Most vendor service procurement by City agencies must be obtained through the bid process. While the lowest bid is an important factor, it is not always the only factor in choosing a vendor. The ability to deliver the desired services in the required timeframes, experience in a desired field, and other factors are also considered.
Individuals and businesses interested in doing business with the Department of Finance (DOF) or other City agencies can get more information on the DOF’s website.
Get information about doing business with the City.
Getting Paid
As a vendor or contractor, you must register online to do business with the City through the Payee Information Portal (PIP). Once you are approved by the Comptroller's Office, you will be provided with an active vendor code.
You must also have a valid purchase order, contract, or service call number before beginning work for a city agency. Each city agency is responsible for providing purchase orders, contracts, and service call numbers to the vendors and contractors doing business with them.
For vendors and contractors, each City agency’s accounts payable unit:
- Handles the invoice process and advises vendors of requirements and procedures
- Responds to questions about the payment process
- Resolves any problems that arise
To obtain payment, you must submit invoices to the agency. Invoices should:
- Note the purchase order, contract, or service call number for the job
- Include a description of the service or goods and the date(s) and location for where and when they were rendered or shipped
For vendors or contractors with a maintenance contract for equipment, the invoice should:
- Note the month being billed
- Include the type, serial number(s), and location of the equipment
Sales tax should not be included because the City does not pay sales tax.
Once submitted, invoices are entered into the Citywide Financial Management System (FMS). Once accepted, invoices are scheduled for payment to the vendor or contractor by the Comptroller's Office. Payment can be made to you either by check or by direct deposit to your bank account through the Electric Funds Transfer (EFT) Program.
Payment Not Received
If you do not receive an expected payment in the mail because of an incorrect mailing address or a lost or stolen check, you should contact the City agency with which you do business. The agency will investigate.
Depending on the outcome of the investigation, you may be asked to submit one or more forms or documents, including signature verification.
Receiving Bid Updates
To receive updates on current bids and proposal information, interested vendors must register with and view bids on the City Record website.
Access the City Record Online (CROL).
