(A) Applications to be placed on city vendor database will be submitted on a standardized form acceptable to the Purchasing Officer, or his or her designee.
(B) Vendor application forms shall contain a statement requiring that the applying vendor affirms that they do not discriminate against any subcontractor, employee, or applicant on the basis of religion, race, creed, color, age, national origin, sex, height, weight, disability, familial status, or marital status.
(C) The Purchasing Office will be responsible for maintaining vendor applications and for affirming that such completed applications are subsequently added to the city’s vendor database. The city will approve applications to be placed on the city’s vendor database without prejudice, provided the aforementioned application form is complete.
(D) Vendors must be in the vendor database prior to issuance of a purchase order, purchase order contract, written contract, and/or professional or non-professional service.
(E) Any vendor entering into a purchase order, purchase order contract, or written contract with the city who will be performing a professional or non-professional service must also have provided to the Purchasing Office, in advance of such services, certificates of insurance in the types and amounts specified in the bid proposal. When such proof of insurance is required, it is to be carried out within the following parameters:
(1) Limits of liability and types of coverage required will vary depending on the specifications involved in the project and the indemnification needs of the city as set forth in such individual project specifications;
(2) All certificates of insurance submitted to the Purchasing Officer, or his or her designee, must list the city as the certificate holder, and be delivered, either by facsimile transmission or mail, directly from the issuing agent;
(3) It is the responsibility of the insured contractor to confirm that such proofs of insurance are on file with, and their form acceptable to, the City Purchasing Officer, or his or her designee, respective of the individual project specifications, prior to the issuance of any purchase order, purchase order contract, written contract, or professional service;
(4) Contracts will be awarded only to responsible vendors possessing the ability to perform successfully under the terms and conditions of the proposed procurement. Consideration will be given to such matters as vendor integrity, compliance with public policy, record of past performance, and financial and technical resources;
(5) Upon reward of a contract to a vendor, the department head and/or his or her designee shall be responsible for maintaining an updated certificate of insurance from the vendor for the length and/or term of the contract or until completion of the project;
(6) The Purchasing Officer, or his or her designee, shall ensure that all prequalified lists of vendors are current and include enough qualified sources to ensure maximum open and free competition; and
(7) The Purchasing Officer, or his or her designee, shall take affirmative steps to assure that small and minority businesses and women’s business enterprises are in the vendor database and solicited whenever they are potential sources.
(Prior Code, § 14.23) (Ord. O-82, passed 6-1-2009, effective 6-11-2009; Ord. O-193, passed 7-24-2017, effective 8-3-2017)