Copy of Navy Blue Modern Thesis General Table of Contents

Rev. March 2023

BECOMING

VENDOR

Process Guide for Staff and

Vendors

Rev. March 2023

Table of Contents

I. VENDOR QUALIFICATIONS

Vendor Qualifications 3

II. VENDOR APPLICATION

Required Information

Vendor Application Points to Note

III. ECONOMIC DISCLOSURE STATEMENT

Economic Disclosure Statement

Instructions 10

Economic Disclosure Statement

Points of Note 20

CCC Vendor Application Package Review Steps 20

IV. FAQ’s 21

Rev. March 2023

Vendor Qualifications

In order for a vendor to be entered into our system for selection, they must meet the following

requirements:

• The vendor must be incorporated for a total of 2 full calendar years.

• The vendor must be registered to do business in the state of Illinois regardless of the state of

origin.

• The vendor must also be in good standing with the Illinois Secretary of State. Please be sure to

check your good standing status with the link provided here: https://apps.ilsos.gov/corporatellc/

• If a vendor is an individual they must provide proper evidence showing 2 or more years of

experience in their field.

Required Documentation

A vendor must submit all required pieces of documentation in order to be in consideration:

1) Vendor Application

a) Vendor Information

b) W-9

c) Conditions of Purchase

d) Ethics Orientation

e) NIGP Codes

2) Economic Disclosure Statement

a) General Information

b) Disclosure of Ownership Interest

c) Compliance

d) Disclosure

e) Certifications

f) Acknowledgements

Each document must be completed fully and correctly in order to move forward in the process.

Rev. March 2023

Required Information

Below you will find the instructions to complete the Vendor Application form. Please select if this is an

initial, updated or new payment type at the top of the form. All requested information must be complete

and accurate in order to be processed.

1. Place the name of your company

2. If a parent company exists, fill in this field

3. Fill in your years in business

4. Place your tax ID here

5. If you have a Duns and Bradstreet ID, enter it here

6. Fill in your mailing address along with your telephone number, email address

and website address. Your mailing address must be a physical address and

not a P.O. box

7. Choose your business classification here

8. If applicable, select your MWBE certification

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Required Information

(cont.)

1. The information for CCC’s primary contact for your company should go here.

2. Information for the sales contact of your company should go here

3. Provide your company MWBE representative information here

4. List the accounts receivable contact information here

5. Please provide the contact information for the person responsible for making

changes to banking/payment information (if not provided above) here.

Fill in these fields to the best of your knowledge

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Required Information

(cont.)

1. Select your payment preference here. You may only select one option

(ACH/ Deposit, SUA, or Checking)

2. If ACH is preferred, enter the full name of your bank, routing number and account

number. If you prefer to use a Single Use Account (SUA), contact the accounts

payable department via the email provided

3. If check is the preferred method of payment, check the box.and fill in the

requested information here

4. By checking this box, you are certifying that you are registered with the Illinois

Secretary of State and are currently in good standing.

5. By printing and signing your name, you certify that you will remain in good

standing with the Illinois Secretary of State as long as you continue to do business

with City Colleges of Chicago and that the information you have provided is

complete and correct.

Rev. March 2023

Required Information

(cont.)

Please complete the W9 section in full before moving on to the next portion

Please read our Conditions of Purchase section thoroughly

1. Enter the name of your company here

2. Provide date here

3. Print the company representative’s name here.

4. The company representative signs here acknowledging and agreeing to City

Colleges of Chicago' s Conditions of Purchase

Please read our Ethics Orientation for contractors/ vendors.

City Colleges of Chicago does not accept exceptions to this document.

1. Enter the name of your company here

2. Print your company representative’s name

3. Enter the current date

4. The company representative places their title here

5. The company representative signs here

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Required Information

(cont.)

The NIGP codes (National Institute of Governmental Purchasing) are a universal taxonomy for

identifying commodities and services in procurement.

1. If your company will be providing goods to CCC, please use these dropdown

fields to select the types of goods you provide

2. If your company will be providing services, please use these dropdown fields to

select the types of services you provide

3. Use this field to enter the specific goods/services that you plan on providing City

Colleges. If you receive a document with a non-working drop down, you may also

use this field to enter your codes

Rev. March 2023

Vendor Application Form: Points of Note

• Please be sure to fill out and sign the W-9 form clearly and legibly.

