Doing business with the City of Dayton requires each vendor to obtain a pre-qualification certification. Previously, this was called the AAA Certification. Moving forward, this is now called the Fair Hiring Program or FHP. The process has changed a bit to make doing business with the City even easier.

Every vendor's commitment to fair hiring practices makes the City of Dayton's business development goals a reality.

To read more about the vendors not required to demonstrate fair hiring, please click here for a list of exemptions and exceptions. The City of Dayton’s Fair Hiring Program is one of several business certification programs administered by the Human Relations Council’s Business and Technical Assistance team.

For New Vendors:

To obtain FHP certification, your business must:

1. Become a registered Vendor with the City of Dayton.

To become a registered Vendor, complete the Vendor Application and W9, and include your Fair Hiring Policy. 

​

* Please note: The FHP process requires a Fair Hiring Policy at the time of application and renewal.

2. Next, you can submit the completed forms to the City’s Division of Procurement (formerly known as the Division of Purchasing) by emailing purchasing@daytonohio.gov and BTA@daytonohio.gov.

​

*Remember to include your Fair Hiring Policy (former EEO/Equal Employment Opportunity policy) with the completed Vendor Application. This will permit a speedy approval process.

3. After processing, you will receive two emails: one, an email with login credentials for the City’s vendor certification and compliance portal, citybots.com; and two, an email confirmation from BTA@daytonohio.gov that the FHP Certification is complete. You do not need to log into CityBots to complete the FHP.  You will have access to CityBots for your reference.

​

For Existing or Inactive Vendors:

Please note that older paper/PDF versions of the certification are no longer being accepted. To obtain FHP certification, you must update or confirm no changes to your Fair Hiring Policy. Email any updates or confirm the fair hiring policy to BTA@daytonohio.gov, or log onto the City’s vendor certification and compliance portal, citybots.com, to upload the policy to your vendor account. 

​

Fair Hiring / Equal Employment Opportunity (EEO) Policy: You are welcome to adopt the City's sample policy here. 

​

NOTE: The City of Dayton uses NIGP Commodity Codes (also known as Work Codes) to complete the Vendor Application and PEP Applications. A full list of NIGP Codes recognized by the City is available here. 

If you have lost your citybots.com login credentials or never received them, contact the BTA team for assistance by emailing BTA@daytonohio.gov.

Depending on if you provide the Fair Hiring Policy, there are two (2) categories of approval:

• Conditional FHP Certification: Valid for 90 days

• Full FHP Certification: Valid for 2 years

​

At the time of processing the Vendor Application, you will receive confirmation of the expiration date.  You can also check citybots.com at any time to confirm your FHP Certification status/expiration date, and to print your own FHP Certificate. You will also receive automated email reminders from CityBots.com when it is time to renew your FHP certification within 90-60-30 days before expiration.​