Step 1 — Assemble the packet (do this once)
Every portal asks for the same packet. Gather it in one Google Drive folder before you start any registration — you'll re-upload it 20 times over the next year. Missing docs are the #1 reason applications sit in "pending" for months.
Your website and capability statement aren't optional here — several portals include them as required fields, and buyers screen out anyone without a real web presence.
- LLC or Corp formation documents (Articles + EIN letter)
- W-9 signed and dated within the current tax year
- Certificate of Insurance (COI) at $1M/$2M minimum — see insurance guide
- State + local business license(s), current
- Trade certifications (EPA lead-safe, backflow, etc. per trade)
- Capability statement (PDF, one page)
- 3–5 references from comparable work with buyer contact info
- Direct-deposit / ACH form for payment
- MWBE / DBE / SDVOSB / WOSB / HUBZone / 8(a) certificates if applicable
- Two forms of banking verification (voided check + bank letter)
Step 2 — SAM.gov (federal + credibility marker)
Register at SAM.gov. Free. 2–4 weeks for full activation. Even if federal work isn't your near-term target, get registered — it's a credibility signal on private bids too, and the UEI number is asked for on other portals.
What you'll do: Create a Login.gov account → request a Unique Entity ID (UEI) → complete entity registration → select every NAICS code you'll bid on (add generously — you can always narrow) → complete Reps & Certs → attest and submit.
Set a calendar reminder for 12 months out. SAM.gov registrations expire annually and lapsed registrations get you kicked off active bids overnight.
Step 3 — State + local eProcurement portals
Every state has its own eProcurement portal — PA has PA eMarketplace, NJ has NJSTART, NY has OGS Procurement, TX has SmartBuy, FL has MyFloridaMarketPlace. Register in every state where you'd actually take a job.
County and city portals live at your county / city government website. Search "[County name] vendor registration" or "[City name] procurement portal". Both are free and typically take 15–30 minutes each to complete.
Step 4 — Private-sector compliance portals (pick 1–2)
Almost every large property management firm outsources vendor verification to one of four platforms. Registering with the right one unlocks hundreds of buyers at once — but the wrong one costs $200–$300 and lands zero bids. Before you pay: visit the vendor page of your top 5 target property managers and note which portal they require. Match yours to theirs.
Compliance Depot (~$180/yr): Greystar, Bell Partners, and most large multifamily. The highest-leverage portal for multifamily contractors.
Net Vendor / VendorCafe (~$130/yr): Regional PM firms and Yardi-based property managers. Common in the Northeast and Southeast.
RealPage Vendor Credentialing (~$300/yr): Large REITs, class-A multifamily.
VIVE (~$200/yr): Commercial + industrial facility management.
Registration steps are similar across all four: create an account → upload the packet from Step 1 → pay the fee → wait 1–2 weeks for verification → get listed to the property managers who use that portal.
- Verify which portal your top 5 target PMs require BEFORE paying
- Start with one portal, add a second only after landing a bid
- Set renewal reminders 30 days before annual expiry
- Skip any portal charging over $500/year — it's pay-to-play
Step 5 — Direct property manager registration
Every property management firm also has its own "become a vendor" page — register there even if you're already in a compliance portal. The direct sign-up puts you in front of the person who actually assigns work, and it typically activates faster than the compliance-portal handshake.
Top firms to hit in the first 30 days: Greystar, Cushman & Wakefield, CBRE, JLL, Colliers, Newmark, Associa (HOAs), FirstService Residential, and RealManage. Search "[Firm name] become a vendor" — each has a form you fill out with your packet.
Follow every direct application with a short email to the regional facilities manager (find on LinkedIn) introducing yourself. Attach your capability statement + portfolio. This is where "registered" becomes "invited to bid" — see the outreach template in commercial contracts 101.
Step 6 — The 60-day registration cadence
Attack in this order to compress ramp time from 6 months to 60 days:
Week 1–2: assemble the packet, form the LLC if needed, upgrade insurance to $1M/$2M, publish the capability statement, launch the commercial-ready website.
Week 3: SAM.gov + your state eProcurement portal + county/city.
Week 4–5: One compliance portal that matches your top 5 target PMs.
Week 6–7: Direct-apply to top 20 property managers in your metro.
Week 8: Outreach emails to regional facility managers on LinkedIn.
By day 60 you'll be in 30+ vendor lists. Bids typically start arriving 30–60 days after that. From there, work the bid guide and proposal templates.