Equitable and Inclusive Vendor Policy and Procedures for the Austin Bar Association

Policy Statement: The Austin Bar Association (“Austin Bar”) is dedicated to creating mutually beneficial business relationships with historically underutilized businesses through the Equitable and Inclusive Vendor Policy (“Policy”). The purpose of the Policy is to foster strong relationships with diverse businesses by implementing an inclusive procurement process that provides maximum opportunity to businesses that are owned by persons in one or more of the following categories: Black, Indigenous, People of Color (BIPOC); Latinx and/or Hispanic; Asian and/or Pacific Islander; Women; Disabled; and/or Veteran (the “Diverse Businesses”). It is the Austin Bar’s goal to promote full and equal opportunity for Diverse Businesses to supply the goods and services needed to support the mission and operations of the Austin Bar. The Austin Bar commits to a good faith effort to increase purchases from and contracts with the abovementioned business categories. The Policy applies to all purchases of $1,000 or above.

Austin Bar Responsibilities: The Austin Bar will identify and explore opportunities to identify and encourage the Diverse Businesses to compete for contracts for goods and services over $1,000 to the Austin Bar.

The list of frequently purchased goods and services that are opportunities for Diverse Businesses can be found on Attachment

1. The Austin Bar will seek potential vendors for each of those items to create a vendor list that can be utilized when the need for the purchase arises. On an ongoing basis, the Austin Bar will also reach out to groups who have relationships with these categories of vendors, including Chambers of Commerce and Affinity Bars, to solicit input on potential vendors to add to the list. There is no certification process for being considered one of the Diverse Businesses on the Austin Bar’s vendor list.

The Austin Bar website will include information on how Diverse Businesses can participate in Austin Bar procurement opportunities, as well as content communicating the value of vendor diversity.

The Austin Bar will designate a staff member to serve as the Equitable and Inclusive Vendor Liaison to advise and assist the Austin Bar in implementing the Policy. The Austin Bar designated staff member will report annually on the utilization and results of the Policy. On an annual basis, the Austin Bar president will designate an Austin Bar member to assist the designat- ed staff member, as needed, in carrying out these tasks.

The Austin Bar shall include the Policy in all invitations for bids, services, products, requests for proposals, and/or other purchase solicitation documents.

Procedures: When the need to purchase goods or services over $1,000 occurs, the Austin Bar will send the opportunity to every vendor on the abovementioned list. In addition, when the need for such a purchase arises, the Austin Bar will send the solicitation to any groups (i.e., Chambers of Commerce, Affinity Bars, etc.) that have expressed interested in receiving those communications to distribute to their members.

Each vendor will have 10 days to respond to each solicitation sent. The response period begins when the Austin Bar publishes the solicitation, not when it is received by the vendor.

There is no guarantee of winning a bid by signing up to be on the abovementioned list.

Emergency Purchases: Emergency purchases are exempt from this policy, even if the amount is $1,000 or more. The need for an emergency purchase can be determined by the Austin Bar’s Director or the Director’s designee.

This Policy amends the original Equitable and Inclusive Vendor Policy, takes effect on May 26, 2021 and remains in effect unless and until it is modified in writing by the Austin Bar’s Board of Directors, in accordance with governing bylaws and standards.