• Please use “N/A” or “None” for any fields that do not apply to you or your organization

• Fill out and sign the Conditions of Purchase section

• Read and sign CCC' s Ethics Orientation section

• Be sure to fill out the NIGP (Commodity Codes) to the best of your ability

• The main address provided must be a physical address not a P.O. Box

Rev. March 2023

Economic Disclosure Statement Instructions

Community College District No. 508 (“CCC") requires disclosure of the information

requested in this Economic Disclosure Statement and Affidavit ("EDS") before any

CCC department or CCC Board action regarding the matter that is the subject of

this EDS. Please fully complete each statement, with all information current as of the

date this EDS is signed.

If a question is not applicable, answer with "N.A." An

incomplete EDS will be returned and

any CCC action will be delayed.

Please print or type all responses clearly and legibly. Add additional pages if needed,

being careful to identify the portion of the EDS to which each additional page refers.

For purposes of the EDS:

“Applicant” means any entity or person making an application to CCC for action

requiring CCC or CCC Board approval including bids, solicitations and other contract

and

lease proposals.

“Disclosing Party” means any entity or person submitting an EDS. If the Disclosing

Party is

participating in a matter in more than one capacity, please indicate each

such capacity in

Section 1.F. of the EDS.

“Entity” or “Legal Entity” means a legal entity (for example, a corporation,

partnership,

joint venture, limited liability company or trust).

“Person” means individual.

WHO MUST SUBMIT AN EDS:

An EDS must be submitted by Persons or Entities that are:

1. Applicants: An Applicant must always file this EDS. If the Applicant is a Legal

Entity, state the full name of that Legal Entity. If the Applicant is a Person acting

on his/her own behalf, state his/her name

2. Entities holding an interest in the Applicant: Whenever a Legal Entity has a

beneficial interest (i.e. direct or indirect ownership) of more than 7.5% in the

Applicant, each such Legal Entity must file a separate EDS on its own behalf

3. Controlling entities: Whenever a Legal Entity directly or indirectly controls the

Applicant, each such controlling Legal Entity must file a separate EDS on its own

behalf

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Economic Disclosure Statement Instructions (cont.)

1. Enter the name of the individual, organization or representative of an organization

that is applying to become a vendor here

2. Select one of the three boxes given

1. If you are an individual or a representative of the applying company, please

select box 1

2. If you are a parent organization applying for your associate company,

please select box 2

3. If you are a company that holds controlling interest in the applying

corporation, please select box 3

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Economic Disclosure Statement Instructions (cont.)

1. Enter the address and contact information of the business applying for application.

The address must be a physical address belonging to the entity and not a P.O.

Box

2. If you are an individual please enter your social security number here. If you are

applying for a corporation please enter your EIN/Tax ID number here

3. List the goods/services you are going to provide City Colleges under this section. If

you are applying under a specific project/engagement please provide that

information here

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Economic Disclosure Statement Instructions (cont.)

1. Select the type of entity you are applying as here. If you are applying as a Not-for-

profit corporation, please note that as well

2. If you are a corporation please submit your state of origin (incorporation) here

3. Please select if you are registered with the Illinois Secretary of State to do

business in the state

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Economic Disclosure Statement Instructions (cont.)

1. Fill out this this portion to the best of your ability. Put all Senior Executive members

in this field if applicable. If not please put “no members”

2. If your business is a partnership of any kind or joint venture, list all parties involved

in this section. If not please put “N/A”

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Economic Disclosure Statement Instructions (cont.)

1. This section is used to notate any person or entity that owns or has a beneficial

interest of more than 7.5% in the corporation. If no person or entity owns or has a

beneficial interest of more than 7.5% in the corporation, please select “NONE” in

this box

2. Please notate any person or entity that owns or has a beneficial interest of more

than 7.5% in the corporation here

1. In this section, provide the requested information of any subcontractors or lobbyist

you expect to utilize with this matter. You do not have to disclose individuals who

are on your regular payroll

2. Select this box if you have not retained or do not intend to retain any such persons

or entities.

