2010 CVM Solutions, Inc. Iberdrola DBE Supplier Registration Steps

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Laureen Franklin
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1 Iberdrola DBE Supplier Registration Steps

2 i Table of Contents Part 1 Introduction Part 2 What do I need? Part 3 How do I get started? Part 4 Getting familiar with the Iberdrola DBE Supplier Registration System Part 5 Updating your Company Profile Part 6 Supplier Diversity Certifications Accepted by Iberdrola Part 7 Updating Your Contact Information Part 8 Sign out of the application Part 9 APPENDIX A-Basic Supplier Information

3 1 1 Introduction Welcome to Iberdrola s DBE Supplier Registration System. Iberdrola utilizes this system to manage the business profiles and create a sourcing directory of current and potential Diverse Business Enterprise (DBE) suppliers. With this new system, you will be able to submit your company information to Iberdrola quickly, easily and efficiently. You will have the convenience of accessing the system online from any computer and at any time. Furthermore, you will now be able to update your information at any time, upload your certification information and ensure that your information with Iberdrola is accurate and current. This document will walk you through the steps to register and update your information in this system. 2 What do I need? In order to register and maintain your information in the Iberdrola DBE Supplier Registration System, you need a computer and access to the internet. For best performance, it is recommended that you use Internet Explorer 5.5 or higher. You will also need the information and supporting DBE certification documentation that Iberdrola requires Iberdrola only accepts DBE certifications from the following agencies. If you are not currently certified through one of these agencies, please contact them to begin the certification process. Please do not register in the system until you have obtained your certification. 1. California Public Utilities Commission (CPUC) 2. Women's Business Enterprise National Council (WBENC) 3. Procurement Division of Department of General Services (CA) - Disabled Veteran Business Enterprise (DVBE) only 4. National Minority Supplier Development Council (NMSDC) 5. Small Business Administration (SBA) 8a program only. The company information required includes the following: General Company Information including Company Name, Former Company Name(s) Used, Internet Address, Fed Tax ID, Dun and Bradstreet Number, Parent Company Name and Fed Tax ID, Currently Doing Business With Iberdrola (Yes/No) and Diverse Supplier ( Yes/No), Headquarters Address, Executive and Primary Contact Information. Business/Financial Information including Year Established, Gross Annual Sales for the last 3 years, number of employees and Legal Structure (Last 3 years Sales figures) Product/Services Information including Iberdrola Specific Commodities, NAICS and SIC Codes, Product/Service Description.& Geographical Service Area Diversity Information (only applicable if a diverse company) including Ethnicity, Gender, Diversity Category Certification Details, % of Minority and Women Ownership Documentation: Upload of Supplier Documents including Diversity Certifications and other documents Reference Information: One business reference is required. A total three references can be recorded in the system. For details of the information required, please refer to Appendix A.

2 3 How do I get started? You can access the application at Iberdrola.cvmsolutions.com.Type in this address in the Address window of your browser, and press enter.

This will take you to the login page below: Figure 1: Login Dialog Box If you have an existing username and password, use them to access the Iberdrola Supplier Registration System.

4 2 3 How do I get started? You can access the application at Iberdrola.cvmsolutions.com.Type in this address in the Address window of your browser, and press enter. Or you can access the link through Iberdrola.com under the Supplier Diversity section. This will take you to the login page below: Figure 1: Login Dialog Box If you have an existing username and password, use them to access the Iberdrola Supplier Registration System. If you have forgotten your password, please enter your user name and click on the Forgot Password? button to have a system generated password sent to your registered address. If you do not have an account on the Iberdrola DBE Supplier Registration System, click on the links Click Here to register your company to do business with Iberdrola.

5 3 Please scroll to the end of the Terms Of Use screen to enable the Submit button. Once 'I accepted' is selected the supplier is then directed to the registration screen, you will be taken to the New Supplier Registration page.

