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VendRep 101 Irene Waldorf & Fran Macutek October 2010

VendRep 101 Irene Waldorf & Fran Macutek October 2010. Today – What should you expect?. Learn about best practices Know about available tools Understand documentation Get excited about VendRep!!. Terms. Vendor – Entity contracting with NYS Agency – State contracting entity

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VendRep 101 Irene Waldorf & Fran Macutek October 2010

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  1. VendRep 101 Irene Waldorf & Fran Macutek October 2010

  2. Today – What should you expect? • Learn about best practices • Know about available tools • Understand documentation • Get excited about VendRep!!

  3. Terms • Vendor – Entity contracting with NYS • Agency – State contracting entity • Contract – Transaction • FEIN/EIN/TIN - Federal Employer Identification # – Taxpayer ID #

  4. Why is Vendor Responsibility Important? • Protects agency and State against failed contracts • Pro-actively solves and mitigates problems • Avoids contracting with non-responsible vendors • Protects public funds and promotes fairness

  5. What is a “Responsible Vendor?” A responsible vendor is one that has the capacity to fully perform its contractual obligations, and the integrity to justify the award of public dollars.

  6. VR Factors • Financial & Organizational Capacity • Legal Authority • Integrity • Performance

  7. Best Tools – OSC Website

  8. Documentation Requirements

  9. Agency Process Information Collection: • Review Vendor Responsibility Questionnaire (VRQ) • NYS VendRep System • Paper version • Conduct independent review

  10. Independent Review Web Resources http://www.osc.state.ny.us

  11. Due Diligence • Confirm/Analyze/Assess information • Follow up with vendor • Review performance record • Have reasonable assurances Vendor is responsible

  12. Assess & Analyze • How does issue relate to the contract? • Does issue impact the vendor responsibility determination?

  13. Document • Document your assessment on the Vendor Responsibility Profile

  14. Standard VR Profile

  15. VR Profile

  16. X VR Profile

  17. Issues on VR Profile

  18. Issues on VR Profile

  19. Disclosure on VR Profile

  20. Agency Process

  21. Agency Process

  22. X Agency Certification

  23. Non-Responsibility Finding

  24. Non-Responsibility Finding

  25. Non-Responsibility Finding

  26. OSC Returned Non-Approved What do I do now?!

  27. Set the Stage!! Let’s Conduct a Review

  28. First Step • What is Required? • Check Documentation Requirements Chart

  29. Vendor Responsibility Questionnaire • Review • VendRep System or paper

  30. Contract Data • Check • VendRep System • Open Book NY

  31. Resources

  32. DOS Corporation Search

  33. DOS Federal Tax Liens

  34. DOS State Tax Warrants

  35. Workers Comp & Disability

  36. DOL & WCB Debarments

  37. EPLS

  38. Attorney General

  39. OSHA

  40. Better Business Bureau

  41. Google

  42. Additional Information • Agency legal staff • State Comptroller • www.osc.state.ny.us/vendrep/ • VendRep Team (OSC Help Desk) • Procurement Council • http://www.ogs.state.ny.us/procurecounc/pdfdoc/BestPractice.pdf

  43. OSC Contact • OSC Help Desk • 866-370-4672 or 518-408-4672 • HelpDesk@osc.state.ny.us • VendRep Website • www.osc.state.ny.us/vendrep Thank you!!

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