Tuesday, September 28, 2021
Vendor Registration / Maintenance

Welcome to the County of Riverside Vendor Registration Portal


RivcoPRO

We are implementing a new and modern electronic procurement system which will ultimately become your one-stop shop for doing business with the County of Riverside.  Part of our new system is a dynamic vendor portal, which will provide several new features to the county's vendor community.  The new features include the ability to:

  • Maintain a profile of your critical business information
  • Add and update business information when changes occur
  • Upload insurance and diversity certifications
  • View and participate in competitive bids
  • View invoice payment status and history
  • View order status and history
  • Submit electronic invoices directly to the County of Riverside

To get started you will need to go through a quick registration process in order to open up these features to you and get you on your way to doing business with the county. 

Registering as a County of Riverside vendor is required.  However, it is free, easy and only takes a few minutes to join.  By selecting the RivcoPRO link below, you will be routed to a secure website to complete the registration process.  Upon successful completion of your registration you will have access to your secure portal where you can add additional detail about your organization, invite colleagues within your company to become users, and more.


Public Purchase

 

While RivcoPRO will ultimately become the county’s sole vendor portal, the county will continue utilizing the services of Public Purchase, a third-party electronic bidding software until the system is rolled out across all county departments.  Please create and maintain a Public Purchase profile until notified otherwise.  This will ensure your organization does not miss bid postings in either system during the transition. 

 

There is NO CHARGE to register and utilize this service for the County of Riverside.  Public Purchase has other services available for a fee, but that is solely at your discretion and not required to do business with the County of Riverside.

 

To get started, click on the Public Purchase link below.

 


Frequently Asked Questions

Registration Process

How can I log into my vendor portal?

You can log into your portal here:
https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=Riverside

How long does the vendor registration process take?

If you have all documents required, most vendors are able to complete the registration process within 30 minutes. Some may take longer depending on their comfort with electronic platforms

Can vendors save their progress?

Yes, you may save your progress by clicking the yellow “save changes” button at the bottom right of the screen and you may return to complete registration at a later time

Who is Jaggaer?

RivcoPRO is an e-procurement system administered by Jaggaer. Jaggaer provides the system’s technical support.

What does Jaggaer do with the information entered into vendor profiles? Will it be sold or used for any purpose not described in this registration process?

Jaggaer securely saves vendor information in its database; only select Jaggaer administrators and Jaggaer customer procurement specialists have access to vendor information. Vendor information will not be sold or used for any other purpose.

Once I’ve completed my registration what happens next?

You will see a “status”

What do the different vendor registration status mean?

  • Invited: Invitation has been sent via our vendor portal in RivcoPro. There is a cold-call profile which is only intended for vendors to be able to access and participate in sourcing events. If a vendor is conducting business with the County, then an on-boarding profile registration must be completed.
  • Completed: This means that the on-boarding registration has been filled out and submitted by the vendor. At this point it is still waiting ACO review in order to move forward.
  • Approved: Once the ACO has reviewed and approved a vendor’s registration, this step will automatically sync relevant information and assign a new vendor ID.

Can a vendor add more than one contact on their profile?

Yes. The vendor is required to enter at least one fulfillment contact and one remittance contact but can also add multiple users to their organization’s account. The remittance and fulfillment contact can be the same person, but they must be listed twice (for both fulfillment and remittance) in order to move forward in the registration process. The vendor can add the following type of contacts:

  • Corporate
  • Customer Care
  • Fulfillment
  • Remittance
  • Sales
  • Other
    • Fulfillment contact - Person responsible for fulfilling and receiving orders
    • Remittance address - Person responsible for receiving payments

 

The vendor only has one address and has entered it in the Addresses Tab. Why is the system not letting me move forward?

Both fulfillment and remittance addresses are required. They can be the same person and address for both but the you must have one address for each type to move forward in the registration process.

  • Fulfillment address - Address where orders are received and filled
  • Remittance address - Address where payments are received and/or made

What needs to be entered in the “Add Payment Information” section?

Vendors can use this section to select to receive payment from the County via check or ePayable. Once selected, the system will prompt the vendor to add in all applicable data for their selected payment type.

What needs to be entered for the question requesting a blank invoice or letterhead?

The section requests that a PDF or JPEG of a valid invoice be uploaded to the system (it can be blank or simply a company letterhead); this document is used by our Auditor-Controller’s Office to verify the remittance address. If a vendor is attempting to add invoice #’s or current invoices, the system will reject since it was likely not related to a previous PO or invoice in RivcoPRO. The Auditor-Controller’s Office will automatically reject documents that are not uploaded as a PDF or JPEG file.

What is a NAICS code?

The NAICS Commodity/Services Code is an acronym for the North American Industry Classification System. The NAICS Code is a coding taxonomy used primarily to classify products and services procured by state and local governments in North America. Vendors can add their codes by selecting the “edit” button and using the search feature to select all applicable codes. Vendors can select multiple codes.

What is a NIGP code?

The NIGP Commodity/Services Code is an acronym for the National Institute of Governmental Purchasing’s Commodity/Services Code. The NIGP Code is a coding taxonomy used primarily to classify products and services procured by state and local governments in North America. Vendors can add their codes by selecting the “edit” button and using the search feature to select all applicable codes. Vendors can select multiple codes.

Can you give me my NIGP/NAICS Code?

No, vendors will need to select the best NIGP/NAICS code for their services or goods they are offering. There is a search feature in each of the registration fields to assist. We recemented selecting all applicable codes as these will drive your bid notification.

Once I’ve completed my registration what happens next?

