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Vendor and Volunteer Vaccine Requirement

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The City of Portland's new COVID-19 vaccine requirement for vendors, consultants, contractors, volunteers and grantees.
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The City of Portland has a responsibility to do everything it can to protect both community and employee health and safety during the COVID-19 pandemic to ensure continued core services to those who live and work in Portland. One of those tools is to require vaccinations for those that interact with City employees, and the public, at City facilities.   

Beginning January 3, 2022, the City of Portland will require proof of COVID-19 vaccination for all vendors, consultants, contractors, volunteers and grantees who perform in-person work for at least 15 minutes at the City’s indoor facilities. Between November 8 and January 3, anyone who performs in-person work for at least 15 minutes at the City’s indoor facilities will be required to wear a KN95 face covering.  

Vendor/Volunteer Vaccine Requirement

Any worker (including vendors, consultants, contractors, volunteers and grantees) who is not a City employee and is providing goods or services to the city through any agreement, compensated or uncompensated, is required to provide proof of vaccination.

When the requirement applies: The City's vaccination requirement applies to any worker when the work or voluntary service performed is in person, performed for 15 minutes or more and while indoor at City worksites. Any work that meets these factors requires the worker to be vaccinated or have an approved exception through their employer. 

When the requirement does not apply: The vaccination requirement does not apply to work or voluntary service performed in the following situations: Deliveries or pickups at City facilities that are less than 15 minutes. Work that takes place in a space which is generally unoccupied and has a closed door and the person does not interact with the occupied portion of the worksite for 15 minutes or more. Work is performed outside and physical distancing of six feet or more can be maintained. At sites which are not City-owned or operated. Tenant-leased spaces in City facilities. Work currently performed 100% remotely.  

This requirement does not apply to visitors or patrons of City worksites.  

City Worksite Health and Safety Requirements 

Vendors, consultants, contractors, volunteers and vendors entering City facilities, regardless of vaccination status, are expected to follow the health and safety requirements in place at the time of access. This includes: 

  • Taking the City’s Health Assessment Survey for daily approval prior to coming inside a worksite. 
  • Not entering a City worksite if sick. 
  • Following the City’s Face Covering Directive. 
  • Practicing hand hygiene.  
  • Signing in for contact tracing purposes. 

Vendors, Consultants and Contractors 

Between November 8, 2021 and January 3, 2022, workers who are inside City worksites for longer than 15 minutes are required to wear a K/N95 mask regardless of vaccination status. After January 3, 2022, vaccinated workers are required to follow the City’s Face Covering Directive

Attestation Compliance: On or before January 3, 2022, all active vendors, consultants and contractors  must have completed the “Attestation Questions” on their City BuySpeed Vendor Profile. 

Vendors, consultants and contractors who do not complete the “Attestation Questions” by January 3, 2022 could be denied access to City worksites until the Attestation Questions are completed.     

Exceptions:  Each vendor, consultant and contractor is responsible for review and approval of any worker-requested exceptions and ensuring compliance of the following:

  • Twice weekly COVID-19 testing and a negative test result within 72 hours of entrance into City facilities.  
  • Wearing a fit tested N95 mask, provided for the worker by the vendor, consultant or contractor, at all times while performing work at a City worksite. 
  • Maintaining six feet of distancing from others whenever possible. 
  • Performing the work required remotely when feasible. 

Minors: Workers under the age of 18 who are doing work inside a City worksite for longer than 15 minutes are required to meet the vaccination requirement or have a medical or religious exception verified through their employer.  

Public Agency Partners: Public Agency Partners who have intergovernmental agreements with the City do not have to complete the “Attestation Questions” and are considered in compliance if their agency has an employee vaccination mandate. If the agency does not have their own vaccination mandate, the agency should contact their contract manager to determine an alternative way of providing the work.   

Volunteers and Grantees 

Between November 8, 2021 and January 3, 2022, volunteers and grantees who are inside City worksites for longer than 15 minutes are required to wear a K/N95 mask regardless of vaccination status. After January 3, 2022, the following applies: 

Before starting an in-person activity inside a City worksite that is longer than 15 minutes, the volunteer or grantee shall show one of the following to the designated City personnel: Proof of vaccination or verification of a negative test within the 72 hours prior to the activity and wear a KN95 enhanced filtration mask at all times for the duration of the activity. 

