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NYS VendRep System

NYS VendRep System. VendRep System Tips Lynn Hansen Irene Waldorf. AGENDA. How to Invite Vendors Vendor Checklist Enrollment Roles Completing & Certifying a Questionnaire State Agency User Tips. HOW TO INVITE VENDORS. Add Language to: Solicitation Document Renewal Notification

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NYS VendRep System

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  1. NYS VendRep System VendRep System Tips Lynn Hansen Irene Waldorf

  2. AGENDA • How to Invite Vendors • Vendor Checklist • Enrollment • Roles • Completing & Certifying a Questionnaire • State Agency User Tips

  3. HOW TO INVITE VENDORS • Add Language to: • Solicitation Document • Renewal Notification • Award Letter • General Announcement to Bidders List

  4. HOW DOES AGENCY KNOW? • Agency Determines Reporting Method for Vendor’s Use • Filed using the VendRep System • Paper Version Attached

  5. VENDOR CHECKLIST Steps to Start & Effectively Use the VendRep System

  6. VENDOR ENROLLMENT https://portal.osc.state.ny.us/wps/portal • Primary Authorizer enrolls in OSC Online Services, which initiates the IRS validation process

  7. VENDOR ENROLLMENT

  8. VENDOR ENROLLMENT • Primary Authorizer submits Business Account Authorization Form (BAAF) to OSC

  9. OSC • Verifies with IRS • Reviews BAAF • Activates account • Sends two (2) emails to complete enrollment

  10. PRIMARY AUTHORIZER • Creates their Password • Creates Additional Users • Assigns VendRep Roles

  11. ADMINISTRATOR • Completes Basic Vendor Data • Legal Business Name • Address • Business Type • Business Activity • Additional Vendor Identities • Authorized Contact(s)

  12. CONTRIBUTOR • Starts Questionnaire • Responds to Questions • Completes Questionnaire

  13. CERTIFIER • Reviews Questionnaire Responses • Certifies the Questionnaire

  14. ROLES • Primary Authorizer • Authorizer

  15. ROLES • Administrator • Contributor • Certifier • Guest

  16. CONTRACT STATUS • Vendor Views Only Their Information • All transactions submitted to OSC • Status displayed • Received • Approved • Non-approved

  17. State Agency User TIPS

  18. STATE AGENCY USER TIPS • Password • Search • Notification • Manage emails • Contract Data Search • Questionnaire Review • Flag • Attachment

  19. FORGOT PASSWORD • Select “I forgot my password”; or • Contact an Authorizer for your Agency; or • Call or email OSC Helpdesk

  20. SEARCH • By Taxpayer ID Number (TIN) • By Vendor Name • Multiple Searches

  21. NOTIFICATION • Add using Basic Search feature (by TIN and/or Name) • Email alerts that vendor has certified Questionnaire • Manage your list – Add or Delete

  22. MANAGE EMAILS VendRep • Notification emails • Subject line contains Vendor Name • Filter and Sort without opening email

  23. CONTRACT DATA SEARCH • For best results, use Multiple Criteria

  24. FLAG • Flag indicates that one or more responses in that section may contain information requiring further review and evaluation by the contracting entity • Found in Overview Section and Question

  25. ATTACHMENT • Paper clip indicates that the vendor has responded to a question by attaching a document

  26. CONTACT • Help Desk 866-370-4672 or 518-408-4672 HelpDesk@osc.state.ny.us • VendRep Website www.osc.state.ny.us/vendrep

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