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 –Award Letter General Announcement to Bidders List

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

VENDOR CHECKLIST Steps to Start & Effectively Use the VendRep System Enroll in OSC Online Services- Primary Authorizer Submit BAAF- Primary Authorizer Create User Password- Primary Authorizer Create Additional Users & Assign Roles - Primary Authorizer or Authorizers Complete Basic Vendor Data- Administrator Complete Questionnaire- Contributor Certify Questionnaire- Certifier

VENDOR ENROLLMENT Primary Authorizer enrolls in OSC Online Services, which initiates the IRS validation process

VENDOR ENROLLMENT

Primary Authorizer submits Business Account Authorization Form (BAAF) to OSC

OSC Verifies with IRS Reviews BAAF Activates account Sends two (2) s to complete enrollment

PRIMARY AUTHORIZER Creates their Password Creates Additional Users Assigns VendRep Roles

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

CONTRIBUTOR Starts Questionnaire Responds to Questions Completes Questionnaire

CERTIFIER Reviews Questionnaire Responses Certifies the Questionnaire

ROLES Primary Authorizer Authorizer

ROLES Administrator Contributor Certifier Guest

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

STATE AGENCY USER TIPS Password Search Notification Manage s Contract Data Search Questionnaire Review –Flag –Attachment

FORGOT PASSWORD or 1.Select “I forgot my password”; or or 2.Contact an Authorizer for your Agency; or 3.Call or OSC Helpdesk

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

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

MANAGE S Notification sNotification s –Subject line contains Vendor Name –Filter and Sort without opening

CONTRACT DATA SEARCH For best results, use Multiple Criteria

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

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

CONTACT Help Desk or VendRep Website