6 4 Registration Screen: Figure 2: Information from Registering Supplier Please enter all required fields marked by red asterisks such as your Company Name, Zip Code, Tax ID No, and Contact Name, Contact Phone and Contact and click on the Submit button.

7 5 The Iberdrola Supplier Registration System allows only one user logon per supplier. The following table lists out the way the system processes the information entered in the previous step:

8 6 The next step in the supplier registration process is to create a user for the supplier. IMPORTANT NOTE: Phone numbers in the Iberdrola Registration system require a Country Code to be added as a prefix. If you are US based, your Country Code is 1. Figure 4: Create a Login Id The system automatically creates a username. You will be asked to enter a password. If your company profile already exists in the Iberdrola Supplier Registration System, you will be asked to update the profile. If your company profile does not exist in the Iberdrola Supplier Registration System, you will be asked to input the supplier details. All suppliers will be asked to enter multiple pages of information. DBE suppliers will be asked to provide DBE certification information. For details on the information asked during registration process, please refer to Appendix A.

9 7 Figure 5: First Screen of Registration

10 8 Figure 6: The registration process where "General" section is completed. Once you have created a registration profile in the Iberdrola DBE Supplier Registration System, you can log in to update your company s information. NOTE : You must click the "Submit" button to complete your company's registration. You must click through and complete each of the tabs (click the "Save & Next" button on each page) before you can submit your registration. After you complete and click "Save & Next" at the bottom of the Corporate tab, you will be taken to a summary view of the profile you just created so that you can review it for accuracy. If all of the information is correct, click on the "Submit" button at either the top or bottom of the form.

11 9 4 Getting familiar with the Iberdrola DBE Supplier Registration System Once you log into the application, you will be directed to your company s default page. The navigation layout through the application is essentially the same and you should get to know these features so that you will be able to move about the Iberdrola DBE Supplier Registration System effectively. Note: If your session is idle for more than 40 minutes, your session will time out and you will need to log in again.

12 10 5 Updating your Company Profile Once you login to the Iberdrola DBE Supplier Registration System, you will automatically be taken to your company s profile. You may also access this page by clicking the Profile Maintenance link in the left navigation menu, and then selecting the Update Company Profile link. Please ensure that you have all the information and documentation necessary to update your company s profile. For details on the 2 pages of information, please refer to Appendix A. Supplier Diversity Certifications Accepted by Iberdrola: Iberdrola only accepts DBE certifications from the following agencies. If you are not currently certified through one of these agencies, please contact them to begin the certification process. Please do not register in the system until you have obtained your certification in one of the following categories. 1. Minority Business Enterprise (MBE) 2. Women Business Enterprise (WBE) 3. Small Disadvantaged Business (SDB) 4. SBA 8(A) Program 5. Historically Underutilized Business (HUBZONE) 6. Service Disabled Veteran Owned Business Enterprise (DVBE) 7. Veteran Owned Business Enterprise (VBE) 8. Alaskan Native Corporation Owned Firm (ANC) 9. Historically Black Colleges And Universities (HBCU) 10. Abilityone (Formerly JWOD) (ABILITYONE) 6 Supplier Diversity Certifications Accepted by Iberdrola You will have the ability to upload a current certification document on page 2 of your company s profile. This section describes how to upload documents. You may upload documents in the following formats GIF, BMP, JPG, JPEG, DOC, POSTAL CODE, or PDF. There is a size limitation of 5 MB for the documents being uploaded. To upload a document, click the Document Icon: This will display the upload documents screen.

13 11 Click the Browse button to open the file selection box, and select the file to upload. Add a short description for the uploaded file. After you have selected all the files that you wish to upload, click the Attach button. After a few moments (as the file uploads), the upload confirmation dialog is displayed. Click OK to close the dialog. Your files will be saved to your company s profile when you click Save and Next.

