new york state office of the state comptroller vendor responsibility & the nys vendrep system...

New York State Office of the State Comptroller

Vendor Responsibility & the NYS VendRep System

New York State IT ForumJune 9, 2010

Irene WaldorfKellie Brandoline

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Today

Learn why Vendor Responsibility is important to NYS

How to check your organization How to enroll & use the power of

the NYS VendRep System Introduction of new questionnaire

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Vendor Responsibility A responsibleresponsible vendor has the

capacity to fully perform its contractual obligations, and the integrity to justify the award of public dollars

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Role of Vendor

Maintain your VendRep health Self-disclosure =

Vendor Responsibility Questionnaire

Be responsive

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Role of State Agency

Confirm information provided by the vendor

Review and assess other available information

Make a responsibility determination

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Role of the Comptroller’s Office

Approve State contracts >$50,000 (State Finance Law)

Review State agency’s processes Independently review of vendor Approve/Non-approve

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Vendor Responsibility Factors

Financial & organizational capacity Legal authority to do business Integrity Past performance

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How to Check Your Organization

Vendor Responsibility Questionnaire Internet resources

www.osc.state.ny.us/vendrep

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Where to Look? Google It…

http://www.google.com/advanced_search

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NY State Tax Warranthttp://appsext8.dos.state.ny.us/stwarrants_public/st_search

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Better Business Bureau

http://www.bbb.org/us/Charity-Reviews/

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Workers’ Compensation Insurance & Disability Benefit Coverage

http://www.wcb.state.ny.us/content/ebiz/icempcovsearch/icempcovsearch_overview.jsp

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Federal DebarmentExcluded Parties List System

http://www.epls.gov/

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Securities Exchange Commissionhttp://www.sec.gov/edgar/searchedgar/

companysearch.html

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Dept of Labor & Workers’ Compensation Debarments

https://dbr.labor.state.ny.us/EDList/searchPage.do

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Vendor Website

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Prior Contracting

References Open Book New York

http://www.openbooknewyork.com/

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New Questionnaire

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WHAT’s the biggest change? Vendor will select scope of

disclosure Legal Business Entity; or Organizational Unit within and

operating under the authority of the Legal Business Entity

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New Terms

Legal Business Entity

Reporting Entity

Organizational Unit

Associated Entity

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Legal Business Entity (LBE)

Must have an IRS assigned Federal Tax Identification Number (TIN)

Sole Proprietor – may use Social Security Number

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Reporting Entity (RE)

A Legal Business Entity

Or An Organizational Unit of the larger

LBE

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Organizational Unit MUST Be an established unit within and

operating under authority of LBE Have a designated manager or

management team Have primary responsibility for

fulfilling contract terms Use Legal Business Entity’s TIN

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Associated Entity

Any entity the Reporting Entity controls or is controlled by

Not “sibling organizations” unless direct relationship with or impact on the Reporting Entity

Replaces “Affiliates”

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Legal Business Entity is RE

SIEMENS CORPORATIONNOKIA SIEMENS

NETWORKS

SIEMENS MEDICAL

SOLUTIONS

SIEMENS BUILDING

SOLUTIONS

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Organizational Unit is REGENERAL ELECTRIC

HOME & BUSINESS SOLUTIONS

GE APPLIANCE DIVISION

GECAPITAL

GE INTELLIGENT PLATFORMS

HOTPOINT

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Highlights of Changes Informational cover sheet

Revised Definitions

Questions removed/added/revised Contract History

Affiliates & Joint Ventures

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Section IX

New section for Associated Entities (Replaces Affiliates)

If Reporting as LBE, complete only if has Associated Entities

If Reporting as Organizational Unit, must complete section for Associated Entities

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Impact on VendRep System New Instructions If starting new questionnaire,

responses are not copied for any questions having changes

If vendor is editing, continue and certify current version

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VendRep System - What’s in it for Me?

http://www.osc.state.ny.us/vendrep/index.htm File Vendor Responsibility Questionnaire online

See checklist View your contract data & status

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OSC Help Desk – For Your Use

www.osc.state.ny.us518-408-4672866-370-4672

helpdesk@osc.state.ny.us

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Questions ??

Thank You !!