SECTION 9. VENDOR FORMS FOR DOING BUSINESS WITH THE CITY & COUNTY OF SAN FRANCISCO

Introduction / All businesses must qualify to do business with the City before being awarded a contract. The minimum requirements are described in this section; however, additional requirements may be required depending on the service. At a minimum, the vendor must submit the following forms:
  1. IRS Form W-9 -Request for Taxpayer Identification Number
  2. VenAdd-2010-09 -New Vender Number Request
  3. P-25 - Business Tax Declaration
  4. CMD 12B-101 -Declaration of Nondiscrimination in Contracts and Benefits
Vendors are encouraged to initiate the process early, so that all requirements are met prior to the contract being awarded by the Airport Commission.
Additionally, vendors required to pay San Francisco business tax must pay their business tax annually to keep their status current.
Forms / The following forms are required:
Form / Purpose / FAMIS Screen
IRS Form W-9 / Business tax ID is used to assign a City 5 digit vendor number. / Vendor ID and name of business.
VenAdd-2010-09 / Used by the Controller’s Office, this form is required to add a new vendor to the City’s Vendor File as part of the Accounting and Purchasing System. / Vendor ID and name of business.
P-25 - Business / Determine if firm is physically doing business in San Francisco and needs to pay business tax.
Note: Since SFO is in San Mateo County, a firm doing business solely at SFO (and no other City Department) is not considered to be doing business in San Francisco and needs to fill out the form appropriately. / BUS DND No SF Presence
(If vendor has no San Francisco presence)
BUS TAX EXP DT & CERT NUM
(Business tax ‘expiry date’ and ‘certificate number’, if applicable)
CMD 12B-101 / Used by Contract Monitoring Division (formerly HRC) to determine
  1. If vendor has employees and offers benefits to these employees.
  2. If vendor provides benefits to employees, that it provides equal benefits to spouses and domestic partners by submitting its benefit plans that comply with CMD standards.
/ HBC YES COMPLIES
(If vendor complies with Non-Discrimination requirement of CMD 12B 101)
HBN YES COMPLIES
(if vendor complies with Equal benefits requirement of CMD 12B 101)
Exceptions / Exception type / Processing requirement
Cumulative vendor invoice ≤ $5000. / Form CMD12B 101 is not required.
(Screen 9560 will display
HB EX 12B EXT: DPT< $5K).
CMD approves 12B compliance on aper contract basis. / CMD will issue a certificate of confirmation for a contract-by-contract compliance with12Brequirements.
Vendor does not do business in US. / Fill-out IRS form W-8BEN in lieu of IRS form W-9. Business tax and CMD requirements do not apply.
Contract Manager’s Role /
  1. Communicate to potential proposers at pre-proposal/bid conference of requirements for becoming eligible to do business with the City.
  2. Forward any requests to CAU, as CAU will act as a liaison between the vendor and respective City Departments in submitting the forms.
For active contracts:
  1. Follow up with vendors in May of each year to ensure vendor pays their business tax for the following fiscal year.

Keeping Business Tax Current / For vendors required to pay San Francisco business tax, the City and County of San Francisco Office of Treasurer and Tax Collector requires vendors pay their business tax each year in May for the following fiscal year.
*Contract managers will not be able to certify contracts or encumber funds if the vendor’s business tax is not current.
Links / All four forms are available at
For Businesses Outside the US / For businesses outside of the United States, the following IRS W-8 BEN form is required instead of the IRS W-9 form.
IRS form W-8 BEN is available at:

Updated 6/20/14