m.c. dean vendor portal

M.C. Dean Vendor Portal

MCD18-PP166 VENDOR PORTAL GUIDE REV 4 (3/24/21) 2

TABLE OF CONTENTS

SECTION 1: NEW VENDOR ONBOARDING, PAGE 3 SECTION 2: POST ONBOARDING, PAGE 6 SECTION 3: VENDOR RATING & PERFORMANCE REVIEWS, PAGE 6 SECTION 4: INVOICING, PAGE 7 SECTION 5: NEW & EXISITING EMPLOYEE REQUESTS (TEMP STAFFING), PAGE 10 SECTION 6: INVOICE/FINANCE TERMS, PAGE 15 SECTION 7: FREQUENTLY ASKED QUESTIONS, PAGE 16

M.C. DEAN CONTACTS

FOR VENDOR SETUP, OR VENDOR DATA UPDATE, SUPPORT:

“ZENDESK’ CHAT TOOL, FOUND ON FRONT PAGE OF VENDOR PORTAL AS WELL AS YOUR PROFILE PAGE.

(IF YOU’RE WORKING WITH A SPECIFIC PURCHASING AGENT, PLEASE DIRECT YOUR QUESTIONS TO THEM FOR EXPEDITED SUPPORT)

FOR SUBCONTRACTS SUPPORT:

[email protected]

FOR PURCHASING SUPPORT:

[email protected]

FOR INVOICE SUPPORT:

[email protected] -AND-

[email protected]

FOR SOFTWARE SUPPORT & ANY OTHER ISSUES:

“ZENDESK’ CHAT TOOL -OR-

[email protected] (CONTACT SARA DIRECTLY, IF YOUR ZENDESK TICKET HAS NOT RECEIVED SUPPORT WITHIN 2

BUSINESS DAY)

mailto:[email protected]






SECTION 1: NEW VENDOR ONBOARDING

STEP 1: Register via M.C. Dean’s (MCD) “Vendor Portal” to create your profile:

https://vendors.mcdean.com/Account/Login?ReturnUrl=%2f

STEP 2: Once you select “Register,” complete initial account Info and “Sign Up.”

Register here



STEP 3: Refer to the flashing red messages indicating the need for you to complete the “Self-Certification” and

required documentation as well as profile details as your “application is in process.”

*Note, all the “red text” identifies areas that need completion; however, the flashing red bars will take you to the

red icons you see to your right, just the same.

Step 4: Access the Self Certification flashing tab first, to complete your overall profile selections. Please be

sure to complete:

1) Wed Site: Enter Domain.

2) Description: Brief Corporate Capabilities Statement (feel free to provide a full statement, brochure, line-

card or catalog separately, for additional opportunities).

3) DBA: When applicable.

4) Address: Enter all necessary details related to your business address (please be sure to complete

separate profile for Parent/Child companies with different Federal/Tax ID’s and DUNS codes, operating

under same name).

5) Small Business: Y/N

6) Cage Code: List N/A if you do not have one (primarily for Federal contracts).

7) DUNS: Will pull from your initial registration to the portal.

8) NAICS: Please enter “ALL” of the NAICS codes your company will operate under; this will help in

identifying your team’s industry association for future opportunities.

9) Manufacturers: If you are a Distributor, select all the Manufactures your company sources from.

10) Vendor Type: Select “Edit” and the specific area that currently applies (if you are unsure, please contact

[email protected], to confirm (this is a very important step as your selection will determine the

documentation type required to be completed).

❖ If you are a Distributor or Manufacturer and M.C. Dean will be purchasing materials from you

from a “Commercial” job (meaning, non-Government/Federal), you would select “Commercial

Suppliers.” Again, please feel free to confirm with our Procurement Department or contact us

via the “Chat/Support” tool, if you did not receive a “New Vendor Onboarding Kick-off” email

identifying this classification for you, as part of your New Vendor Onboarding invite.

11) Additional Classifications: Select any or all that apply (e.g. minority owned, 8a, Hubzone, etc).