If neither can be provided, the volunteer or grantee cannot participate in the activity. Exceptions will not be granted for volunteer or grantee activities. City personnel are encouraged to provide alternate ways  to participate if feasible.  

Minors: Volunteers and grantees who are under the age of 18 can participate in the activity by meeting one of the following: Show proof of vaccination to the City designated personnel for the activity, or verification of a negative test within the 72 hours prior to the activity and wear a KN95 enhanced filtration mask at all times for the duration of the activity, or wear a KN95 enhanced filtration mask at all times for the duration of the activity.   

Enforcement 

The City of Portland may take legal action for noncompliance.

Vendor Frequently Asked Questions

What do I need to do and by when? 

By January 3, 2022, complete the Vaccination Attestation on your Vendor Profile on the City of Portland’s BuySpeed site.  

How do I complete the attestation? 

  • Step 1:  Go to BuySpeed
  • Step 2:  Log into your vendor profile by clicking the “Sign In” button on the top right-hand corner.  
  • Step 3:  Complete the “Vaccination Requirement Questions” in your vendor profile. Make sure that you are in the “Seller Admin” role by clicking on the account icon located at the top right-hand corner and selecting “Seller Admin.” On the home page, click on “Maintain Organization Information.” Then click on “Maintain Terms and Categories.” Complete Vaccination Requirement Questions, which are the contractor attestation questions.” Click “Save and Exit” or “Save and Continue” at the bottom of the page.  
  • Step 4: Remember that if your status changes, you’ll need to update your responses to the Vaccination Requirement Questions. 

How will the policy change when City offices open for increased re-entry?

The policy will remain the same, however contractors/consultants currently working remotely will be expected to be vaccinated in the future when they are required to work inside city facilities. 

Does the requirement apply when providing goods or services or performing volunteer services to the City 100% remotely? 

No, the vaccine requirement does not apply when goods or services are provided 100% remotely.  However, vendors, consultants and contractors still need to complete the attestation indicating all work is remote.  

Does the requirement apply when providing goods or services or performing volunteer service to the City outside? 

No, the vaccine requirement does not apply when goods or services are provided outside. However, vendors, consultants and contractors still need to complete the attestation. 

I need help with BuySpeed, who should I contact?

Please contact the City's Procurement Office at BuyspeedVendorHelp@portlandoregon.gov.  

Does the requirement apply to minors? If a minor is a worker, and the work is performed inside a City facility for longer than 15 minutes, the minor must meet the requirement or have an approved exception through their employer.  

What does it mean to be fully vaccinated? 

“Fully vaccinated” means having received both doses of an approved two-dose COVID-19 vaccine or one dose of a single-dose COVID-19 vaccine and at least 14 days have passed since the individual’s final dose of COVID-19 vaccine.

Does the requirement apply to those who have previously had COVID-19? 

Yes, the City’s vaccine requirement applies to those who have previously had COVID-19. The CDC advises getting vaccinated even if you had a COVID-19 infection and have COVID antibodies, in order to help build lasting protection. Research has not yet shown how long you are protected from getting COVID-19 again after you recover from COVID-19. 

My company does not have workers in-person, inside a City facility, for longer than 15 minutes. Do I still need to complete the required attestation? 

Yes, all vendors, contractors and consultants are required to complete the attestation questions in their BuySpeed vendor profile. Vendors only paid by Procurement card (P-Card) are not included.

My company has multiple contracts with the City. Do I need to complete an attestation for each contract? 

The attestation is attached to your vendor profile and covers ALL contracts a company has with the City.  As such, the attestation needs to be completed once. However if the vaccination requirement DOES NOT currently apply, but changes in the future due to new contracts or new workers, the attestation needs to be updated.

My company has workers with company-approved medical and/or religious exceptions. Can those workers provide goods and services under a City contract? 

Yes.  Each vendor, consultant and contractor is responsible for the review and approval of any exceptions. Each vendor, consultant or contractor is responsible for ensuring each worker approved exception complies with the following City-approved accommodations while performing in-person work, for longer than 15 minutes, inside a City worksite: 

  • Twice weekly COVID-19 testing and have a negative test result within 72 hours. 
  • Wearing a fit tested N95 mask, provided for the worker by the vendor, consultant or contractor, at all times while performing work at a City worksite. 
  • Maintaining six feet of distancing from others whenever possible. 
  • Performing the work required remotely when feasible. 

