Vendor Registration: Difference between revisions

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Based on email from Jae Nakanishi 2024.03.26
Updated insurance requirements to be mandatory
 
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This page will provide step-by-step instructions for Instructors and other individuals to register as Vendors with the City of Portland to be paid for services.
This page provides step-by-step instructions for Instructors and other individuals to register as Vendors with the City of Portland to be paid for services.


== '''1) Get yourself, or your company, into the City's Accounting records''' ==
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== '''Credit Card Payment Alternative''' ==
<span style="background: gold; color: black;">If you are an Instructor who wishes to avoid the process below, and be paid via credit card instead of bank transfer, we can do that! You get paid much, much more quickly, and it requires less overhead for staff. To use that method, please notify [mailto:Net@portlandoregon.gov?subject=Instructor%20credit%20card%20payment%20setup net@portlandoregon.gov]. If you have a PayPal account, [https://www.paypal.com/us/cshelp/article/how-do-i-create-and-send-an-invoice-help319 this article] may also help.</span>
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== '''First, get yourself, or your company, into the City's Accounting records''' ==
This requires:
This requires:


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# Scan or photo of a cancelled/voided check, or a wire document from your company’s bank.
# Scan or photo of a cancelled/voided check, or a wire document from your company’s bank.


Send all three forms electronically to [[Mailto:csprocurement@portlandoregon.gov?subject=PBEM vendor registration - Van Keuren|csprocurement@portlandoregon.gov]] to have them processed through our Central Accounting Department. This typically takes three-to-five business days.
Send all three forms electronically to [Mailto:csprocurement@portlandoregon.gov?subject=PBEM%20vendor%20registration%20-%20Van%20Keuren csprocurement@portlandoregon.gov] to have them processed through our Central Accounting Department. This typically takes three-to-five business days.


== '''2) Get yourself, or your company, into the City's Procurement records''' ==
== '''Second, get yourself, or your company, into the City's Procurement records''' ==
This requires vendor registration into BuySpeed at https://procure.portlandoregon.gov/bso/
This requires vendor registration into BuySpeed at https://procure.portlandoregon.gov/bso/


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* A step-by-step guide is available [https://volunteerpdx.net/images/6/6b/Vendor_Instructions.pdf here].
* A step-by-step guide is available [https://volunteerpdx.net/images/6/6b/Vendor_Instructions.pdf here].


== '''3) Set up tax license registration''' ==
== '''Third, set up tax license registration''' ==
You can either:
You can either:


* Register at: https://www.portlandoregon.gov/revenue/29320 Follow the link to "register a business"
* Register at: https://www.portlandoregon.gov/revenue/29320 Follow the link to "register a business"


Or:
or:
 
* Contact the Tax License Division at the Office of Management and Finance Celita Holt, Tax Supervisor Phone: [[Tel:+15038652495|(503) 865.2495]] Email: [[Mailto:Celita.Holt@portlandoregon.gov?subject=Tax license setup|Celita.Holt@portlandoregon.gov]]
 
== '''4) For Contracts/Purchase Orders over $10K, of if you provide services that require professional licensing:''' ==
''This does not apply to HSI Instructors.''


The City requires that you provide proof of the following insurance:
* Contact the Tax License Division at the Office of Management and Finance Celita Holt, Tax Supervisor Phone: [[Tel:+15038652495 503.865.2495]] Email: [[Mailto:Celita.Holt@portlandoregon.gov?subject=Tax%20license%20setup Celita.Holt@portlandoregon.gov]]


* '''General Liability'''
== '''Fourth, provide insurance proof or request a waiver''' ==
** City of Portland listed as certificate holder
The City requires that you provide proof of the following insurance. In some cases we can obtain a waiver from the PBEM Director, but that can extend processing time significantly.
** Additional insured endorsement form CG2026 or a form with equivalent language
* '''General Commercial Liability (GCL)'''
** General Aggregate minimum of $2,000,000.00.
** Per occurrence limit minimum $1,000,000
** General Aggregate minimum of $2,000,000.00
* '''Automobile Insurance'''
* '''Automobile Insurance'''
** City of Portland listed certificate holder
** Combined Single Limit minimum of $1,000,000.00
** Combined Single Limit minimum of $1,000,000.00
** Umbrella or excess liability coverage of $2,000,000
** Umbrella or excess liability coverage of $2,000,000
** The insurance shall include coverage for any auto or all owned, scheduled, hired and non-owned auto.
** This coverage may be combined with the commercial general liability insurance policy.
* '''Worker’s Compensation'''
* '''Worker’s Compensation'''
** City of Portland listed as certificate holder
** Unless exempt under ORS Chapter 656, the Consultant and all subconsultants shall maintain coverage for all subject workers.
== '''Fifth, tell PBEM that you finished!''' ==
Please email [mailto:net@portlandoregon.gov?subject=Vendor%20registration%20complete net@portlandoregon.gov] so that we know.
Retrieved from "https://volunteerpdx.net/index.php/Vendor_Registration"