12) Registered in Sam: Y/N (Be sure to complete this step if you are a Federal Supplier). We will use

https://sam.gov/SAM/ to confirm you “have not” been debarred from doing business with the Federal

Government.

13) Union Affiliations: As applicable.


https://sam.gov/SAM/


14) Save and Sign Self Certification

Step 5: Once you “Save & Sign” as demonstrated above, the system will automatically route you to the next

tab (Documents folder). Complete all required forms, in their entirety and sign each one. Feel free to download

for your records; however, you can access this site anytime to retrieve them. Any form uploaded must be in

PDF version.

Again, based on your “Vendor Type” Selection, your required documents will populate. If you do not make a

selection in Vendor Type, the system will default the documents to standard setup, however, this may result in

administrative burden for your team, as you may be required to complete information that is not necessary.

Example 1: If you are a Commercial Supplier, you will be required to complete the Remittance Form, Business

Status Certification and W9. All other requirements automatically close once these three are completed.

However, if you are simply a Utility Provider, you are only required to complete the Business Status Cert and

W9 (with option to complete the Remittance form if you prefer).

Example 2: If you are a Federal Subcontractor, you would complete the full Representation and Certification

document, in-place of the Business Status Cert (as MCD obtained approval of our Purchasing System, from

the Government, in 2019 and is required to comply fully with Federal regulations). You would also load a

general COI at this point.

Again, please refer to your New Vendor Onboarding Kickoff Invite, in order to identify the appropriate

document selection through your Vendor Type.

Step 6: DONE! Once you have completed the Self Certification tab and Documents folder, you are all set, your

profile is “in process.” The next step will be for Procurement Leadership to review your profile information,

through the automatic link they will receive and advise of any additional details needed or “Approve” your

profile. After this, our New Business liaison will complete the process and assign your Vendor ID.


SECTION 2: POST ONBOARDING You have registered with MCD’s Vendor Portal, now what……... Once you have successfully onboarded and received your MCD Vendor ID, Procurement Agents can now

issue Orders to your company, via your profile. Each order will appear with an individual link to each Award

document:

Standard Order Types:

1. Purchase Order 2. Subcontract Agreement (Blanket and Task Orders or Standalone/Job Specific Agreements) 3. Consultant Agreement 4. Recruiting Agreement 5. Temporary Labor Agreement (MSA-Master Staffing Agreement) 6. Purchase Agreement 7. Committed Cost Agreement

You now will have the ability to complete individual Order requirements directly from your profile. Documents will be sent from within the portal for your completion and electronic signature. In order to fully execute a Purchase Order or Subcontract, our Agent will send you a link, which invites you to access the document via your VP profile, to sign. Should you not receive this link, please feel free to access your profile directly and retrieve the document, in order to sign through this path and without the link.

SECTION 3: VENDOR RATING & PERFORMANCE REVIEWS As an MCD business partner, you can now use the portal to view your performance rating(s) and any related feedback based on individual Order assessments and Annual Performance Evaluation. Your 5-star rating with M.C. Dean, Inc. (MCD) will begin with 0 stars. MCD is currently redesigning the Periodic and Annual Supplier Evaluation process. Once complete, and your first award is issued, members of the Procurement and Operations teams will complete reviews (like Amazon’s purchase rating model) to rate Order compliance “cradle-to-grave.”


Each award issued to your company will prompt a review by the Procurement Agent as well as

Receiving Team and Program Management, which will help calculate an average score of 1-5 stars for

the year. One-time a year (November through December), Vendor Portal will automatically conduct an

Annual Performance Evaluation, to confirm your company’s Supplier standing with MCD and ensure

you are included in MCD’s Preferred Vendor Rated List, the following year. If you are actively being

issued Awards, you can receive, maintain or improve your score! You can access this rating by clicking

on the stars within your vendor profile and next to your company name (as show above).

Anytime your rating drops under 3 stars, you will receive an email notification and you will be able to

access this feature to overview areas of weakness, in order to improve upon this score under the next

opportunity. MCD strives to have strong and positive relationships with our Suppliers and therefore will

work closely with you to ensure you have a favorable rating year-around!