What happens if a worker intended to get fully vaccinated but the two-week waiting period goes past January 3, 2022?  

If the worker has received the final vaccination by January 3, 2022, but has not completed the two-week waiting period for full immunity, the vendor, consultant or contractor is responsible for ensuring the worker complies with the following approved accommodations for the duration of the waiting period while performing in-person work, for longer than 15 minutes, inside a City worksite: 

  • Twice weekly COVID-19 testing and have a negative test result within 72 hours. 
  • Wearing a fit tested N95 mask, provided for the worker by the vendor, consultant or contractor, at all times while performing work at a City worksite. 
  • Maintaining six feet of distancing from others whenever possible. 
  • Performing the work required remotely when feasible. 

How can the City ensure my workers vaccination status is and remains private? 

The required attestation does not require the submittal of worker specific information. 

My company has workers who are not getting vaccinated.  Does this mean those workers cannot provide goods or services to the City? 

Unvaccinated individuals, without a vendor, consultant or contractor approved exception, cannot provide goods or services to the City that require that individual to be in-person, for longer than 15 minutes, inside a City worksite.  

My company has workers who are inside occupied portions of City facilities but after normal business hours. Does the vaccination requirement still apply to those workers? 

Yes, the vaccination requirement applies to workers who are inside occupied portions of City facilities after normal business hours.

How does this requirement apply to job trailers on construction sites?  

For job trailers on construction sites, the requirement applies to City job trailers in any location; it does not apply to contractor job trailers.  

To the extent possible, project meetings should be held virtually. All individuals entering a City job trailer, regardless of vaccination status, are expected to follow the health and safety requirements in place at the time of access. If a City employee arrives at any job trailer, and other people on the site are not following safety protocols, the employee has permission to remove themselves from the situation and discuss with a manager.  

How will the City enforce this new requirement?   

Vendors, consultants and contractors need to complete the BuySpeed Vendor Profile Attestation by January 3, 2022. Vendors, consultants and contractors who do not complete the attestation will be provided notice of noncompliance with the City contract requirement. The City may take legal action for any noncompliance. 

Volunteer/Grantee Frequently Asked Questions

What do I need to do and by when? 

Before the start time of an in-person activity after January 3, 2022 that is inside a City worksite and that is longer than 15 minutes in duration, a volunteer or grantee will need to show one of the following to the City designated personnel for the activity: Proof of vaccination documentation, or verification of a negative test within the 72 hours prior to the activity.  

If neither can be provided, the volunteer or grantee cannot participate in the activity in-person.   

I am a grantee recipient of the City of Portland. My grant agreement does not include being inside a City facility for longer than 15 minutes. Does the vaccination requirement apply to me? 

No, the vaccine requirement does not apply.  

The activity I am attending is outside and/or is not inside a City facility for longer than 15 minutes, does the vaccination requirement still apply? 

No, the vaccine requirement does not apply when the activity is outside and/or includes less than 15 minutes inside a City facility.  

Will exceptions be allowed for volunteer or grant activities that are inside a City worksite and that are longer than 15 minutes in duration? 

Exceptions will not be granted for volunteer or grantee activities.   

I am attending an activity and intend to provide verification of a negative test within the 72 hours prior to the activity. Is there a specific type of test required? 

Any FDA approved COVID-19 test may be used, as long as the City can verify the test was completed and the test result was negative. 

I am not vaccinated and cannot provide verification of a negative test within 72 hours prior to the activity. How do I request an alternate way to participate? 

Contact the City designated personnel for the activity to discuss the feasibility of an alternative way to participate. 

How will the City enforce this requirement? 

For each activity, City designated personnel will be provided with guidance on how to review the required materials. If neither proof of vaccination document or verification of a negative test within 72 hours prior to the activity can be provided, the volunteer or grantee will not be permitted to participate in the activity in-person. 

How can the City ensure my vaccination status is and remains private? 

The City is committed to maintaining the privacy of volunteer and grantee information and will review documentation for verification only; no copies of information will be taken.  

I am a minor under 18, does the requirement apply to me as a City volunteer or grantee? 

Yes, the requirement applies to minors when the volunteer or grantee activity is in-person, inside a City facility for longer than 15 minutes.