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NYS VendRep System

Get detailed guidance on how to invite vendors, utilize the vendor checklist, and complete the enrollment process in the NYS VendRep System. Understand agency reporting methods, roles, and tips for state agency users to ensure efficient vendor management.

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NYS VendRep System

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  1. NYS VendRep System VendRep System Tips Lynn Hansen Irene Waldorf

  2. AGENDA • How to Invite Vendors • Vendor Checklist • Enrollment • Roles • Completing & Certifying a Questionnaire • State Agency User Tips

  3. HOW TO INVITE VENDORS • Add Language to: • Solicitation Document • Renewal Notification • Award Letter • General Announcement to Bidders List

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

  5. VENDOR CHECKLIST Steps to Start & Effectively Use the VendRep System

  6. VENDOR ENROLLMENT https://portal.osc.state.ny.us/wps/portal • Primary Authorizer enrolls in OSC Online Services, which initiates the IRS validation process

  7. VENDOR ENROLLMENT

  8. VENDOR ENROLLMENT • Primary Authorizer submits Business Account Authorization Form (BAAF) to OSC

  9. OSC • Verifies with IRS • Reviews BAAF • Activates account • Sends two (2) emails to complete enrollment

  10. PRIMARY AUTHORIZER • Creates their Password • Creates Additional Users • Assigns VendRep Roles

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

  12. CONTRIBUTOR • Starts Questionnaire • Responds to Questions • Completes Questionnaire

  13. CERTIFIER • Reviews Questionnaire Responses • Certifies the Questionnaire

  14. ROLES • Primary Authorizer • Authorizer

  15. ROLES • Administrator • Contributor • Certifier • Guest

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

  17. State Agency User TIPS

  18. STATE AGENCY USER TIPS • Password • Search • Notification • Manage emails • Contract Data Search • Questionnaire Review • Flag • Attachment

  19. FORGOT PASSWORD • Select “I forgot my password”; or • Contact an Authorizer for your Agency; or • Call or email OSC Helpdesk

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

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

  22. MANAGE EMAILS VendRep • Notification emails • Subject line contains Vendor Name • Filter and Sort without opening email

  23. CONTRACT DATA SEARCH • For best results, use Multiple Criteria

  24. 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

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

  26. CONTACT • Help Desk 866-370-4672 or 518-408-4672 HelpDesk@osc.state.ny.us • VendRep Website www.osc.state.ny.us/vendrep

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