Evaluation factors include but are not limited to: 1. Timely and compliant communication and responsiveness to Request for Quote/Proposal

(RFQ/RFP) requirements, to include T&C negotiations 2. Performance and Delivery 3. Compliance with all Federal or Commercial requirements in support of our customer objectives

and flowdowns as well as Invoice submission compliance and management.

SECTION 4: INVOICING Finally, but certainly not least, you will have the ability to upload and manage invoices for payment purposes. Your profile also includes a snap view of total:

▪ Sales ▪ Invoice Aging ▪ Unpaid Invoice Status Breakdown ▪ Payment timing breakdown ▪ Most importantly, any “hold” reasons, to help avoid payment delays

But first, how to submit an Invoice: *Special Note- If you are a vendor loading an invoice for good(s), awarded under a Purchase Order (PO), please submit your invoice directly to: [email protected] Vendors should register with our Vendor Information Portal (VIP) to check status of payment at https://vendors.mcdean.com

To receive payment, proof of delivery is required, send one POD per one email to [email protected],

Include PO # in subject line


https://vendors.mcdean.com/



For Services, Step 1: Find the appropriate “Order” number under “Contracts #/PO #”

What to do if you do not see the correct or a single “Order” under your Contract/PO list? Contact the program manager you worked with as well as Subcontracts: [email protected] -or- Purchasing: [email protected] department, respectively. Step 2: Select the “New Inv” button, located directly associated to the correct “Order”




Step 3: Enter your invoice number and click add files. Upload invoice and click “ok.” Any form uploaded must

be in PDF version.

Step 4: Under Invoice History you will see all invoices – if an invoice is missing a compliance document, you will find it under Missing Docs. Use the “Add Docs” button and then “Add Files” to load the appropriate documents in PDF version.


Helpful hints…..

• These documents can include Certified Payroll, Release of Lien (ROL), Bond, COI, etc. in PDF form

• If you happen to complete this process and have loaded incorrect documents or duplicated a form, please contact the following to remove (unfortunately, you cannot edit or remove documents once the invoice line has been added: [email protected] and [email protected]

Use the Portal to view the:

➢ Invoice number ➢ Invoice Date ➢ Due Date (to help identify the timeframe you should expect payment (based on Net Terms) ➢ Net Terms (per Order, if different and you’re supporting goods and services under separate

terms ➢ Again, “Why on Hold” (as illustrated in the beginning of this section)

SECTION 5: NEW & EXISITING EMPLOYEE REQUESTS (TEMP STAFFING)

If you are a Temp or Recruiting Agency that is submitting individuals who will be responsible for adding time to M.C. Dean’s BTA system – New Employee. Please see later in this section for existing employee that has changed Job location and simply needs update of their information: Step 1: You will need to add them through the “Add Labor Employee” button

Use the Portal to view the:




Step 2: Complete the 3rd Party Labor Lightning Quick Enrollment and Payment Processing Form

Step 2.1: In order to complete the form, start by entering the employee’s information in the following fields (*Please, the following steps need to be completed for each employee you are adding, so this will have this Processing Form will need to be completed 5 times if you are entering 5 employees, for example):

• First Name (Correct legal name as this has resulted in issues where full name was not provided)

• Middle Name- (If applicable)

• Last Name

• Birth date

• Start work date- (expected start date)

• Sex- M/F

• Email


• SSN (Please be sure it is correct)

• Is there a wage decision- (if you’re unsure, please reach out to [email protected]

• PM who requested

• PM request date Step 2.2: Upload your documents in PDF version:

• Verification Cert

• Apprentice Document (if applicable)

• Copy of Employees Driver’s license Step 2.3: Select the appropriate Job #. If the Job number is not listed, try refreshing your screen. If you still do not see it, please contact your Program Manager (PM) -and- [email protected] to inquire.

