Middletown Purchasing Office - Vendor/ Bidder Registration
Shawn J. Brown, CPA ~ Finance Director
sbrown@middletownri.com
350 East Main Road (1st Floor)
Middletown, RI 02842
(401) 846-4478
Hours: Monday to Friday 8:15AM to 4:45PM

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Vendor/ Bidder Registration Area

It has become necessary to automate our bidder/proposal process. This automation effort is to better serve the increasing volume of bids and to get packages into the hands of prospective bidders more quickly. The Town’s Purchasing Department now has a Bidder Registration area. (See Helpful Information below).

Only ACTIVE 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 Registered Vendors if you have been "approved".

Click here to LOG-ON (already Registered)

VENDOR/BIDDER REGISTRATION:
Vendors/Bidders must register using the provided form. Note: Download the Vendor Form, Commodity Codes, and the Common Codes first. The forms are available as Adobe PDF files. Review and use them as a scratch pad first, then complete the on-line live version.

1st: Download printable version of the Middletown Vendor Registration Form. Please print and use as a scratch pad for information prior to doing the live version. Down load the list of Commodity Codes also, so you can chose your Commodity Codes in advance.

Printable version of the Middletown Vendor Registration Form

2nd: Print the Commodity Codes list using the Complete Commodity Code Link to review and select codes prior to registration.

Complete list of Commodity Codes

3rd: Print the Common Codes list using the Common Codes used in Middletown Link to review and select codes prior to registration. Note: This list will grow over time. Check it monthly.

Common Codes used in Middletown

4th: Complete the on-line live version using the New Vendors link.

Click here for New Vendor Registration

5th: Download W9 form . No payment will be authorized if the Finance Director does not have a copy of the Vendor's IRS W-9 Form on file.

Download W9 - Payment will not be authorized if not on file.

6th: Please mail completed W-9 Forms to:

Town of Middletown
Town Hall
350 East Main Road
Middletown, RI 02842

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 Town 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.

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.