Orem Vendor Guide to Affirmative Action Compliance

Civil Rights and Equity Utah 3 Minutes Read ยท published March 01, 2026 Flag of Utah

Vendors contracting with the City of Orem, Utah must understand local affirmative action and nondiscrimination expectations early in the procurement process. This guide explains the typical steps vendors should take to demonstrate compliance with city purchasing rules, where to find official requirements, and how to prepare proposals, certifications, and records for audits. For the controlling municipal text and procurement rules, consult the City of Orem municipal code and purchasing pages for current language and any contract clauses [1].

Who must comply

Compliance generally applies to vendors bidding on public works, services, or goods under city contracts where the solicitation or contract includes affirmative action, nondiscrimination, or equal opportunity clauses. Specific applicability and any size or contract-value thresholds are set by the city procurement rules or the posted contract documents.

Key compliance steps for vendors

  • Review solicitation documents and model contract clauses for nondiscrimination or affirmative action language.
  • Prepare written policies and statements showing nondiscrimination in hiring, subcontracting, and service delivery.
  • Complete any required vendor certifications or attestations included in bids or purchase orders.
  • Collect and retain records of recruitment, subcontractor outreach, and workforce composition for potential audits.
  • Budget for any compliance-related costs, including reporting, monitoring, or required training.
  • Designate a contact person for compliance questions and include that contact in submissions.
Keep copies of all correspondence and signed certifications with the contract file.

Penalties & Enforcement

The municipal code and procurement rules govern enforcement of affirmative action and nondiscrimination clauses. Where the city posts specific penalties, those apply; if a specific fine or schedule is not provided on the controlling procurement or code page, it is not specified on the cited page below. Enforcement and remedies commonly include contract remedies rather than criminal penalties.

  • Monetary fines: not specified on the cited page.
  • Escalation: first offence, repeat, and continuing offence treatment: not specified on the cited page.
  • Non-monetary sanctions: contract withholding, termination for default, corrective action orders, or disqualification from future bids.
  • Enforcer and inspection: Purchasing or the contracting department typically oversees compliance and may request documentation or conduct compliance reviews.
  • Appeals and review: formal protest or contract appeal procedures apply; specific time limits for appeals are not specified on the cited page.
  • Defences and discretion: requests for waivers, variances, or mitigation plans may be considered where permitted by contract terms or procurement rules.
If a solicitation includes specific sanctions, follow those contract terms exactly.

Applications & Forms

The municipal procurement pages typically include required bid forms, certifications, and contract documents. If a standalone affirmative action form for vendors exists, it will be linked from the solicitation or purchasing pages; if not published, no dedicated form is specified on the cited page.

Action steps for a compliant bid

  • Read the solicitation and any attachments for affirmative action or equal opportunity clauses.
  • Complete all required certifications and attach them to the bid or proposal.
  • Document outreach to minority-owned, women-owned, and small local subcontractors when required.
  • Contact the Purchasing Department before submission to clarify requirements or submit requested waivers.
Early communication with the contracting officer reduces the risk of contract disputes later.

FAQ

Do all vendors need an affirmative action plan to work with Orem?
Not all contracts require a formal plan; applicability depends on solicitation language and contract clauses. See the municipal code and purchasing rules for controlling requirements [1].
Where do I submit compliance questions or complaints?
Contact the City of Orem Purchasing Department for procurement questions and the contract administrator listed in the solicitation for contract-specific issues.
Are there reporting or recordkeeping requirements?
Recordkeeping requirements are defined in contract documents and procurement rules; if no specific schedule is provided, follow document retention and audit requests in the contract.

How-To

  1. Locate the solicitation and read all affirmative action or nondiscrimination clauses.
  2. Gather internal policies, workforce data, and subcontractor outreach records that demonstrate compliance.
  3. Complete and attach any vendor certifications included with the bid documents.
  4. Submit the bid and retain copies; provide requested documentation promptly if the city requests an audit.
  5. If a dispute arises, follow the contract protest or appeal procedure in the solicitation or municipal procurement rules.

Key Takeaways

  • Read solicitation clauses carefully and keep required certifications attached to bids.
  • Maintain recruitment and subcontractor outreach records for possible compliance reviews.

Help and Support / Resources

  1. [1] City of Orem Municipal Code - procurement and contracting provisions

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