Step 2.4: If we’ve agreed, mutually, to Per Diem, please select the “Per Diem” box in order for this to flow through




Step 2.5: If you have selected the correct “Job,” a list of labor categories with respective rates should be available for you to select from for this specific employee. Please select the correct option, which will automatically fill the green fields “Project Location Name” and “Rate Info.”

Step 2.6: If all is correct after final review, select “Ok” to complete


If you are changing Job details for an “existing” employee,” please do not submit a new “3rd Part Lighting Form.” Please edit the record, which you should find under your list of “Labor Rates Per Employee” Step 1: Select “Edit,” make the updates, accordingly and select “OK”

Step 2: Make the updates, accordingly, and select “OK”


SECTION 6: INVOICE/FINANCE TERMS (When these terms are applicable, we cannot approve invoice for payment until the requirement(s) has/have

been satisfied. Invoices may be placed on-hold or rejected if incorrect PDF documents are uploaded or missing. Please reach-out to your designated Procurement Agent for any guidance related to below)

1) Bond (applicable to award meeting/exceeding ≥$150k, to be flowed down as an agreement requirement):

• Hard copy to be mailed to Headquarters (Tysons) with electronic copy to be emailed to Procurement Agent within 7 days of receiving fully executed agreement.

• Please refer to your agreement for the specific details related, when this requirement is applicable.

2) Bond Increase Rider (applicable when a modification/Change Order (CO) to current funding increases total by 20% or more, to be flowed down as an agreement (Mod/Change Order) requirement):

• Electronic copy to be emailed to Agent within 7 days of receiving fully executed agreement.

• Please refer to your agreement (Mod/Change Order) for the specific details related, when this requirement is applicable.

3) Certificate of Insurance (COI) (applicable for all service awards, to be flowed down as an agreement requirement):

• Cert to be submitted to Agent via email prior to fully executing agreement or prior to beginning work.

• Be sure to add M.C. Dean as an additional insured (please use our Corporate address).


4) Release of Lien (ROL) (applicable for all service awards, to be flowed down as an agreement requirement):

• Form to be completed and submitted w/ each invoice via Vendor Portal (VP).

• Please be sure to mark partial/ final (top right corner), the amount must match the invoice amount.


5) Lower Tier ROL: (applicable when ROL is applicable to 1st tier subcontractor and work will be supported by a 2nd tier Sub, to be flowed down as an agreement requirement)


• Please be sure to mark partial/ final (top right corner), the amount must match the invoice amount.


6) Schedule of Suppliers & Subcontractors (SOSS) (applicable for all awards ≤ (less) $150k, to be flowed down as an agreement requirement):


• Be sure to complete the top section, and include your subcontractor info, if applicable, in the table. If no subcontractors were used, please note “N/A” in the table.


7) Schedule of Values (SOV) (applicable for all awards ≥ (greater) $150k):



8) eMars Registration Form (applicable for all work or labor categories subject to Service Contract Act (SCA) and/or Davis Bacon (DB), to be flowed down as an agreement requirement):

• To be completed once and submitted per the directions on the form. See instructions on eMARS Registration form.



9) Certified Payroll (applicable for all work or labor categories subject to Service Contract Act (SCA) and/or Davis Bacon (DB)):

• To be submitted w/each invoice weekly, via VP Certified payrolls must be entered and approved via the (eMars Program/LCPtracker/SkillSmart) system and a copy must be uploaded once approved, to the M. C. Dean vendor portal.


10) Work Ticket (e.g. Timecard) (applicable when Prime Contract or MCD Job requires this due-out as part of invoice submission:

• Timesheets to be submitted w/each invoice weekly, via VP (when applicable).


11) Apprentice Cert (for all apprentices):

• Proof to be submitted prior to or w/ first invoice

• Proof of Apprenticeship to be submitted via email to Agent, via VP.


SECTION 7: FREQUENTLY ASKED QUESTIONS

1) I’m confused; which forms am I supposed to complete/update?

