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Introducing NEW. NYS For-Profit Vendor Responsibility Questionnaire Irene Waldorf – OSC July 15, 2010. What to expect today:. Hear the why, how & what about the changes Understand new terms Know impact on: VendRep System SPC & OSC websites Understand timeline & Ask Questions.

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Introducing new

Introducing NEW

NYS For-Profit Vendor Responsibility Questionnaire

Irene Waldorf – OSC

July 15, 2010


What to expect today
What to expect today:

  • Hear the why, how & what about the changes

  • Understand new terms

  • Know impact on:

    • VendRep System

    • SPC & OSC websites

  • Understand timeline & Ask Questions


Why change
WHY Change?

  • Experience

  • Difficult for complex vendors

  • Collected unused information

  • Information readily available from other sources


How did the changes happen
HOW did the changes happen?

  • Joint OGS/OSC workgroup

  • Vendor testing

  • Presentations to New York State Procurement Council

    • Invitation to State agency VR Communication Liaisons

  • SPC Vote


What s the biggest change
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


New terms
New Terms

  • Legal Business Entity

  • Reporting Entity

  • Organizational Unit

  • Associated Entity


Legal business entity lbe
Legal Business Entity (LBE)

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

  • Sole Proprietor – may use Social Security Number


Reporting entity re
Reporting Entity (RE)

  • A Legal Business Entity Or

  • An Organizational Unit of the larger LBE


Organizational unit must
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


Associated entity
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”


Legal business entity is re
Legal Business Entity is RE

ASSOCIATED

ENTITY

LEGAL BUSINESS ENTITY

ASSOCIATED

ENTITY

ASSOCIATED

ENTITY


Organizational unit is re
Organizational Unit is RE

LEGAL BUSINESS

ENTITY

ASSOCIATED

ENTITY

REPORTING

ENTITY

ASSOCIATED

ENTITY

ASSOCIATED

ENTITY


Highlights of changes
Highlights of Changes

  • Informational cover sheet

  • Revised Definitions

  • Questions removed/added/revised


Section i
Section I

  • Information for Legal Business Entity

  • Removed:

    • Executive Office

    • Registered to do business in NYS

    • Registered as Sales Tax Vendor

    • Joint Venture


Section ii
Section II

  • Removed entire section – Affiliates & Joint Venture Relationships

  • Added – Reporting Entity Information

  • If Organizational Unit, identifying information required


Section iii
Section III

  • Removed – Contract History

  • Moved Leadership Integrity

  • Respond only on behalf of Reporting Entity (not Affiliates)

  • Change in scope - “current or former” officials…


Sections iv viii
Sections IV - VIII

  • Scope is Reporting Entity only, not affiliates

  • Some questions have been streamlined or clarified


Section ix
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


Section ix1
Section IX

  • Questions are limited

  • Disclose larger issues

  • Most issues are specific to federal or within New York


Sections x xi
Sections X & XI

  • FOIL – no change

  • Moved Authorized Contact to the end


Certification
Certification

  • Updated 12/31/2008

  • Revised now to specify Reporting Entity


Impact on vendrep system
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


Osc website
OSC Website

  • New Questionnaire posted the same day as VendRep System updated

  • New Definitions

  • NEWS item on website & VendRep System


State procurement council website
State Procurement Council Website

  • Best Practices Bulletin

  • Details issues to consider

    http://www.ogs.state.ny.us/procurecounc/pdfdoc/BestPractice.pdf


Current timeline
Current Timeline

  • June & July 2010 - State agency training sessions

  • June 28, 2010

    • Updated website

    • New VRQ in VendRep System

    • Emailed vendors in VendRep System

  • Meet with Business Council


Osc contact
OSC Contact

  • OSC Help Desk

    866-370-4672 or 518-408-4672

    [email protected]

  • VendRep Website

    www.osc.state.ny.us/vendrep


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