Vendor Status Information in FAMIS/Purchasing
Vendor Status Information in ADPICS
This document explains the information displayed in the vendor file of vendors’ compliance with the following ordinances:
· Business Tax
· Chapter 12B, Nondiscrimination in Contracts, which includes Equal Benefits requirements
· Minimum Compensation Ordinance (MCO)
· Health Care Accountability Ordinance (HCAO)
How to Get to this Information in the Vendor File
Your destination is screen 9560, “Vendor Class/Status Code.” And you need to know the company’s vendor number.
If you don’t know the vendor number:
1. Go to the ADPICS Main Menu. Press F11, “Vendor Maintenance/Inquiry Menu.”
2. At the Vendor Maintenance/Inquiry Menu, press F12, “Vendor Name Inquiry.”
3. At the Vendor Name Inquiry, erase the default vendor type and mail code and press <Enter.
4. A list of alphabetized names will appear, along with their vendor numbers. Tab to the first vendor name displayed on the screen. Type over the vendor name displayed with part of the vendor name which you are looking for and press <Enter>. Locate the vendor. Tab to the Select column next to the vendor with suffix 01 and press <F4>CLS/STAT.
5. This brings you to the vendor’s 9560 screen.
If you already know the vendor number:
1. Go to the ADPICS Main Menu. Press the Home key, which brings the cursor to the Link To field at the upper left of the screen.
2. Type 9560. Press F9 (Link to).
3. Enter the vendor number in Vendor Number and ‘01’ in Vendor Suffix and press Enter. This displays the vendor’s status.
Business Tax
For the City to do business with a vendor, the vendor’s Business Tax Status must be current. Some vendors must register with the Tax Collector, and some need not. The “BUS” class-status area describes whether a vendor must register with the Tax Collector, and whether it has.
The possible statuses are: DND, EX; GOV; IA; NO; NP; PND; TAX. On the screen, you will see the BUS class and a status if the system has any business tax information for the vendor. For such vendors, you will see “BUS” in the first column, a status in the second column, and, to the right of the status, an explanation of the status. The possible combinations are as follows:
a. BUS DND NO SF PRESENCE
You may do business with DND vendors. If a vendor has “no SF presence,” this means that, within the meaning of the tax laws, the vendor does not physically do business within the geographical limits of San Francisco. DND vendors do not need to register with the Tax Collector, but they must complete the Business Tax Declaration (form P-25) to inform the City of their DND status. For more information, see the questions on the Business Tax Declaration.
b. BUS EX BUSINESS TAX STATUS -- EXEMPT
You may do business with EX vendors, and this stands for “exempt.” Certain common carriers, such as trucking companies, send employees into San Francisco frequently, but need not register with the Tax Collector, as long as their trips involve only one stop in the City and do not begin and end within the City. Banks are also EX.
c. BUS GOV BUSINESS TAX STATUS -- GOVERNMENT ENTITY
You may do business with GOV vendors. This stands for “government,” and governmental entities need not register with the Tax Collector.
d. BUS IA BUSINESS TAX STATUS -- INACTIVE
You may not do business with IA vendors until you send them a Business Tax Declaration. This stands for “inactive,” which means the vendor used to be registered with the Tax Collector, but asked that its account be inactivated. The City needs another Business Tax Declaration from the vendor to determine if the vendor must reactivate its account. After the vendor returns the form, call Purchasing at 5546718 to review it.
e. BUS NO BUSINESS TAX STATUS: REFUSED TO REGISTER
You may not do business with NO vendors, except in an emergency. There are very few such vendors. A NO vendor has informed the City that it should register with the Tax Collector, but will not do so.
f. BUS NP BUSINESS TAX STATUS -- NONPROFIT ORG
You may do business with NP vendors. This stands for “nonprofit,” and the business is nonprofit and taxexempt. Such businesses must register with the Tax Collector, but pay no fee.
g. BUS PND BUSINESS TAX STATUS: PENDING CERT NUMBER
You may do business with PND vendors. This stands for “pending,” and means the vendor’s application is being processed by the Tax Collector.
h. BUS TAX BUSINESS TAX CERT # AND EXPIRATION DATE
If the vendor has registered with the Tax Collector and not had its account inactivated later, this class-status displays. On the next line, you will see the expiration date of the vendor’s account, and the vendor’s certification number.
