Ethics Commission
City and County of San Francisco

Notification of Submission of Proposal – City Departments

Each City department that receives a bid for a contract that has a value of $100,000 or more in a fiscal year must file SFEC Form 126f2 with the Ethics Commission within thirty business days of receiving the bid. This page contains information about this disclosure requirement, as well as the electronic form that must be used in order to comply with the requirement.

Separately, City Departments are also required to provide bidders and potential bidders with certain information during the bidding process. Click here for more information about these notice requirements.

Who Must File

Departments may designate any employee in the department to file SFEC Form 126f2 on the department’s behalf. It is also possible to have one employee complete the form and another employee sign and file the form.

Reporting

When to file SFEC Form 126f2

Each City department that receives a bid for a contract that has a value of $100,000 or more in a fiscal year must file SFEC Form 126f2 with the Ethics Commission within thirty business days of receiving the bid. For purposes of this filing deadline, a sealed bid—the contents of which cannot be viewed—is considered “received” by the department when the department unseals the bid and becomes aware of the contents of the bid.

How to file SFEC Form 126f2

SFEC Form 126f2 must be filed electronically through the City and County of San Francisco’s DocuSign system by starting the form using the section below. The DocuSign filing process involves two key steps – completing the form and signing the form – which can involve one or two participants, depending on whether the department head has designated an employee to complete the form and whether the department head wishes to approve the form or directs the employee to submit the form himself or herself. The form allows a City staff member to initiate and complete the form electronically and then send it to an elected officer or board secretary or clerk for his/her signature.

After the form is completed, an email will be automatically sent to the signer with instructions for his/her signature. The signer can then electronically sign the form in DocuSign by following the instructions in the email. A single person may both complete and sign the form by entering his/her information in the fields below as the person completing and signing the form.

Departments must file a separate SFEC Form 126f2 for each bid that the department receives.

When completing this form, if you run out of space to provide all of the information that the form requires, you must submit a supplemental form that contains the remaining information. Be sure to use the same identifying information on the supplemental form so that the supplemental form may be connected to the original form. However, you do not need to disclose information, such as the names of listed subcontractors, that you already listed on the original form.

Please use the following electronic form to complete this disclosure requirement:

File SFEC Form 126f2 – Notification of Submission of Proposal Form

Note: This form allows up to five participants in the submission process. Only the person completing the form and the person signing the form are required parties. This form will be routed to each party in the order presented below.

Name and Email Address of Person Initiating Form 126f2 [Required]

A name and email address are required to verify the identity of the City staff person initiating the form. Note that this person will not be able to sign the form unless this person is also entered in the signer section.

Name

Email address

Are there other individuals assisting with filling out this form?

YesNo

Name and Email Address of Person Signing on Behalf of City Agency [Required]

A name and email address are required to verify the identity of the person who will sign the completed form. A request for signature will route to this person after the filer and additional participants (if any) have completed work on the form.

Name

Email address

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