Selling to the state: Basic vendor requirements and forms

All vendors must agree to the state's standard contract terms and conditions. These and other forms are available at the State Comptroller's website.

Each statewide contract has its own unique compliance and reporting requirements. Statewide contractors are responsible for understanding and complying with reports and timeframes. Contractors should review the RFR and the commitments that were made in their RFR responses. Some contracts may include a penalty if reports are not submitted on time or for non-compliance with other contract requirements. Statewide contractors are responsible for understanding and complying with all reporting requirements.

The State Ethics Commission enforces the state's conflict of interest law, which governs the private sector's dealings with state, county and municipal public officials and employees. Because there are civil and criminal penalties attached to prohibited actions, all bidders and vendors should familiarize themselves with the law. Anyone who is covered by the conflict of interest law may request free, confidential legal advice from the Commission about how the law applies to them in a particular situation.

To do business with state agencies, contractors must have an employer identification number (EIN). Please note that although federal and state governments allow sole proprietorships with no employees to file tax forms with a Social Security Number (SSN), you cannot do business with the Commonwealth without a valid EIN.

If you are a corporation or a nonprofit entity, even if you were formed in another state, you must be registered with the Secretary of the Commonwealth to do business with the state.

The W9 form and other forms most frequently used by vendors can be found here in this Comptroller of the Commonwealth website section.

Policies most frequently used by vendors can be found on the Comptroller of the Commonwealth's website.

All non-profit charitable organizations conducting business in the Commonwealth must file an annual report (Form PC) with the Attorney General. Find instructions for filing a Form PC or Short Form PC, or for requesting a filing extension, on this page within the Attorney General's website. You will also find information about IRS Form 990-N on this page.