What Is AAA Certification?
The City of Dayton requires Affirmative Action Assurance (AAA) certification for any entity wishing to do business with the City, with limited exemptions and exceptions. The City of Dayton’s AAA certification program is one of several business certification programs administered by the Human Relations Council’s Business & Technical Assistance team.
How Do I Get AAA Certified?
New Vendors: To obtain AAA certification, your business must first become a registered Vendor with the City of Dayton. To become a registered Vendor, complete a Vendor Application and a W9 Form and submit these forms to the City’s Division of Procurement (formerly known as the Division of Purchasing; email: firstname.lastname@example.org). After your forms are processed, you will receive an email with login credentials for the City’s vendor certification and compliance portal, citybots.com, where you can complete the online AAA form.
Existing & Inactive Vendors: Please note that older paper/PDF versions of the AAA form are no longer being accepted. To obtain AAA certification, you must log onto the City’s vendor certification and compliance portal, citybots.com, where you can complete the online AAA form.
If you have lost your citybots.com login credentials or never received them, click the “Request Login” button on the citybots.com homepage or contact the BTA team for assistance.
What Does the AAA Form Require?
AAA certification requirements differ depending on how many employees you have on payroll.
- Sole proprietors with no employees will be allowed to skip most parts of the AAA form. You will only need to electronically sign, date, and submit the form for approval.
- Companies with 2 or more employees will be asked to upload a PDF copy of your company’s Equal Employment Opportunity (EEO) / Affirmative Action / nondiscrimination policy. If you don’t currently have a policy, we can grant a conditional AAA approval and give you 90 days to create your own. We also have a sample policy that you can use as a template.
- Companies with 50 or more employees will also be asked to complete a workforce census grid. The grid compares your workforce demographics to the City’s worker utilization goals for vendors (11.5% minority and 6.9% female). If your workforce percentages fall below the City’s goals, you will be asked to explain why you’re unable to meet the goals and/or what your company plans to do increase the utilization of minority and/or female workers.
When Does My AAA Certification Expire?
Conditional AAA certification is valid for 90 days, while full AAA certification is valid for 1 year. When your AAA form is processed, you will receive an email with your AAA expiration date; you can also check citybots.com at any time to confirm your AAA certification status/expiration date, and to print your own AAA certificate. Citybots.com will automatically send you email reminders to renew your AAA certification 90, 60, and 30 days prior to expiration.