Vendor Information

Vendor Information for Financial Transactions

In order to be paid or have any other financial transaction with the City, such as receiving a Purchase Order or Contract, each vendor must have a vendor number.  In order for the City to assign a vendor number, we must have on file an updated and correct Form W-9 and other information such as your current address, telephone and e-mail information.

It is very important that the City has your most current contact information in the financial information system database.  Otherwise you might not receive purchase orders, contracts, payment checks or other official business correspondence from the City.  It is your responsibility as a vendor to ensure that the City has your up-to-date contact and business information.

This information should be provided on the Vendor Application Form.  The Vendor Application Form can be submitted electronically by clicking the "Submit" button or simply by pressing the "Enter" key.  Your information will be transmitted to the City over a secure SSL connection.  A blank Form W-9 can be found HERE.  

The completed, signed and dated Form W-9 can be scanned and e-mailed to: or mailed  to the City of Rochester, Bureau of Purchasing, Attn: W-9 Processing, City Hall, Rm. 105-A, 30 Church St., Rochester, NY, 14614. 

Once your application and/or W-9 has been accepted, the City will e-mail a confirmation verifying the information has been entered into the finance system.   If the City has issued a new vendor number to your company, this number will be included in your confirmation e-mail.

Vendor Information to Become a Bidder and Receive Bid Requests

If your company is interested in bidding on City of Rochester bids and/or Requests for Proposals (RFP's), please see BUSINESS OPPORTUNITIES WITH THE CITY. City bids are listed on the City's web site here: Bid details and specifications are available on BidNet. City RFP;s are listed on the City's web site here: REQUEST FOR PROPOSALS.

Electronic Payment  

Vendors can enjoy the benefit of electronic payment from the City of Rochester though Paymode-X, a free direct deposit service provided through the Bank of America (BOA). You do not need to open an account with BOA to use this service. Paymode-X processing provides complete invoice reference information with payments. The BOA will notify the City when you have registered.

To find out more information and to enroll please go to:  Disbursements to City Vendors