Vendor Registration Process

 

Iowa State University Vendor Registration
IRS Form W-9
Federal Small Business Definitions
Iowa Targeted Small Business Definitions
 

Current Vendor Information 

To request the information that is currently on file for your company, you can go to the link listed below to enter your FEIN (Tax ID) number and an email address that you would like the information sent to. You will receive an email for each vendor record that we have for that FEIN number (there may be separate records for multiple locations). If no records exist you will receive an email indicating that no active record was found. No proprietary information will be disclosed in this online request. The email record will show the vendor name, address, phone, etc. that is on file. Any questions regarding your registration or the registration process can be directed to our vendor desk at quotedsk@iastate.edu or by phone at 515-294-8201. If the record needs to be changed, it is best to submit a new registration (see links below for registration).

Vendor Record Information Request

Online Vendor Registration

If you are a vendor and would like to be added to our vendor file, please follow the link below to our online vendor registration. The registration functions best in Internet Explorer . You must complete all of the required fields and click on the submit button at the end of the form to transmit your registration. It works best to clear your temporary internet files before accessing the application in order to allow for more memory to be available. To see how to clear files in Internet Explorer, click here.

Although being added to our vendor file does not guarantee you will be invited to bid on ISU projects, the registration process allows you to add product and service categories to your vendor record. ISU will send an email notification to the address you provide at registration when bids are issued in any of your selected product and service categories.

If you are interested in bidding on ISU projects, please check our Current Bid Solicitations page.

Please complete all required sections of the vendor registration and include any additional information in the non-required fields, if possible. The small and targeted business definitions on the bottom of this web page may be of help in completing the form.

The information requested on the vendor registration form is used for IRS verification and internal reporting purposes.  We do not store the company financial information, it is solely used to determine a vendor type that is required internally for reporting purposes.  A valid email address is requested so your company may be sent invitations for Request For Quotes/Request For Proposals (RFQ/RFP) in the product categories you identify.  Should you have any questions regarding the vendor registration, or need assistance in completing it, please contact our vendor desk at 515-294-8201.

Should you have any questions regarding the vendor registration, or need assistance in completing it, please contact our vendor desk at 515-294-8201.

Vendor Registration

You will receive an email confirmation when your registration is submitted. This is the only notice you will receive. All registrations are accepted and entered into our database. Any questions regarding your registration can be referred to quotedsk@iastate.edu.

Download IRS Form W-9

   PDF - (Get Acrobat Reader free!)

Helpful hints in completing the IRS Form W-9:

  1.   Sole Proprietors: You must enter your individual name (as shown on your Social Security card) on the Individual Name line 1. You may enter your business or "doing business as" name on the Business Name line You may not enter only your business name. For the Taxpayer Identification Number, enter either your Social Security Number or the Federal Employer Identification Number of the business (sole proprietorship).
  2. Businesses:  Enter the name of the entity as it is listed with the IRS on the Form SS-4, Application for Employer Identification Number on Name line 1. This name should be consistent with the name used on your other tax returns.  You may enter your business or "doing business as" name on the Business Name line 2. You may not enter only your business name.
  3. The TAXPAYER IDENTIFICATION NUMBER [Federal Employer Identification Number (FEIN) or Social Security Number (SSN)] is 9 numerical digits and each number has a standard format: FEIN xx-xxxxxxx, SSN xxx-xx-xxxx.
  4. If you use a SSN, the IRS requires that you include the name of the individual whose SSN has been entered.
  5. The IRS requires Iowa State University to report 1099 information. This includes non-profit organizations and government agencies. List your Taxpayer Identification Number (as recorded with the IRS). Please note this form does not require that you list your tax exempt number or state identification number.

Vendors must provide a Taxpayer Identification Number per IRS regulations or they may be subject to a 31% withholding by ISU.


Small businesses are encouraged to contact the Small Business Administration or the Iowa Department of Economic Development (for businesses located in Iowa) to determine eligibility for participation in various state and federal programs designed to assist small business development. For more information about the federal Small Business programs please contact your local Small Business Administration (SBA) office.

Federal Small Business Definitions

The Federal Government, through Section 129 of Public Law 100-590, Small Business Administration (SBA) Reauthorization Act of 1988, has provided the following guidelines for certification of small businesses, which will facilitate participation in federal programs and bidding for government-funded contracts.

