MSA Contractor Registration Information
Information provided to assist contractors in the registration and contracting process.
Index:
This page is provided for information only. The references herein are intended to supplement, but not replace, requirements in any specific contract or contract provision. See the Hanford Site Visitor Orientation Guide for general information, security requirements, safety measures, and radiological orientation when visiting the Hanford Site.
It is a contractor's responsibility to understand and comply with all business laws and licensing requirements.
If a contractor/service provider enters a state to install equipment or goods or offer a service, it must have a license to do business in that state (and also register with the Secretary of State if it is a corporation).
The State of Washington has streamlined its business license requirements pursuant to a Licensing Act (codified in the statutes appearing in R.C.W. 19.02) and regulations appearing in W.A.C. 308-300. The contractor can apply directly to the Washington Department of Licensing and secure a "master license" for al the activities for which separate licenses were once required. Direct the contractor to the following:
Business License Center Department of Licensing Highways - Licensing Building
Olympia, Washington 98504
Mission Support Alliance maintains a list of contractors with whom we have active contracts and purchase orders in the Passport Vendor Database. (Note: the Passport system uses the term "vendors". For MSA contracting purposes, the term "contractor" generally refers to vendors, sellers and suppliers).
Contractors in the database are assigned an identification number which may be used to facilitate communicating about changes and corrections to contractor information. it is important that all contractors are correctly identified and registered. Failure of the contractor to provide accurate information and make sure it is kept current may result in missed opportunities, delayed payments and/or exclusion from the system.
Contractor Registration Form: Vendor Registration
Prior to award of any contract, the MSA contractor control administrator must have a properly completed Contractor Registration Form on file. The form must include critical details such as; (1) the complete legal business name and address, (2) tax identification number, (3) complete mailing and shipping address, (4) correct remit to address, etc. It is important that contractors have someone submit the form who understands the implications of registration errors and can correctly complete the form.
Fill out the form here: Vendor Registration
Changes to contractor information (address, phone numbers, etc.) will only be made when properly documented by the contractor.
Contractor Changes: Tax Identity, Assignment, Buy-out, Sell-out, Etc:
Contracts and Purchase orders may not be assigned, sold or transferred to a different or new contractor, without the express written authorization of the Buyer. Before transfer can be completed, new contractor information, including registration and W-9 forms, must be received and reviewed by the Buyer. The acquiring entity must also explicitly agree to accept the existing contract and all associated responsibility and liability.
In some situations a formal contract novation may be required by the Buyer. If a novation is required, the novation form can be downloaded from http://www.hanford.gov/pmm/files.cfm/novation.pdf
The preferred method of making payments is by using Electronic Funds Transfer (EFT). This process speeds up payment processing and reduces cost for both the Buyer and the contractor. For some types of long term awards, EFT payment processing is mandatory. A contractor may request that all orders be paid using this process by submitting the EFT form.
Evaluated Suppliers List (ESL):
Quality Assurance maintains a list of contractors who have been evaluated for specific QA program criteria. More information about the QA ESL can be found HERE.
Invoicing requirements are identified in the General Provisions of the awards. Backup documentation and supporting information requirements are included in the award package or the Special Provisions. Mission Support Alliance encourages contractors to propose and discuss alternative and electronic invoicing and payment processes. Contract specialists will make the determination if a simplified or electronic process can be used on any specific action.
Payments will NOT be made to invoices from 3rd parties or to 3rd parties. Payments will only be made to the proper legal business name as identified on the submitted registration forms and on the contract or purchase order.
MSA does NOT have a list of pre-qualified contractors. Contract specialists may send solicitations to contractors who are not already in our contractor database.
Representations and Certifications:
As requested by the contract specialist, Contractors competing for awards will be required to submit a signed Representations and Certifications (SP-16) form. Since some issues addressed by the form are unique to the individual action, an updated form may need to be submitted for each new award.
The MSA Supplier Advocacy Office is available to assist contractors with questions about small and disadvantages business status and activities. View the Supplier Advocacy information at http://www.hanford.gov/pmm/page.cfm/SmallBusiness
While the IRS may not require some independent contractors to have a Tax ID number, it is a requirement of Mission Support Alliance.
A Federal Tax Identification (Tax ID) number is required for all new contractors. The Tax ID is also referred to by the IRS as the EON. The following web address will provide additional information: www.irs.gov/businesses/amall/article/0,,id=102767,00.html.
Contractors will also be requested to complete and sign a W-9 form. This form confirms the contractor legal business name, tax identification or social security number, and tax status. By returning the completed W-9 form to Accounts Payable, contractors help ensure that payments are made to the correct company. This information also helps ensure that payment reports to the Internal revenue Service (IRS) are correct. Download a copy of the W-9 form, or an IRS W-9 form is also acceptable.