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Economic Disclosure Statement Instructions (cont.)

1. You must disclose if any member, who owns more than 10% of your company, is

in arrears on their court ordered child support payments and their current status of

compliance. If no person owns more than 10% or everyone is in compliance,

please select it here

1. Please read sections B. CERTAIN OFFENCES INVOLVING CCC AND

SISTER AGENCIES and this section carefully. These sections pertain to

possible legal proceedings and convictions involving your company and any

sister agencies of CCC. Once you have reviewed the sections, please explain

the legal proceedings on the form or place “N/A” or “None” to certify you or

your company have had no legal proceedings with CCC and its sister agencies

Rev. March 2023

Economic Disclosure Statement Instructions (cont.)

1. Please read and select if your business is or is not a financial institution by the

definitions found in section D

2. If the disclosing party is a financial institution, please read and certify you will not

participate or be associated in predatory lending practices. If this does not apply,

place “N/A” or “None” here. If you are unable to make this pledge please submit

your explanation as to why here

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Economic Disclosure Statement Instructions (cont.)

1. Please select yes or no if any employee or board member of CCC has a

special interest in this matter. If you select no please proceed to question 4

1. Please select yes or no if this matter involves the sale of CCC property

2. If you selected yes to question 1 please fill out the information for the

interested party here

1. If an employee or spouse or board member has applied and received a

loan from the company please select Yes here, if not please select No

2. Please write the name of the party(s) that received said loan here

Rev. March 2023

Economic Disclosure Statement Instructions (cont.)

1. Please enter the name of your company or individual here

2. Enter the signing date here

3. The company representative signs here

4. Print the name of the representative here

5. The representatives title with the company should go here

6. The public Notary’s information goes in this section. An official stamp

must be included with their information. All notarized documents must

be signed and dated by the notary in order for it to be valid

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Economic Disclosure Statement Points of Note

• On page 3 of the EDS, question 2 will ask you to put "None" instead of “N/A”,

please put what is required

• Answer all questions

• To be valid, the form must be notarized by a public notary

CCC Vendor Application Package Review Steps

• Vendor fills out and submits all documentation to their contact person at

City Colleges. The contact person will then send the packet to the

procurement department via email at procurementservices@ccc.edu

• Procurement will review documents for accuracy and completeness

• Procurement enters data into our system and informs the submitter of the

vendor record number

Rev. March 2023

FAQ's

• Can a vendor be in the City College of Chicago's system of record before

being in business for two full calendar years? No. All vendors must be in

business for two calendar years to be entered into our system of record.

• Do you accept the Economic Disclosure Statement without it being

notarized? As this is a legal document, City Colleges of Chicago only

accepts Economic Disclosure Statements that have been notarized with an

official notary seal.

• My business is registered in a state other than Illinois; do I still have to

requires all vendors to be registered with the Illinois Secretary of State

regardless of state of origin.

• How long does it normally take Procurement to process a new vendor

request? If Procurement receives the required documents and they have

been filled out correctly and are in order, it can take up to 5 business days

to process your request. But most requests are processed within 48 - 72

hours of COMPLETE CORRECT submission.

• Does City Colleges of Chicago accept digital signatures for their

documents? Currently, City Colleges of Chicago does not accept digital

signatures for its documents. All documents submitted must be wet-signed

with ink before submission.

• Can I submit the vendor application under my business name and for the W

9 section use my individual information? No, all forms in the packet must

match in name and associated information including address, phone

numbers, and tax ID's.

• My business recently changed names due to an acquisition. Can I submit a

vendor application with the company's old information? No, you must

submit the company's new name and tax information. When a company

has been acquired or has gone through some major change, City Colleges

of Chicago requires the vendor to submit all legal documents concerning

the reason for the change along with the vendor package.

• My Vendor packet was denied due to my company not being in business

for two years. Do I have to resubmit a new packet, or can I use the packet I

submitted previously when my company reaches two years? As long as the

notary seal is still valid and the W-9 is less than a year old, you can

resubmit the current packet.