Welcome

1. Welcome Introduction to the VendRep System For The Office of General Services Purchasing Forum May 2007

2. Session Agenda • Vendor Responsibility - Background • VendRep System Overview • Planned Enhancements to VendRep System • VendRep System Demonstration

3. Vendor Responsibility – Overview • A Responsible Vendor has the capacity to fully perform its contractual obligations, and the integrity to justify the award of public dollars • Factors considered • Financial and Organizational Capacity • Legal Authority • Integrity • Past Performance • Vendor Disclosure

4. How is Vendor Responsibility Determined? • Vendor makes bid and supplies required responsibility documentation, which can include: • Questionnaire • Supporting documentation 2. State Contracting Agency reviews all available information and makes a responsibility determination 3. For contracts subject to the Comptroller’s review, OSC reviews VR documents, Agency process, and conclusion regarding responsibility determinations

5. System Purpose: Why was the VendRep System Developed? VRS supports all parties: business entities (vendors) and state contracting entities (agencies and OSC) in meeting New York State requirements for selecting responsible vendors.

6. System Goal: What is the system intended to do? • The VendRep System will serve as an information clearinghouse for vendor responsibility • Secure, centralized and standardized database of accurate, relevant and current information for making responsibility determinations. • Intended to enhance the efficiency of the vendor responsibility processes, and to facilitate communication and information sharing between the contracting parties.

7. What the System is Not Attended to Do… The VendRep System is Not: • A Prequalification System • A Bidding System • Changing Agency Responsibilities

8. How was the VendRep System Developed? • The VendRep System (VRS) was developed through a user-centered, recursive feedback approach. • Stakeholder Focus groups and testing sessions were utilized to develop all parts of the system, particularly the questionnaires and the system functionality. • Future enhancements and phases will be influenced by user feedback collected using both formal and informal evaluation methodology.

9. Changes of Note • Standardized Vendor Questionnaires • For Profit • Not-for-Profit • For Profit Construction • Not-for-Profit Construction • Online Templates for Financial Statements • Online Help • Access to view Contract Data • Replaces current OSC model Questionnaire

10. System Benefits - Agency • Direct and immediate ease of access to current, standardized vendor disclosures (questionnaires) • Online information shared with authorized State Agency users • Reduced costs associated with paper documents, including receipt, distribution and filing • Improved consistency, accuracy and timeliness of the information used in the vendor responsibility review • User support, such as online definitions, online help, and the OSC Help Desk

11. System Benefits - Vendors • Ease of completion, filing, access to and submission of the vendor responsibility questionnaire • Multiple authorized users, who you select and manage, can participate in completion of the online questionnaire • Questionnaire updates are filed by changing only those responses from the previous saved filing that require a change • Reduction of costs associated with paper documents, including copying, delivery, and filing

12. System Benefits – Vendors, continued • Completed questionnaire information is secure and available only to authorized vendor users. State Agency users only view information upon certification by the vendor • View Past Contract Data, no need to enter data • Facilitation of communication with State Agencies, and State Agencies having access to standardized information and current data • Users have access to OSC-administered Help Desk.

13. Future Phases Planned Enhancements to VendRep System • External interfaces to other State Agencies to obtain or verify information • Profile and Agency Certification online • Issues Reporting

14. System Demonstration

15. Review of System Functions

16. Using the System VendRep is a voluntary system—State law requires that vendors be given the option of submitting hard copy VR documentation.

17. For Assistance OSC VendRep Website www.osc.state.ny.us/vendrep OSC VendRep Team VendRep@osc.state.ny.us 518-408-3687 OSC Help Desk HelpDesk@osc.state.ny.us