14 12 7 Updating Your Contact Information You can access the page to update your contact information by clicking the Profile Maintenance link in the left navigation menu, and then selecting the Update My Contact Info link. This will bring up your Contact Information page. Please complete any missing information, and change your password, if required. Once you are satisfied with the updates, click OK to save your changes. Please make sure your company profile information is kept up to date at all times. It is particularly important that you upload a current DBE certificate from one of the agencies Iberdrola accepts. 8 Sign out of the application Once you have completed your updates, you should log out of the Iberdrola Supplier Registration System before closing your browser. This will ensure the maximum security of your information. To exit from the Iberdrola DBE Supplier Registration System, click on the Log Out link on the left menu.

15 9 APPENDIX A - Basic Supplier Information All suppliers are required to fill out the following information. Note: * indicates mandatory field General Company Information 1. Company Name* (Mandatory must match the name filed with the Federal Government associated with the Taxpayer Identification Number) 2. Former Company Name 3. Doing Business As 4. Website 5. Federal Tax ID* 6. Dun & Bradstreet Number 7. Parent Company Name 8. Parent Federal Tax ID 9. Ultimate Parent Company Name 10. Ultimate Parent Federal Tax Id 11. Legal Structure* a. Corporation b. Sub Chapter SCorp c. Individual d. Limited Liability e. Partnership f. Other g. Joint h. Sole Proprietor 12. Are you a 1099 company? 13. Is company 1099 exempted? 14. W8/W9 Form (Upload) 15. W8/W9 Issue Date Business and Financial Information 1. Year Established * 2. Gross Annual Sales for last 3 years * (Last year sales is mandatory) 3. Number of Employees * 4. Are you currently doing or have in the past done business with Iberdrola? a) If yes, with which Operating Companies: Berkshire Gas Company? Central Maine Power? Connecticut Natural Gas? NY State Electric & Gas? Rochester Gas & Electric? Southern Connecticut Gas? Iberdrola USA Management Corporation? Confidentiality Agreement 1. Do you have a current confidentiality agreement with Iberdrola?* 2. Upload Confidentiality Agreement Supplier Diversity Program 1. Are you aware of our Supplier Diversity Program?* 2. Does your company have a Supplier Diversity Program?* Insurance 1. Can you provide documentation for insurance policies held by your company?* Contractor Security Requirements 1. Please read the following security requirements and code of conduct. Then check the box below for compliance. 13 Click here to read the Code of Conduct. Click here to read the Contractor Security Requirements. * I have read and agree to comply with all of the security requirements and code of conduct.

16 Locations 1. Location Type - Remit To or Buy From 2. Headquarters Information a. Name* b. Address 1* c. Address 2 d. City* e. State* f. Country* g. Zip Code* h. Phone Number* Contacts* 1. Is primary contact Y/N? * 2. Contact Type* 3. First Name* 4. Last Name* 5. Title 6. Address* 7. Phone* 8. Fax 14 Product/Service Information 1. Select Iberdrola Commodity* 2. Select NAICS Codes* (Select at least one NAICS code) 3. Specific Product(s)/Service(s) Description (Max 500 Characters) * Geographical Service Areas and Qualification/Certification Information* 1. Geographical Areas Served - Local/Regional/National 2. Specific Areas Served Diversity Information 1. Are you a Diverse Supplier or Small Business? (Yes/No)* Diversity Categories and Certifications * (If you are a Diverse or Small Business check all that apply.) 1. Gender of Majority Ownership* 2. Ethnicity of Majority Ownership * 3. Supplier Documents (Upload documents) 4. % of Minority Ownership 5. % of Women Ownership 6. Diversity Classification Notes Documents 1. W8/W9 Document 2. Supplier Diversity Certification 3. Supplier Diversity Certification Information References 1. Reference #1 a. Company * b. Product/Service Provided* c. Contact Name* d. Phone Number* e. * 2. Reference #2 a. Company * b. Product/Service Provided* c. Contact Name* d. Phone Number* e. * 3. Reference #3 a. Company * b. Product/Service Provided* c. Contact Name*

17 d. Phone Number* e. * Survey (if applicable) Financial (if applicable) Corporate (if applicable) Insurance (if applicable)

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