C&W Facility Services Inc. Registering in the C&W Facility Services Vendor Management System. Revised January 2016

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1 C&W Facility Services Inc. Registering in the C&W Facility Services Vendor Management System Revised January P a g e

2 Registering in the C&W Facility Services Vendor Management System 1. Log into the C&W Facility Services Vendor Management System website: a. b. Under "Register as a Vendor", click "Sign up Now". 2. After clicking Sign up Now and reviewing the C&W Facility Services, Inc. Terms and Conditions, complete the following fields: a. Tax ID: If you are a US vendor, enter your Federal Tax Id (may be either an Employer Identification Number or Social Security Number from your W9 form). If you are a vendor located outside the US, enter your phone number in the Tax Id Field. b. Reference Code: If you have been asked to register as a C&W Services vendor with a specific Reference Code, enter it in here. If you have not been issued a Reference Code, this field should be left blank. c. Company Name: Enter your company name or if an individual, enter the name payments should be made to. 2 P a g e

3 3. Continue registration by entering your Name, Contact Information and setup a User ID and Password for your vendor account. All yellow fields must be completed. Keep track of your User ID and Password in order to log into your account in the future. Your profile should resemble the image below: Enter the Captcha text image and Click Continue 3 P a g e

4 4. You will receive one of the two of the messages below: a) If you receive a message "Tax ID Already Exists in our System", then your company is an existing vendor in our vendor system. For any questions regarding your existing profile, you may the vendor management team at: [email protected] b) Otherwise, if you are not an existing vendor in our system, you will receive the message below, click Continue. 4 P a g e

5 5. Under the Basic Tab: a. If you have an alternate or DBA company name, enter it in the Repeat Name or DBA field, otherwise you should re-enter your Primary Company Name. b. Select your Country of Business, Business Type and Number of Employees from the drop down menus. c. Click Next. 6. Under the Address Tab: Enter and verify your Physical and Remit To addresses: 5 P a g e

6 7. Under the Diversity Tab: 8. Under the Services Tab: Click the blue arrow to the left of each header category to view full list of service options: *Please note the insurance requirements necessary for the services you provide. If you provide multiple services, you must have the limits of the highest coverage required 6 P a g e

7 9. Under the Safety Tab Note: this section may not appear, depending on the services you perform. If this section does appear; complete the five Safety Questions and provide your companies 3 year Safety Performance history. In a year without incidents, enter Under the Documents Tab 7 P a g e

8 If selected to become a vendor of DTZ, you must have the following at a minimum attached to your profile: W9 (for US vendors only, not required for non-us vendors) Certificate of Insurance (COI) listing DTZ Inc. as an Additional Insured. Certificate of Insurance (COI) listing DTZ Inc. as the Certificate Holder. Safety Document(s) based on services selected. The following is an example of how to upload one of the required documents, the Certificate of Insurance. Certificate of Insurance a) Evidence of insurance must be on the industry standard Acord 25 Form. A sample of an Acord 25 form is under Sample Documents under the Documents Tab b) Under Descriptions of Operations/Locations on the Acord 25 form, the insurance certificate must state DTZ, Inc. is an additional insured as it relates to operations of Subcontractors at Where Services Will Be Performed or as their interest may appear. c) Under Certificate Holder : DTZ, Inc. 275 Grove St, Suite Auburndale, MA P a g e

9 11. Under the Payment Tab: When you register as a new vendor, this section will appear blank and only be activated if you become an approved vendor. Once an approved vendor number is assigned, this section will allow you to set up direct deposit to your bank account for any future invoice payments. Refer to Step 14 after a vendor number is assigned. 12. Complete your Registration by clicking on the bottom left. You have now entered the essential information to complete your vendor registration. You will be contacted if additional detail is required and ed a vendor number once approved. Any questions can be ed to: [email protected] 9 P a g e

10 13. Returning to your Vendor Profile. Once you complete your initial vendor registration, you may log in at any time to update your vendor profile. Log into the C&W Facility Services Vendor Management System website: Enter your log in credentials under "Existing Vendors". Enter the Tax Id used when registering, your User ID and Password. If you are unable to login or require a password reset, you can the vendor management team at: [email protected] 10 P a g e

11 If you become an approved C&W Services vendor, you will receive an approval containing a vendor number assigned to you. When a vendor number is assigned, it is critical that you log in and complete the Payment Tab section of your vendor profile. Note that this section will not be visible until a vendor number is assigned. For security purposes, only the Primary Contact on a vendors profile may add or modify banking information. 14. Setting up Electronic Funds Transfer Payments (Direct Deposit): 1) Log into your vendor profile (see step 13) 2) Click on the Payment Tab 3) Select EFT 4) Click Edit Secured Fields 5) Enter your bank detail where invoice payments can be deposited a) If a US vendor: Enter the Bank Name, Payment Country (USA), Routing Number (always 9 digits) and Account Number b) If a Canadian vendor: Enter Bank Name, Payment Country (Canada), Bank Number (3 digits), Bank Transit Number (5 digits) and Account Number 6) Click Save 7) Enter an address where payment notifications should be sent when payments are issued. 11 P a g e

12 Alternately, you may select payments by Credit Card, where you will receive a credit card issued by Bank of America and in invoice payments will be applied to the issued card 15. Setting up Credit Card Payments: 1) Log into your vendor profile (see step 13) 2) Click on the Payment Tab 3) Select Credit Card 4) Enter an address where payment notifications should be sent when payments are issued 5) Click Save 12 P a g e