NYS Vend Rep System Tips Lynn Hansen Irene

NYS Vend. Rep System Tips Lynn Hansen Irene Waldorf

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

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

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

VENDOR CHECKLIST Steps to Start & Effectively Use the Vend. Rep System Enroll in OSC Online Services - Primary Authorizer Submit BAAF - Primary Authorizer Create User Password - Primary Authorizer Create Additional Users & Assign Roles Complete Basic Vendor Data - Primary Authorizer or Authorizers - Administrator Complete Questionnaire - Contributor Certify Questionnaire - Certifier

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

VENDOR ENROLLMENT

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

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

PRIMARY AUTHORIZER • Creates their Password • Creates Additional Users • Assigns Vend. Rep Roles

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

CONTRIBUTOR • Starts Questionnaire • Responds to Questions • Completes Questionnaire

CERTIFIER • Reviews Questionnaire Responses • Certifies the Questionnaire

ROLES • Primary Authorizer • Authorizer

ROLES • • Administrator Contributor Certifier Guest

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

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

FORGOT PASSWORD 1. Select “I forgot my password”; or 2. Contact an Authorizer for your Agency; or 3. Call or email OSC Helpdesk

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

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

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

CONTRACT DATA SEARCH • For best results, use Multiple Criteria

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

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

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