Business
Vendor information
What the district needs from a vendor, what a vendor can expect from the district, and how to be told when work in your category goes out to bid.
First step
Join the bidders list
Registration is free, takes about ten minutes and does not expire. It is the only way to be notified automatically when the district advertises.
Complete the vendor registration form, selecting the commodity categories you work in. When a solicitation is issued in one of those categories, every registered vendor in it receives the notice at the same time.
Registration is not a prequalification and does not guarantee work. The district also advertises publicly, so anyone may respond to any open solicitation whether or not they are on the list.
Before an award
What the district requires
- Insurance
- General liability of $1 million per occurrence and $2 million aggregate, naming the district as additional insured. Auto liability and workers' compensation where applicable. Professional liability for design and consulting work.
- Business licence
- A current licence in the jurisdiction where your business operates, and any state licence the work requires, such as a contractor's licence.
- Tax identification
- A completed W-9. Payments cannot be issued until one is on file.
- Prevailing wage
- Public works over $1,000 are subject to state prevailing wage. Contractors must be registered with the Department of Industrial Relations and submit certified payroll.
- Background checks
- Any contractor whose staff will work unsupervised where children are present must clear a background check before starting.
After an award
Invoicing and payment
Submit invoices to finance@evergreencsd.gov with the purchase order number in the subject line. Invoices without a purchase order number are returned rather than paid, which is the most common cause of delay.
The district pays within 30 days of an approved invoice. Approval means the department has confirmed the work was performed, so an invoice submitted before delivery starts that clock later than you might expect.
Payment is by check or ACH. ACH is faster and is set up once, using the form available from Finance.
If something goes wrong
Bid protests
A vendor who believes a solicitation was conducted improperly may protest in writing to the General Manager within five business days of the award recommendation being posted.
The protest must state the specific ground and the facts supporting it. The General Manager responds in writing within ten business days, and that decision may be appealed to the Board at its next regular meeting.
Contacting a director or any district employee other than the purchasing agent about an open solicitation may be grounds for disqualification.