Businesses register with the Tax Collector on a fiscal-year basis, and all registrations expire in June, e.g., “06/30/07.” You can do business with a vendor only if its registration has not expired. For example, in July 2006, you can do business with vendors who have business tax numbers only if “06/30/07” appears on this line.
i. If the BUS class-status line is not displayed, this means the City has not received the vendor’s the Business Tax Declaration. (We may have already requested one.) Call the Tax Collector’s representative for Purchasing at 554-6718 to follow up.
Chapter 12B Compliance: Nondiscrimination in Contracts and Benefits
There are three class-statuses in the vendor file that tell you: (1) whether a vendor must comply with Chapter 12B of the Administrative Code; and (2) whether it does comply. The three classes are described immediately below, and the statuses and combinations further down.
Class Purpose
HB Indicates whether the vendor is required to comply with Chapter 12B because the City spent more than $5,000 with the vendor in the previous fiscal year. Statuses: EX, REQ.
If the HB line does not appear, that means the City spent $0 with the vendor in the previous fiscal year
You could see HB without the next two classes, or the next two statuses without HB, or all three, or none of the three.
HBC Indicates whether the vendor’s personnel policy complies with 12B regarding not discriminating against certain classes of people. This determination is made by HRC, and the information goes from HRC into the vendor file via an interface every night. Statuses: YES, NO, P (followed by a number from 01 to 32), CBC.
HBN Indicates whether the vendor’s personnel policy provides equal benefits to employees with spouses and employees with domestic partners. As with HBC, this determination is made by HRC, and the information goes from HRC into the vendor via an interface every night. Statuses: YES, NO, P (followed by a number from 01 to 32), CBC.
You will see either both HBC and HBN classes, or neither one. If neither is there, it means that HRC has not received and evaluated a vendor’s 12B form (and documentation), and input the information into HRC’s system. This could be because: (1) the City hasn’t sent the form to the vendor yet: (2) the vendor hasn’t sent the form back; or (3) HRC hasn’t received the form.
Pending Codes
The HBC or HBN classes can show a Pending code if the vendor’s 12B status is under review by HRC. There are 32 Pending codes:
Status Code Description
P01 Pend: Need copy of Health Ins Policy
P02 Pend: Need copy of Bereavemnt Lve Policy
P03 Pend: Need copy of Family Leave Policy
P04 Pend: Need copy of Parental Leave Policy
P05 Pend: Need copy of Employee Asst Prog
P06 Pend: Need copy of Relocat/travel Policy
P07 Pend: Need copy of Discounts Etc. Policy
P08 Pend: Need copy of Credit Union Policy
P09 Pend: Need copy of Child Care Policy
P10 Pend: Need copy of Pension Bnfits Policy
P11 Pend: Need Revised Bereavemnt Lve Policy
P12 Pend: Need Revised Family Leave Policy
P13 Pend: Need Revised Parental Leave Policy
P14 Pend: Need Revised Employee Asst Prog
P15 Pend: Need Revised Relocat/travel Policy
P16 Pend: Need Revised Discounts Etc. Policy
P17 Pend: Need Revised Credit Union Policy
P18 Pend: Need Revised Child Care Policy
P19 Pend: Need Revised Pension Bnfits Policy
P20 Pend: Need Revised 12B Declaration
P21 Pend: Need Reasonable Measures Affidavit
P22 Pend: Need Substl Comp – Open Enrollment
P23 Pend: Need Substl Comp – Adminstr Delay
P24 Pend: Need Substl Comp – Collective Barg
P25 Pend: Need Substl Comp – Closest Approx
P26 Pend: Miscellaneous Info – Call HRC
P27 Pend: Under Prelim Review – Call HRC
P28 Pend: Awaiting Review – Call HRC
P29 Pend: Need Copy of Dental Ins Policy
P30 Pend: Need Revised Dental Ins Policy
P31 Pend: Need Copy of Vision Ins Policy
P32 Pend: Need Revised Vision Ins Policy
If you see one of these codes, you should call the vendor and inquire whether the vendor has submitted the document the code indicates is needed. If the vendor says it has submitted the document, call HRC.
Detailed Description
The Chapter 12B compliance information is in three class-status lines.
