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									Office of Operations
2010 Fall Conference




     VendRep 101
Irene Waldorf & Fran Macutek
         October 2010
    Today – What should you
            expect?

     Learn about best practices
     Know about available tools
     Understand documentation
     Get excited about VendRep!!


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                 Terms
     Vendor – Entity contracting with
     NYS
     Agency – State contracting entity
     Contract – Transaction
     FEIN/EIN/TIN - Federal Employer
     Identification # – Taxpayer ID #

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            Why is Vendor
    Responsibility Important?
     Protects agency and State against
      failed contracts
     Pro-actively solves and mitigates
      problems
     Avoids contracting with non-
      responsible vendors
     Protects public funds and promotes
      fairness
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          What is a
    “Responsible Vendor?”
    A responsible vendor is one
    that has the capacity to fully
    perform its contractual
    obligations, and the integrity
    to justify the award of public
    dollars.

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             VR Factors

     Financial & Organizational
      Capacity
     Legal Authority
     Integrity
     Performance

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    Best Tools – OSC Website




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    Documentation
    Requirements




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          Agency Process

    Information Collection:
      Review Vendor Responsibility
      Questionnaire (VRQ)
       NYS VendRep System
       Paper version
      Conduct independent review
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        Independent Review

     Web Resources

     http://www.osc.state.ny.us




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           Due Diligence

      Confirm/Analyze/Assess
      information
      Follow up with vendor
      Review performance record
      Have reasonable assurances
      Vendor is responsible
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          Assess & Analyze
      How does issue relate to the
      contract?
      Does issue impact the vendor
      responsibility determination?



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             Document
      Document your assessment
      on the Vendor Responsibility
      Profile




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     Standard VR Profile




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     VR Profile




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     VR Profile



     X




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     Issues on VR Profile




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     Issues on VR Profile




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     Disclosure on VR Profile




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     Agency Process




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     Agency Process




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     Agency Certification


     X




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     Non-Responsibility Finding




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     Non-Responsibility Finding




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     Non-Responsibility Finding




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OSC Returned Non-Approved

     What do I do now?!




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        Set the Stage!!


     Let’s Conduct a Review




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              First Step
      What is Required?
       Check Documentation
       Requirements Chart




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         Vendor Responsibility
            Questionnaire
      Review
       VendRep System or paper




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               Contract Data

      Check
       VendRep System
       Open Book NY




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     Resources




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     DOS Corporation Search




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     DOS Federal Tax Liens




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     DOS State Tax Warrants




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     Workers Comp & Disability




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     DOL & WCB Debarments




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     EPLS




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     Attorney General




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     OSHA




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     Better Business Bureau




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     Google




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       Additional Information
      Agency legal staff
      State Comptroller
        www.osc.state.ny.us/vendrep/
        VendRep Team (OSC Help Desk)
      Procurement Council
        http://www.ogs.state.ny.us/procurecou
        nc/pdfdoc/BestPractice.pdf


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              OSC Contact
      OSC Help Desk
       866-370-4672 or 518-408-4672
       HelpDesk@osc.state.ny.us

      VendRep Website
       www.osc.state.ny.us/vendrep
                  Thank you!!


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