Office of the NYS Comptroller - VendRep System.html
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- Solicitation number
- 25AXB0166
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- New York
About this file
This file is a web page from the Office of the New York State Comptroller describing the VendRep System, a secure online application used by state vendors and contracting entities in New York. The VendRep System allows vendors to enter, maintain, and certify their Vendor Responsibility Questionnaire for state contracting purposes. The system automatically assigns the appropriate questionnaire version based on the vendor's business type and business activity. State contracting entities must notify prospective bidders in solicitation documents if they choose to use the online questionnaire option. Vendors are responsible for ensuring their questionnaire reflects any material changes since last certification, and questionnaires are considered current if certified within six months of the agency-defined due date. State contracting entities can set up automatic email notifications when questionnaires are certified to streamline the review process.
The file indicates that completion of the online questionnaire does not automatically qualify a vendor for contract award, and the Office of the State Comptroller does not review questionnaire responses until after the contracting entity has submitted their determination. The VendRep System also allows vendors and contracting entities to view the status of contracts submitted to the Office of the State Comptroller for approval and to search all approved contracts in New York State. The system requires vendors to enroll, create user accounts, and assign roles as needed. No pricing information, set-asides, incumbent information, or specific funding details are contained in this file, as it serves as an informational resource about the vendor registration and contract approval process rather than documentation for a specific solicitation.
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The VendRep System is a secure application that allows vendors to enter, maintain and certify their Vendor Responsibility Questionnaire. Once the questionnaire is certified, it is available for review by the State contracting entity.
Also, after the contract is awarded, both the vendor and State contracting entity can view the status of the contract once it’s submitted for approval to the Office of the State Comptroller.
Log in or create an account to get started.
Using the online questionnaire The VendRep System includes all four versions of the questionnaire. The appropriate version of the questionnaire is automatically assigned to the vendor based on its business type and business activity.
If the State contracting entity chooses the online option, it must notify prospective bidders in the solicitation document. (Use the specific language found on page 11 of the VendRep System Welcome Package.)
Things to keep in mind:
| Completion of the online questionnaire does not automatically qualify the vendor for an award or guarantee a contract award. |
| The Office of the State Comptroller does not review the responses to the questionnaire until after the State contracting entity has submitted their determination. |
Updating and certifying the online questionnaire An online questionnaire is considered “current” if it has been certified within six months of the agency-defined due date for the questionnaire. However, even where there is a current certified online questionnaire, it is the vendor’s responsibility to ensure that the questionnaire reflects any material changes that have occurred since it last certified the questionnaire.
State contracting entities (or our office) may require updates at other times, such as when information has become known about a vendor that raises a concern.
Setting up automatic email notifications To help streamline the review process, State contracting entities can receive an automatic email notification when the questionnaire has been certified. This can be set up by either the vendor or State contracting entity through their account.
Also, if the vendor has multiple users with different roles on the account, certifiers can receive an email notification once the questionnaire is complete and ready for certification.
Searching for New York State contracts Through the VendRep System, vendors and State contracting entities may also:
| view the status of their own contracts submitted to the Office of the State Comptroller for approval; and |
| search all approved contracts in New York State. |
More information
| Enroll in the VendRep System |
| Create Users and Assign Roles |
| VendRep System Welcome Package (PDF) |
| VendRep System Checklist (PDF) |
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