1. “HB” is the first class-status, and indicates whether a vendor must comply with Chapter 12B because the City spent more than $5,000 with the vendor during last fiscal year. The possible entries are “Ex” and “Req.” Here’s what you will see:
a. HB EX EXEMPT FROM 12B IF DEPT YTD SPENDING < $5000.
“Ex” means “exempt.” The vendor is exempt from Chapter 12B requirements because the City did $5,000 or less in business with the vendor last fiscal year. If your department’s potential purchase, or series of potential purchases, is $5,000 or less, you may do business with the vendor. If your department’s potential purchase (or series) exceeds $5,000, the order is subject to Chapter 12B and the vendor must comply with Chapter 12B, unless an exception or waiver applies.
b. HB REQ REQUIRES 12B COMPLIANCE FOR ALL ORDERS
“Req” means “required.” For the City to place an order of any amount, a “Req” vendor is required to comply with Chapter 12B’s standards because the City spent more than $5,000 with the vendor last year. For “Req” vendors, you must determine whether the vendor complies with Chapter 12B’s requirements.
c. If the HB class-status line is not there, it means the City spent $0 with the vendor in
FY 05-06, and means the same as “Ex.”
Whether the vendor complies with Chapter 12B is described in the next two class-statuses. You may do business with vendors who have a “Yes” in both. See “Summary of Chapter 12B Entries” below for an explanation of other combinations of entries.
2. “HBC” for protected classes, is the second class-status area. The possible statuses are “Yes,” “No,” “CBC,” and “P#.”
Chapter 12B requires vendors not to discriminate against: their employees; applicants for employment; City employees; or members of the public. The vendor may not discriminate based on: race; color; creed; religion, national origin; ancestry; age; sex; sexual orientation; gender identity; marital status; domestic partner status; HIV status. The HBC class-status covers whether the vendor’s nondiscrimination policies meet this standard.
a. HBC YES COMPLIES WITH 12B NONDISCRIM CLAUSE
“Yes” means the vendor’s nondiscrimination policy regarding protected classes of people meets Chapter 12Bs requirements. You may do business with “Yes” vendors who also have “Yes” for HBN.
b. HBC NO DOESN’T COMPLY W/ 12B NONDISCRIM CLAUSE
“No” means the vendor’s nondiscrimination policy does not meet Chapter 12B’s standards. You may not do business with “No” vendors unless a waiver has been granted or the vendor is exempt.
c. HBN CBC CONTRACT-BY-CONTRACT APPROVAL REQ--CALL HRC
“CBC” stands for “contract-by-contract” approval. Under 12B, HRC can approve a single contract with a vendor if the vendor does not discriminate against employees who are involved in performing that single contract. ADPICS does not indicate what contract has received HRC’s approval. For all contracts, you must call HRC to determine whether the City can do business with this vendor.
d. HBC P# STATUS PENDING 12B NONDISCRIM CLAUSE
“P#” means pending. You may not do business with “P#” vendors unless a waiver has been granted or the vendor is exempt.
e. If the HBC class-status line is not there, it means the vendor has not submitted the “Chapter 12B Declaration: Nondiscrimination in Contracts and Benefits” (form HRC-12B-101). Please send the vendor this form and the Quick Reference Guide.
You may not do business with vendors showing no HBC class-status line unless a waiver has been granted or the vendor is exempt.
3. “HBN,” which stands for Equal Benefits compliance, is the third class-status. The possible entries are “Yes,” “No,” “CBC,” and “P#.”
Chapter 12B requires vendors not to discriminate in the provision of benefits. This means vendors may not discriminate between employees with spouses and employees with domestic partners. This class-status indicates whether the vendor provides equal benefits.
a. HBN YES COMPLIES WITH 12B EQUAL BENEFIT CLAUSE
“Yes” means the vendor complies with Chapter 12B’s Equal Benefits requirements. You may do business with “Yes” vendors who also have “Yes” for HBC.
b. HBN NO DOESN’T COMPLY 12B EQUAL BENEFIT CLAUSE
“No” means the vendor does not comply with Chapter 12B’s requirements. You may not do business with “No” vendors unless a waiver has been granted or the vendor is exempt.
c. HBN CBC CONTRACT-BY-CONTRACT APPROVAL REQ--CALL HRC