Federal

Subcontractors/Vendors

Commercial


Exempt


Reps and Certs Business Status Cert N/A

Payment Remittance Form Payment Remittance Form Payment Remittance Form

(encouraged)

W8 (foreign)/W9 (domestic) W8 (foreign)/W9 (domestic) W8 (foreign)/W9 (domestic)

Exempt Suppliers and Subcontractors:

A. University

B. Charitable Contributions

C. Refunds

D. Government

E. Interview Reimbursements

F. Utilities

G. Joint Venture (Suppliers performing service(s) or delivering good(s) in support of JV)

H. One-time purchase, with no intent to ever purchase from supplier in future. Will be a noted hold and

any intent to change this direction in the future will require full onboarding with all requirements

listed above

I. Child Support

J. Escrow

K. Foreign Vendors

L. Consultants

M. Law Firm

2) I have set payment terms, when will I be paid?


• Typically, Net 30, 45, 60 payments, are paid within the billing cycle following your payment due date.

• If your invoice is showing “hold” status, please refer to the field “Why on Hold” for further explanation. There may be multiple reasons why a payment is delayed, especially when a term is outstanding (like loading the respective Bond, Release of Lien (ROL) or COI with your invoice submission). Please refer, first, to Vendor Portal and review the invoice notes, accordingly. Should you have additional questions, please contact your PM, as well as [email protected] and [email protected] for update.

3) My Payment Terms are Paid-when-Paid (PWP). Why haven’t I received my payment?

• Paid-when-Paid (PWP) terms will require you to reach out to your technical POC., typically, the Program Manager (PM), to determine the expected payment date. Once your payment is approved by PM (provided, MCD has received payment from customer), MCD will issue your payment within 7 business days. Please refer to your invoice status to determine hold, pending, processing, approved, check issued date, etc. We strive to have checks prepared Friday of every week, to be mailed same day, if the check is for under $5k. Checks over $5k will require an additional executive signature and therefore may delay payment to be mailed the following Monday or Tuesday. Should you have additional questions, please contact your PM as well as [email protected] and [email protected] for update.

4) It’s January and I still have not received payment for end-of-year-invoice, can you provide status?

• MCD’s Finance Department, will not process payments the last or first week of every year, as we use this time to reconcile accounts and support administrative efforts to prepare for the next fiscal year. Your check should be included in the next run following this period.

5) I sent a chat message through your new Zendesk Chat Support Tool. I am still pending follow-up

although I do believe it was after-hours.

• Please be sure to include your Vendor Name and Number in your communication Subject Line as well as any related Invoice Number, for research and tracking purposes (regardless of sending your inquiring during standard hours of operation 9 – 5 pm or after). Including your Vendor info will allow us to escalate any urgencies and identify pending tickets, even if received after closing). You should receive a response from the Zendesk support team, as soon as possible, the following business day.

6) I was issued a Subcontract, performed the services and submitted my invoice via email to my P.M. I

don’t see my invoice under my Vendor Portal profile, I also haven’t received a payment either and it’s been a month.

• If you email your invoice, as a Subcontractor, Recruiter, Temp Agency, it is ultimately your responsibility to load your invoice to the vendor portal, per the terms and conditions of your service award, to avoid any unnecessary delays. Additionally, there may be associated terms that need compliance (e.g. Bond, ROL, COI), and require completion to determine your invoice compliant and ready for processing. In order to ensure all terms have been satisfied, the invoice must be loaded,






respectively, to your award within Vendor Portal. This process also allows our Compliance and Payables team the ability to confirm an award has been made, to support invoicing.

• Please be sure you have been issued an award or formal Authorization to Proceed (ATP), specifically and directly, from a member of MCD’s Procurement Department, as Procurement is solely warranted and permitted to authorize work under any contract. Work that begins outside of formal award or authorization, from Procurement, is not subject to payment as it is outside of contractual obligation. Please contact [email protected] if you believe you have begun work without the appropriate award or approval in-place, for further guidance or you believe you have been asked to do so from anyone outside of the Procurement Organization and without the appropriate award documentation or approval.

• If you are a vendor loading an invoice for good(s), awarded under a Purchase Order (PO), please submit your invoice directly to: [email protected]

7) I uploaded my invoice but cannot edit the record at all to include the total sum, what do I do?

