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PMAC hears staff updates on online vendor application, CivicRec invoicing and weekly sign‑up tool
Summary
Market staff told the commission they built the first online vendor application (Cognito Forms), are onboarding vendors into CivicRec for online invoicing, and plan a simplified weekly attendance sign-up to replace a Google spreadsheet. Paper options and staff assistance will remain available.
Market staff reported several operational changes designed to streamline vendor interactions. They announced a new online vendor application built with Cognito Forms in partnership with City IT; staff said the application will go live before the end of the year and that the vendor deadline remains March 1.
Staff said the application workflow will keep returning vendors and new applicants in separate paths and will allow applicants to upload licenses and other documents. Paper copies will remain available and staff will assist vendors who prefer or require help completing the form.
Invoicing: staff are entering vendors into CivicRec so invoices can be edited internally and paid online; the system will allow staff to include attachments (for example, vendor handbooks) with invoices. Staff said vendor invoices due June 30 will be managed through CivicRec to reduce mailed checks and manual processing.
Attendance sign-up: to replace a shared Google spreadsheet that was prone to errors, staff will roll out a weekly RSVP tool that aggregates answers into a spreadsheet for staff use. The rollout is new and staff said they will phase it in once the busy event season ended.
Why it matters: Staff said the changes will reduce errors caused by scanned photos, mailed forms and lost checks, and free staff time now spent manually processing applications and payments. Commissioners welcomed the changes and asked clarifying questions about data flows and whether the form goes directly to market staff (it does). Staff plans to send the application link to vendors soon and to provide paper and assisted fill-in help for those with barriers.
Quote: “We’re excited that the reduced because, also, like, on the other side, it reduces vendors having to go to the post office,” a staff member said.
