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Office of Management & Finance

Bureau of Internal Business Services

BIBS is the provider of central services for the City of Portland

1120 SW 5th Avenue, Room 1250, Portland, OR 97204

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How To Register as a Vendor in the City's Online Procurement Center

  1. First create a PortlandOregon.gov account (formally named PortlandOnline.com) IF you do not have one already.  Instructions on how to create a PortlandOregon.gov account are available online.  NOTE: All PortlandOnline.com accounts were transferred to PortlandOregon.gov; just use your PortlandOnline.com login/password as your PortlandOregon.gov login/password.
  2. Go to the City's Online Procurement Center at www.ebidexchange.com/cityofportland.  Click the link or paste it into your web browser.
  3. Find and click the LOGIN button, located in the upper right-hand corner of the screen.  You will then be redirected to PortlandOregon.gov, where you will need to sign-in using your existing PortlandOregon.gov User Name and Password. (see step 1 if you need to create a PortlandOregon.gov account) 
  4. Once you have successfully signed on, you will be returned to the City's Online Procurement Center (ebidexchange.com). 
  5. Enter your company name and Federal Tax ID; click "Next".  If you type in your Tax ID incorrectly, you'll get an error.  Just retype your Tax ID and click "Next."
    • If you get an error stating that there is "already an account for that email address" you used to create your PortlandOregon.gov account, that means the City's Online Procurement Center (ebidexchange.com) already has an account using your email address and Tax ID.  At this point, call Procurement Services at 503-823-5047 and we will help you figure it out.
    • If the system gave you the name for your company administrator, contact that person and ask to be added as a contact.  Note that you will still need a PortlandOregon.gov user name and password to enter the City's Online Procurement Center.  If the person listed as the company administrator is no longer with your company, please contact Procurement Services at 503-823-5047 and we will help you out.
  6. The system may tell you "Your registration is not complete."  It's okay.  Keep following these steps. 
  7. Click the "Register" tab; it will then turn into the "My Account" tab.  Once the tab changes to "My Account," you will see five new tabs: Company, Contacts, Categories, EEO Registration, & EB Registration.  Complete each of the five tabs in exact order. 
  8. Company Tab: Enter your company name, address, phone number, and your company statuses, such as minority owned, woman owned, etc.
  9. Contacts Tab: You can choose your company info as your contact info or you can choose to personalize your info.  You can also check that you want to opt out of bid notifications if you don't want to receive email notifications.  After you complete this initial registration, you will be able to add additional contacts (names and emails) for other staff who may need to access the City's Online Procurement Center.  When your info is complete, click the "Update" button.
    • IMPORTANT: the first profile created for your company is automatically your company administrator.  Administrators are the only profiles in your company that create additional profiles.
  10. Categories Tab: These are the product/service categories you will register under to receive email notifications.  Click the little "+" sign to expand the list.  Check the categories that relate to the types of work your company does, and then click "Save Selected".
    • At this point your registration is complete to the extent that you can view solicitations, update company info, add contacts, etc.  However, we encourage you to complete the EEO and EB registration at this time.  EEO is required for all vendors doing business with the City in excess of $2,500 annually, and of all construction project sub-contractors.  Equal Benefits compliance is required for contracts that meet or exceed the “formal” dollar threshold.
  11. EEO Registration Tab: Complete the first set of questions, click "Next", enter your employee info, answer a second set of questions, and click "Next".  Review the info for correctness, and then click "Submit".
  12. EB (Equal Benefits) Tab: Click "Next" and choose your Equal Benefits status option.  Enter the number of your employees, click the "I declare..." check box, and then click "Next".
  13. ANY QUESTIONS?  Call Procurement Services at 503-823-5047.  We are happy to help!

 

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