  •  Disadvantaged Business: a business that is (1) at least 51 percent owned and operated by disadvantaged individuals, or, in the case of publicly owned business at least 51 percent of the stock is owned by one or more disadvantaged individuals, and (2) whose daily business operations are managed and directed by one or more of the disadvantaged owners. "Operated" means actively involved in the day to day management. Disadvantaged individuals include Black Americans, Hispanic Americans, Native Americans, Asian Americans, and other minorities, or individuals found to be disadvantaged by the Small Business Administration pursuant to Section 8 of the Small Business Reauthorization Act.
  • 8(a) Business: is a firm that is a small business, unconditionally owned and controlled by one or more socially and economically disadvantaged individuals who are of good character and citizens of the United States. For further information refer to http://www.sba.gov/certifications.
  • HUBZone Business: is a business concern that is small, located in a "historically underutilized business zone" (HUBZone), owned and controlled by one or more U.S. Citizens, and at least 35% of its employees reside in a HUBZone. For further information refer to http://www.sba.gov/certifications.
  • Labor Surplus Area: means a geographical area identified by the Department of Labor in accordance with 20 CFR part 654, subpart A, as an area of concentrated unemployment or underemployment or an area of labor surplus.
  • Minority-Owned Business: a business that is (1) at least 51 percent owned and operated by one or more minority individuals, or, in the case of publicly owned business at least 51 percent of the stock is owned by one or more minority individuals; and (2) whose daily business operations are managed and directed by one or more of the minority owners. "Operated" means actively involved in the day to day management.
  • Minorities: include the groups with the following ethnic origins: African, Asian Pacific, Asian Subcontinent, Hispanic, Native Alaskan, Native American, and Native Hawaiian.
  • Rural Small Business: a small business as described above, where the principal place of business, production, or manufacture occurs in a rural area or rural small town as identified by the SBA.
  • Small Business: a business concern that is organized for profit, is independently owned and operated, is not dominant in the field of operation in which it is bigger, and meets size standards as prescribed by SBA (13 CFR Part 121).
  • Woman-Owned Business: a business that is (1) at least 51 percent owned and operated by a woman or women, or, in the case of publicly owned business at least 51 percent of the stock is owned by one or more women; and (2) whose daily business operations are managed and directed by one or more of the women owners. "Operated" means actively involved in the day to day management.

Iowa’s Certified Targeted Small Business Program

The Iowa Legislature signed HF 890 in May 2007 which provided for the following:

$2.5 million for low-interest program loans (5% or less)

Mandatory establishment of procurement spending goals towards TSBs (expressed in dollar amount )

Threshold of $10,000 for TSB purchases where a formal bidding process is not required. 

Funding for technical service providers to mentor and coach TSBs

Funding for marketing activities to promote the program across Iowa

House File 890 requires that State of Iowa agencies set spending goals (expressed in dollars) each fiscal year for doing business solely with Iowa’s certified targeted small businesses.  For more information about the Iowa Targeted Small Business program and applications for certification please contact the Iowa Economic Development Authority at 515-725-3132 or visit the website at:  https://www.iowa.gov/tsb  

The Targeted Small Business program overall is administered at the Iowa Department of Economic Development, 200 East Grand Avenue, Des Moines, IA 50309. 

In order to be a certified Targeted Small Business in Iowa, the business must meet the following minimum requirements:

  • Be located in the State of Iowa.

  • Be operating for a profit.

  • Have an annual gross income of less than $4.0 million computed as an average of the three preceding fiscal years.

  • Be 51 percent or more owned, operated, and actively managed by women, minorities, or persons with a disability.

  • Be TSB-certified by the Iowa Economic Development Authority.

Disability means, with respect to an individual, a physical or mental impairment that substantially limits one or more of the major life activities of the individual, a record of physical or mental impairment that substantially limits one or more of the major life activities of the individual, or being regarded as an individual with a physical or mental impairment that substantially limits one or more of the major life activities of the individual.

NOTE:   Minority Person means a person who is: Black, Hispanic, Asian or Pacific Islander, American Indian, or Alaskan Native American.

Information regarding Standard Industrial Classification (SIC) Codes and North American Industry Classification System (NAICS) Codes can be found at http://www.sba.gov.  Last Updated: August 16, 2002