Required Vendor Forms

All vendors must fill out the first three forms before the City can do business with them.

1. IRS Form W-9 -Request for Taxpayer Identification Number
2. P-25 - Business Tax Declaration
3. HRC 12B-101 SF Admin Code Chapters 12B and 12C Declaration
4. Vendor Profile Application Package (Includes Forms 1-3)

IRS Form W-9 - Request for Taxpayer Identification Number and Certification

Submit this form first to get your company into the City's vendor file.  To create a vendor record for you, we need your taxpayer ID number, and we get it from IRS form W-9.  If you've already done business with the City before, you do not need to fill out this form because we already have your taxpayer ID number.

After you submit this form, call the Controller at (415) 554-6702 at least four working hours later to find out what your new 5-digit vendor number is.  With that number in hand, you're ready to complete the next two forms, the P-25, Business Tax Declaration, and the HRC-12B-101, Nondiscrimination in Contracts.

We will do our best to make sure the edition of the W-9 we post is current, but we cannot guarantee it.  You may want to check the IRS's website for the latest version: http://www.irs.gov/formspubs/index.html.

After you download the form, sign it, and return it to the Controller via e-mail or fax:

Email:  vendor.file.support@sfgov.org
Fax:     (415) 554-6261

If you need to talk to the Controller about the form, call (415) 554-6702.

• IRS Form W-9 - Request for Taxpayer Identification Number (PDF)

Business Tax Declaration - Form P-25

The City uses Form P-25 to determine if vendors must register with the Tax Collector, and if so, whether they have done so. All vendors must sign the form, even if they are not located in San Francisco. Please download the form, sign it, and return it to the Controller by e-mail or fax.

E-mail:  vendor.file.support@sfgov.org
Fax:      (415) 554-6261

If you have questions about the form, please call:

Purchasing:     (415) 554-6212 (before you submit the form)
Controller:       (415) 554-6702 (after you submit the form)

If you need to talk to the Tax Collector about business taxes, please call:

Tax Collector:  (415) 554-6718 or 
                        (415) 554-4400

• Form P-25 - Business Tax Declaration (PDF) 
  Form P-25 - Business Tax Declaration (Word)

HRC 12B Forms

It can take weeks for the City to determine that your company complies with the Nondiscrimination in Contracts Ordinance, and so you should submit form HRC-12B-101 and accompanying documentation as soon as possible.  If you have any questions about the form, call HRC at (415)252-2500 or Purchasing at (415)554-6212.

The link below goes to the Human Rights Commission (HRC) website. Please use your back button to return to Purchasing . You must complete form HRC-12B-101, and you might have to complete other forms depending on your company's particular situation.

HRC 12B Forms - HRC Website

Vendor Profile Application

If you've never done business with the City before, please fill out the application to get yourself into the vendor file and to let us know what products or services you sell.

Vendor Profile Application