name and address and should be submitted with your Change to Vendor Record Form.
·       If your Tax ID has changed, you are required to complete a new vendor application with a new   W-9.  Click here to register.
For questions please contact (407) 317-3988 or via email to procurement@ocps.net.
Ethics and Lobbying Policy (Effective July 1, 2012)
For the purpose of fostering public trust and confidence in government, the School Board of Orange County has enacted an Ethics and Lobbying Policy.  The policy provides guidance on the ethical standards expected of all OCPS Employees responsible for procuring, contracting and managing business and contractual relationships with outside parties on behalf of OCPS.
The School Board is committed to conducting business in an ethical, open and transparent manner, so citizens of Orange County can have the utmost confidence in an institution that educates and impacts the lives of each and every Orange County resident.
The policy is effective July 1, 2012. It will be the responsibility of all vendors to become familiar with this policy and ensure its compliance.   

Fingerprint & Badging Requirements
(Effective September 1, 2005)

If you answer yes to any or all of the following questions, you need a badge to comply with the Jessica Lunsford Act:

  1. Need access to school grounds when students are present.
  2. Will have direct contact with students.
  3. Will have access to or control of school funds.

Additional information regarding the requirements of this Act and procedures for fingerprinting, screening and proper identification are on  the Jessica Lunsford Act page.  Please contact Angela Streater at (407) 317-3200, ext. 2002143 for questions regarding badges and/or status.

Minority or Women-Owned Status

If applicable, check the minority status and submit a copy of the applicant’s valid Minority or Women-Owned Business Enterprise (MWBE) Certification as indicated to the Office of Business Opportunity. If the applicant’s business qualifies as a Local Developing Business indicate this on the Vendor Application.

Find information about the district’s MWBE and LDB Programs at the Office of Business Opportunity website or call them at 407-317-3739.

If any of the information provided in the online Vendor Registration should change, it is the applicant’s responsibility to Login to the vendor management system and update the information.

OCPS does not guarantee notification nor receipt  of Bids, proposals, Notices or Advertisements. It is solely the applicant’s responsibility to frequently check for current bids on Solicitations page.  OCPS uses Demandstar for electronic notification to vendors of quote and bid opportunities.  They are currently running a special $100.  Click here for more information from the Onvia website.


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