• The sum of your invoice as well as remaining fields on your invoice line, will populate when the invoice begins processing and/or is ready for payment.

8) I uploaded my PDF invoice and PDF attachments and noted a mistake. I need to resubmit but I do not

have an option to delete the wrong version so I can load the correct one, what do I do?

• Unfortunately, once you add an invoice and any associated documents (in PDF version), you cannot make any changes. Please contact us via Zendesk Chat tool or [email protected] and [email protected] to request the document be deleted from the portal, and a member of the Compliance team will assist you with this action.

9) I am unable to fill-in fields such as the Federal ID, DBA, DUNS & Cage Code, etc. because I am a

foreign vendor, what should I do?

• Federal ID: Please include your foreign company ID (The ID number you were assigned in formally

registering your business in-country).

• DBA: If you are operating under your actual company name and not “Doing Business As” any other

entity, then N/A.

• DUNS: N/A can be applied here if no DUNS exist currently. Some of our foreign entities have

DUNS (if you do not, N/A is acceptable).

• Cage Code: (N/A)

10) I tried reaching out for support via Vendor Support email address, but it is not working.

• This is correct, unfortunately, the vendor support email is no longer available. However, you can reach us via the front page of Vendor Portal or your Profile page, by accessing the Zendesk Chat tool. You will be assigned a ticket number if we are unable to respond immediately and a representative will follow-up with you.

11) I forgot my password to VP.

• Please use https://vendors.mcdean.com/Account/Login?ReturnUrl=%2f to select “Forgot Password,” this will prompt the system to email your address on-file, for update.







12) The system keeps freezing -or- I’m getting an error in trying to download the documents needed or complete and sign them

• We see this happen most often when end user is not using Chrome. Opening the VP application in Chrome will work much more effectively. If you’re still having issues and you’re receiving an error code (anything software related), please feel free to use the Zendesk Chat tool, so that we may assign your ticket directly to our expert software team.

• When you are ready to complete the forms (if any are missing or require annual update), please download the form first and then submit. If you are completing it in preview-view, you will receive an error; the form must be downloaded first.

13) The previous employee that handled this account is no longer with the company and I don’t have my own access to their account -or- I have taken over this process and don’t have an account:

• Please register with Vendor Portal, under your name and email, and most importantly include your company’s Federal Tax ID/Employment Identification Number (EIN). Once you identify your existing EIN and submit, the system will match-up to existing profile and link you automatically to your company’s account. However, a member of your company that is currently “active” on the account will be required to activate you. If this individual does not exist (no longer there, etc), please contact us via our Zendesk Chat tool for support, and one of our members will provide this activation from our end.

14) Our company name changed years ago

• If you are now operating under a new EIN (for any reason), or you have a Parent/Child relationship that needs to be separated for payment remittance purposes and to align your support to M.C. Dean (MCD) with your appropriate entity, please create a new Vendor Profile to identify the new company. If none of this has changed, please submit a request to formally update your information in our other accounting tools, meanwhile please also update this Vendor Portal profile to ensure we have the most up-to-date information (to include vendor documents that reflect address, company name, etc.).

15) I am a distributor and do not see the manufacturers I’ve previously worked with to support MCD, in VP profile list.

• Please provide the appropriate names, via Zendesk Chat tool, so that we may add them to this list and align your support accordingly.

16) I am an existing vendor that was always paid via ACH but your system is requiring that I complete a Remittance form in order to complete QC

• You can type in that you receive ACH payments and submit; good-to-go. Unfortunately, we no longer offer ACH payment type to our new onboarding suppliers. So if you were not


grandfathered in, we cannot allow ACH payment method. We do offer check and credit card payment terms.

17) Where do I find my profile?

za

WE TAKE PRIDE IN SUPPORTING POSITIVE BUSINESS RELATIONSHIPS! PLEASE CONTACT US WITH ANY

QUESTIONS VIA THE ZENDESK CHAT TOOL.