Bidder Registration

Only ACTIVE (registered) vendors will have the ability to download and print bid packages. There will no longer be a direct mail vendor list as in the past. You must obtain the packages via the web site. Click on the below link. If you have registered already, please verify your information. If you are a new vendor to the system, please complete the registration process.

Enter the Bidder Notification System

Basics Regarding Competitive Bidding:

By State Law and City Ordinance, the City of Newport is obligated to purchase by Public Bidding: Construction projects over $10,000; Items or Services over $5,000.00. All bids are publicly opened at the advertised time, and are then made available for public examination at any time. Analyses of bid results are made up after the bid openings and are made available. Use the left Navigation Bar under BID Tabulations (by FY).

All bids are advertised in either the Providence Journal, Newport Daily News or both and/or specialized Trade Papers.

Award of Municipal Contracts are under The General Laws of Rhode Island. Click here to view CHAPTER 45-55 - Award of Municipal Contracts.

Awards:

After a bid is opened, the Department requiring the goods or services makes a determination as to the lowest evaluated or responsive bidder in the case of merchandise, or the highest qualified firm in the case of services. The Department Head then makes a recommendation to the City Council, who, ultimately, awards a bid. The successful vendor is then notified of the award, and of any further requirement prior to a Purchase Order/Contract being issued. Past Bids Results/Tabulations can be viewed by using the left Navigation Bar under Past Bid Tabulations.

Prevailing Wage:

Any construction over $ 1,000.00 is required by state law to pay state prevailing wage. A current copy of the most recent Prevailing Wages scale is obtained from the State of Rhode Island, Department of Labor and Training, Division of Professional Regulation or at the Davis-Bacon Wage Determination link.

It is also by request for each construction bid document. All vendors supplying construction services must submit certified payrolls from any contractor and sub-contractor who do work on the project. No payments are made until all payrolls are up to date, and correct.

Use the left Navigation Bar under Prevailing Wage.

Requests for Payment:

Vendors submit invoices to the ordering State agency once all items covered by the Purchase Order have been delivered or completed or, in the case of Blanket Orders, once each month for items delivered or completed since the last billing. Payment will not be considered for items not covered by the Order, for quantities (or monies) exceeding those authorized by the Order, or where unit pricing does not agree with the Order.

Once billings have been reviewed and accepted, the State agency will forward a copy of the invoice with a voucher for payment to the State Controller, who will authorize payment through the State Treasury. Checks are mailed to the vendor's address on the Order.

No payment will be authorized if the Controller does not have a copy of the Vendor's IRS W-9 Form on file. A copy of the form may be downloaded at the Website on the left navigation bar under useful links. Please mail completed W-9 Forms to:

City Hall
43 Broadway
Accounting Division
Attn: W-9
Newport, RI 02840

Click here for W9 form