Winston-Salem Contractor Affirmative Action Rules

Winston-Salem, North Carolina requires city contractors to follow non-discrimination and equal opportunity expectations when contracting with the municipal government. This guide explains how affirmative action and equal opportunity requirements typically apply to vendors, which city office enforces those requirements, how to document compliance, and practical steps for bids and contracts. It focuses on municipal procedures rather than federal rules and points to official city sources for policy and complaint submission.

Overview of Requirements

Contractors doing business with the City of Winston-Salem must meet the city27s equal employment and non-discrimination expectations embedded in procurement and contract terms. These usually include obligations to avoid discriminatory hiring, to make good-faith efforts to use diverse subcontractors, and to maintain records proving compliance. The Purchasing Division and the city office that handles equity or equal opportunity reviews contractor compliance during bid evaluation and contracting.^[1][2]

Penalties & Enforcement

Enforcement is handled by the city department named in contract clauses and by Purchasing or the Office of Equity/Equal Opportunity when those offices are designated as enforcers on a solicitation or contract. Where the city publishes specific remedies, those remedies are applied per the contract language or municipal code.

• Fines or monetary penalties: not specified on the cited page.^[1]
• Escalation for repeat or continuing violations: not specified on the cited page.
• Non-monetary sanctions: contract termination, withholding of payments, debarment from future bidding, or court action may be used where contract terms allow; specific amounts or timelines are not specified on the cited page.^[1]
• Enforcer and inspection: Purchasing Division oversees procurement compliance; the Office of Equity or equivalent reviews discrimination complaints and compliance documentation.^[1][2]
• Appeals and review: appeal routes depend on the contract27s protest and appeal procedures; time limits for protests or appeals are not specified on the cited page.
• Defences or discretionary relief: reasonable excuse, corrective action plans, or approved variances where described in contract language; specific standards not specified on the cited page.

Applications & Forms

The city typically requires vendor registration and may require specific compliance statements or certification forms when submitting bids. The exact form names, numbers, fees, and submission methods are not specified on the cited pages; check the Purchasing Division vendor pages and the Office of Equity for any published forms or online submittal portals.^[1][2]

How to Comply as a Contractor

Follow these practical steps to demonstrate affirmative action and equal opportunity compliance for Winston-Salem municipal contracts.

1. Register as a city vendor and complete any required vendor or bidder forms before submitting bids.
2. Prepare written policies on nondiscrimination and equal employment opportunity and keep records of hiring, outreach, and subcontractor solicitations.
3. Include documentation of good-faith efforts to use minority-, women-, or disadvantaged-business subcontractors where solicitations request it.
4. Respond promptly to compliance inquiries from Purchasing or the Office of Equity; meet any corrective-action deadlines stated in notices.
5. If you wish to challenge a finding, follow the contract27s protest or appeal procedure and submit appeals within the timeframes published in the solicitation or contract.

Common Violations

• Failure to include required nondiscrimination clauses in subcontractor agreements.
• Poor documentation of outreach to diverse subcontractors or suppliers.
• Missed vendor registration or omitted compliance certifications on bid submissions.

FAQ

Do all contractors need an affirmative action plan?

Not always; requirements depend on the solicitation and contract terms. Check the specific bid documents and Purchasing Division instructions.

Who enforces contractor compliance in Winston-Salem?

The Purchasing Division enforces procurement provisions and the Office of Equity or equivalent reviews discrimination or equal opportunity complaints.^[1][2]

How do I appeal a compliance finding?

Follow the protest and appeal procedures set out in the solicitation or contract; specific time limits should be in the contract or solicitation and are not specified on the cited page.

How-To

Steps to submit compliant bids and respond to affirmative action requirements.

1. Confirm vendor registration and attach required compliance statements to your bid.
2. Document outreach to potential diverse subcontractors and retain records.
3. If notified of noncompliance, request the cited authority27s guidance and submit corrective documentation within the deadline.
4. If necessary, file a protest per the contract27s instructions and gather supporting evidence showing compliance efforts.

Key Takeaways

• Review each solicitation for specific affirmative action and reporting requirements.
• Maintain clear records of outreach and hiring to support compliance claims.

Help and Support / Resources

• City of Winston-Salem official site
• Winston-Salem Code of Ordinances (Municode)
• City Purchasing Division - Vendor Information
• Office of Equity / Equal Opportunity

1. [1] City Purchasing Division - Vendor Information
2. [2] City Office of Equity / Equal Opportunity