To register on a government bid portal, create a vendor account, enter your legal business details, tax ID, contacts and the commodity codes that describe what you sell, then upload any required forms. Federal work uses SAM.gov. States, counties, cities and school districts often run their own portals. Register before you need to bid, because approval can take days or weeks.
Why registration comes first
Many agencies will only accept bids from registered vendors. Registration also lets you receive notices of new bids and addenda in the categories you choose.
Each level of government tends to have its own system. A company that sells to a state, a few counties and the federal government may need several registrations.
Some agencies let you bid first and register after award. Others will not open a response from an unregistered vendor. Read the instructions, and when in doubt, register early so it is never the reason a bid stalls.
What to gather before you start
- Your exact legal business name and address, as they appear on tax records.
- Your federal tax ID, and a completed W-9 form.
- Business type, such as corporation or limited liability company, and state of formation.
- Names, emails and phone numbers for a main contact and a backup.
- Bank details if the agency pays by direct deposit.
- Commodity or industry codes that describe what you sell.
- Certificates for any small, minority, woman-owned, veteran-owned or disadvantaged business status.
Federal registration with SAM.gov
SAM.gov is the federal system for entity registration. Registering there gives your company a Unique Entity ID and records your business details, representations and certifications.
Registration is free. Watch out for outside services that charge to do it for you; you can do it yourself. Federal registrations must be renewed every year, and an expired registration can block an award.
The details you enter must match other federal records, such as your tax records, exactly. Small differences in spelling or address format can slow approval. Start early and keep a copy of every confirmation you receive.
State and local portals
- Find the procurement or purchasing page for the state, county, city or district you want to sell to.
- Look for a link to vendor registration or supplier registration.
- Create an account using a shared company email, not a personal one, so access survives staff changes.
- Enter your business details exactly as they appear on tax records.
- Choose commodity codes carefully. They control which bid notices you receive.
- Upload required forms and submit. Note any approval step and follow up if it stalls.
Keeping registrations current
Keep a simple list of every portal, the login owner, the renewal date and the codes you chose. Set reminders well ahead of each renewal.
Store logins in a shared password manager your company controls. When the one person who knew the login leaves, a locked account can cost you a bid. Give at least two people access to every portal.
Update addresses, contacts and certifications whenever they change. A notice sent to an old email is a notice you never see. BotBid can search many public sources each night, but registering on the portals where you plan to bid is still your step to take.
Rules vary by agency and state; check the solicitation and your own advisers.
Common questions
Does it cost money to register?
SAM.gov registration is free. Many state and local portals are also free, though some charge for optional notice services.
Do I need to register before I see bids?
Not always. Many bids are public to read, but you may need to register to download documents or to submit.
How many commodity codes should I pick?
Pick the codes that truly describe what you sell. Too few means missed notices; too many means a flood of notices that do not fit.