You will see a “status”

What is a DUNS number?

The Data Universal Numbering Systems, abbreviated as DUNS or D-U-N-S, is a proprietary system developed and regulated by Dun & Bradstreet (D&B) that assigns a unique numeric identifier, referred to as a "DUNS number" to a single business entity. It is a common standard worldwide.

What should be put for the question: “Are you exempt from backup withholding?” In the Company Overview Tab?

The backup withholding section primarily applies to out of state vendors. If a vendor is out-of-state, the state of CA should have issued a form stating such. This would be the appropriate place to upload that form.

Vendors that are not out-of-state vendor, should select “No” to opt out of adding an attachment and to bypass to the next section. This will not affect profile approval or exemption status in the system. In the event the Auditor-Controller’s Office finds a vendor has answered this question incorrectly, they will follow up during their review and approval process of the vendor’s profile.

The vendor has two different companies with two different TIN numbers. Can they manage two separate profiles?

Each company holding a unique TIN number will need to be registered as a separate profile. However, once an email is associated as an account owner on one profile, it cannot be added as an account owner on a second profile. It is recommended that the vendor utilize a second email for the additional company profile or assign another member of their staff as the profile owner in order to complete registration.

What documentation is required for the Tax Information Tab? Are there any substitutes?

The Auditor-Controller’s Office requires a PDF or JPEG of a signed and current W-9 for all parties receiving payment from the County of Riverside. No substitutions will be accepted. For ease of use, vendors can pull down a partially filled W-9 directly from RivcoPRO by selecting the “Add Tax Document” button in this tab. A pop-up will appear requesting information and giving the option to “Download Pre-Populated Tax Document”. The vendor will need to complete the unfilled portions, print and sign, and then upload to the system. The Auditor-Controller’s Office will automatically reject: unsigned W-9s, documents that are not uploaded as a PDF or JPEG file, and outdated versions of the W-9 form.

What is "DBA"?

DBA stands for "Doing Business As" - A name under which a corporation conducts business that is not the legal name of the corporation.

Do vendors need to upload insurance documents in order to register?

Insurance is not required for completing registration. However, the County of Riverside may require vendors to provide valid and up to date insurance for bids on particular solicitations or prior to executing a contract with the vendor.

Where can I/broker send our Certificate of Insurance (COI) to?

Vendors/Brokers are responsible for uploading their COI into RivcoPro. A County representative/Procurement Contract Specialist is unable to assist in this upload.


Sourcing Events

I’m having trouble accessing a bid or entering information requested in the bid, what do I do?

Please reach out to the Procurement Contract Specialist/Buyer overseeing the bid. If, you’re unsure of who the PCS/Buyer is reach out to Purchasing’s main line at 951-955-4937.


General Information

Do vendors still need to keep Public Purchase and WebVendor PeopleSoft Logins?

The County has moved all active Vendors to the new RivcoPRO platform. WebVendor is replaced immediately with RivcoPRO for address and contact maintenance. The County is transitioning to RivcoPRO. During the transition, some bidding opportunities will continue to be managed on Public Purchase; vendors should maintain their PublicPurchase.com profile until otherwise notified in order to access those events.

I keep getting notified that my insurance is expired, why is this occurring?

The system drives automated notifications off of the manual dates entered for the insurance form.  We recommend logging into your vendor portal and checking your insurance section to update dates and forms. Notifications will continue until fields are updated.

You can access your vendor portal by logging into your profile here https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=Riverside and following the last few pages of the attached guide.  Unfortunately, we do not have access to your portal at our level of system administration. if additional assistance is needed once you’ve accessed your portal, please reach out to Jaggaer Support directly at: 1-800-233-1121 or through a support request at this website: https://www.jaggaer.com/service-support/supplier-support/.

I’m not receiving payments what do I need to do?

Contact the department you are currently doing business with. They will assist you accordingly.

I keep getting a browser error. who can I contact to fix?

We recommend using Chrome. If you continue getting the error. , please reach out to Jaggaer Support directly at: 1-800-233-1121 or through a support request at this website: https://www.jaggaer.com/service-support/supplier-support/ .

I have updated my address, why can’t I be paid?

The ACO may not have approved the address change.


Submitting a Help Desk Ticket

General Registration Assistance

If you receive a certificate error, or if you have issues logging in (user name and password issues), please contact Jaggaer support at 1-800-233-1121 or through a support request at this website: https://www.jaggaer.com/service-support/supplier-support/.

Regular Customer Support Hours of Operation:
Mon-Fri, 7:00 am - 5:00 pm, PST

Public Purchase

Public Purchase help desk is available to support and help you should you have any difficulties.
Email Vendor Support at support@thepublicgroup.com.

If you require general assistance with the vendor registration process and you are already a County approved vendor with VPN access to the Riverside County Network, please click this link and enter a REQUEST. Type RivcoPro in the search bar and select RIVCOPRO WORK REQUEST: https://rivcoitprod.service-now.com/

If you require general assistance with the vendor registration process and you are not a County approved vendor with VPN access to the Riverside County Network, please call our Help Desk at (951) 955-9900 and let the representative know that you need assistance to enter a RIVCOPRO WORK REQUEST for vendor registration in RivcoPro.

Technical Support and Password/Credential Resets

If you receive a certificate error, or have issues logging in (user name and password issues) please contact Jaggaer support at 1-800-233-1121 or through a support request at this website: www.jaggaer.com/service-support/supplier-support.
Please be prepared with your company’s Tax ID Number (TIN) when calling Jaggaer as your TIN will be used to verify your company and ensure editing of the correct company profile.