1. New York State VendRep System
Office of the State Comptroller
Presenters: Irene Waldorf and Linda Ulan
May 2008

2. New York State Comptroller’s Office
Agenda
Vendor Responsibility
NYS VendRep System Overview
New Functionality
Future Enhancements
VendRep Website
New York State Comptroller’s Office

3. Vendor Responsibility
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
New York State Comptroller’s Office

4. How is Vendor Responsibility Determined?
1. Vendor supplies responsibility documentation:
Questionnaire – online or paper
Supporting documentation
2. State Contracting Agency
Reviews all available information
Makes a responsibility determination
3. OSC – (For contracts subject to the Comptroller’s review)
Reviews Vendor Responsibility documents
Reviews Agency process and responsibility determinations
New York State Comptroller’s Office

5. New York State Comptroller’s Office
NYS VendRep System
New York State Comptroller’s Office

6. New York State Comptroller’s Office
The System
is:
Information clearinghouse for vendor responsibility
Secure, centralized and standardized
Accurate, relevant and current
Efficient, time-saving
New York State Comptroller’s Office

7. New York State Comptroller’s Office
NOT:
The System is
A Prequalification System
A Bidding System
Changing Agency Responsibilities
New York State Comptroller’s Office

8. System Basics - What Is a Role?
Defines access to data or tasks
Allows user to complete only authorized tasks
User permissions assigned by organization to perform job-related tasks
Reflects role user plays in organization
Roles assigned by organization’s primary authorizer or authorizer
Users may have one or multiple roles
New York State Comptroller’s Office

9. How Are Roles Distributed?
New York State VendRep System
Agency Roles
Vendor Roles
Guest
Contracts
Administrator
Contributor
Certifier
New York State Comptroller’s Office

10. New York State Comptroller’s Office
State Agency
Guest Role
New York State Comptroller’s Office

11. What can Agency Guest user do?
Search for Vendor-Specific Data including additional identities (DBA, trade name)
View Certified Vendor Responsibility Questionnaire
View or Download Attachments
Obtain Authorized Vendor Contact Information
Access Vendor-Specific Contract Data
Transactions approved by the Comptroller’s Office since April 2003
Agencies contracting with vendor
for business entities with an online certified questionnaire
New York State Comptroller’s Office

12. Comptroller’s Home Page
Select Vendor Responsibility from the State Agencies dropdown menu
Vendors have access through Vendors dropdown
New York State Comptroller’s Office

13. VendRep Home Page Select VendRep logo or Login link
New York State Comptroller’s Office

14. New York State Comptroller’s Office
VendRep System LOGIN
New York State Comptroller’s Office

15. New York State Comptroller’s Office
Search for a Vendor
Vendor Search
Vendor Search
New York State Comptroller’s Office

16. Search Results Click Vendor Name to access vendor information
New York State Comptroller’s Office

17. New York State Comptroller’s Office
Vendor Summary
Business Type and Activity determine questionnaire type
Click View for questionnaire and contract data
New York State Comptroller’s Office

18. Vendor Summary (cont’d)
All Certified Forms stored in History
Search on DBA
or Trade Name
Vendor Contact Information
New York State Comptroller’s Office

19. Form Overview Access Contract Data View Questionnaire by section View
in entirety
New York State Comptroller’s Office

20. Agency Guest View of Vendor Contract Data
Filter by using dropdown lists
Sort on any column header
State Agencies with whom the vendor has contracts appear in the dropdown or search by agency using the Agency Codes link
Data for those only Vendors with a certified questionnaire filed in the VendRep System
Transactions approved by the Comptroller’s Office
Date of transaction approval
Document Type – Contracts & Amendments
New York State Comptroller’s Office

21. Filter by Agency State Agencies who have contracted with the vendor
Click on hyperlinked text for pop-up definition
New York State Comptroller’s Office

22. New York State Comptroller’s Office
New Functionality:
State Agency
Contracts Role
New York State Comptroller’s Office

23. Access to Expanded Contract Data
Approved transactions for all State contracting entities
Transactions Received, Approved or Non-Approved for your agency
Updated every 24 hours
A certified questionnaire is not required to view a vendors data
New York State Comptroller’s Office

24. New York State Comptroller’s Office
Additional Features
Agency Code List
Data Sort
Contract Detail
Pop-Up Definitions
New York State Comptroller’s Office

25. VendRep System Homepage
Contract Search tab opens the search page for users with the Contracts
role
New York State Comptroller’s Office

26. Contract Search Page Note the Important Disclaimer
New York State Comptroller’s Office

27. Search Contract Data
Begin search by selecting options from dropdown menus
Enter search criteria
New York State Comptroller’s Office

28. Agency Code List Click for complete list
New York State Comptroller’s Office

29. Sort Feature Sort data by clicking on any column header
New York State Comptroller’s Office

30. Contract Detail Click Contract Number to view Contract Detail
110 State Street
Albany, NY 12236
New York State Comptroller’s Office

31. Pop-up Definitions
Click hyperlinked status term to view pop-up definition
New York State Comptroller’s Office

32. New York State Comptroller’s Office
What's New
for the Vendor?
New York State Comptroller’s Office

33. Vendor Contract Data View
(Access to only their own information)
All transactions submitted to the Comptroller’s Office
– Received, Approved and Non-Approved
New Data fields - Status, Status Date, Document Type
New Disclaimer Language
Timeliness of data, for receipt at Comptroller’s Office
New York State Comptroller’s Office

34. New York State Comptroller’s Office
Future Enhancements
User-friendly Features
External Interface Links
Online Profile
Issues
User-friendly features: Improved Look (large print), Print feature for questionnaire, more efficient (attachment indicator on questionnaire)
New York State Comptroller’s Office

35. New York State Comptroller’s Office
VendRep Website
Vendor Responsibility Profile
Standardized Questionnaires
VendRep System Supports
FAQ’s
Resources
New York State Comptroller’s Office

36. Support Resources for Agencies and Vendors
Office of the State Comptroller
Help Desk
(518)
(866)
Training and User Support
New York State Comptroller’s Office

37. New York State Comptroller’s Office
Thank you!
New York State Comptroller’s Office