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Fill a Valid New York Questionnaire Template

The New York Questionnaire form, integral to the Vendor Information Exchange System (VENDEX), plays a crucial role in facilitating business transactions with New York City. Designed to collect essential information from vendors aiming to engage in business activities with the city, it ensures adherence to the city's charter mandate of only conducting business with responsible vendors. Initially introduced as a paper-based form, it became fillable on September 25, 2014, although vendors are still required to submit printed copies for official use.

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Outline

For vendors aiming to do business with the city of New York, understanding and accurately completing the Vendor Information Exchange System (VENDEX) questionnaire is crucial. This system, which includes both a Vendor Questionnaire and a Principal Questionnaire, serves as a tool for collecting vital information from vendors to ensure that the city operates in accordance with its charter, which mandates dealings only with "responsible" vendors. While these questionnaires have been made available in a fillable format since September 25, 2014, as stated by the Mayor and the City Chief Procurement Officer, vendors must still submit printed copies for review. The forms require detailed information ranging from the vendor’s identification numbers, such as EIN, SSN, or TIN, to questions about the vendor's size, revenue, business category, and principal owners. Additionally, the forms delve into any potential conflicts of interest, such as shared resources with other entities, or connections to public officials or political parties. Completing these questionnaires fully and accurately is emphasized, as any incomplete submission or unauthorized alterations can lead to the rejection of the VENDEX submission, highlighting the city’s stringent measures to maintain transparency and accountability in its vendor selection process.

Example - New York Questionnaire Form

Bill de Blasio

Mayor

Lisette Camilo

City Chief Procurement

Officer and Director of

Contract Services

253 Broadway, 9th Floor

New York, NY 10007

212 788 0010 tel

212 788 0049 fax

September 25, 2014

Please note that effective, September 25, 2014, the VENDEX questionnaires are now fillable. YOU WILL STILL NEED TO COMPLETE, PRINT AND SUBMIT THE PAPER COPIES. These include the:

•Vendor Questionnaire

•Principal Questionnaire

•Certification of No Change

Please be advised that certain fields require certain types of entry, e.g.:

•Date fields require entries to match: MM/DD/YYYY

•Telephone/Fax fields require entries to match: XXX-XXX-XXXX or (XXX) XXX-XXXX

•EIN/TIN/SSN fields require 9 digits and no dashes

•SSN only fields require entries to match XXX-XX-XXXX

Please also note that not all the fields will match the underlying formatting due to the limitations of the form, but ALL information will be able to be inputted. If you have any questions or concerns with the form, please email us at VENDEXFEEDBACK@cityhall.nyc.gov and we will get back to you as soon as possible.

PLEASE NOTE THAT ALTHOUGH THE FORMS ARE FILLABLE, YOU WILL STILL NEED TO

COMPLETE, PRINT AND SUBMIT THE PAPER COPIES.

Thank you for your kind consideration.

Printed on paper containing 30% post-consumer material.

Vendor Questionnaire FILLABLE 9/25/14		Revised 9/25/14
Page 1 of 20	Submitting vendor’s EIN/SSN/TIN

VENDOR QUESTIONNAIRE

The Vendor Information Exchange System (VENDEX) includes two questionnaires – the vendor questionnaire and the principal questionnaire. These have been developed to collect information from vendors who wish to do business with New York City, to ensure that New York City obeys the mandate in its charter to do business only with responsible vendors.

Questionnaires may be obtained in paper format from the VENDEX Unit (212-341-0933) or downloaded from the NYC website at http://www.nyc.gov/vendex.

Questionnaires must be completed in paper format. All questions must be answered. A response of “Not Applicable (N/A)”, or the equivalent, is not acceptable. Answers must be typewritten or printed in ink. If more space is needed to respond, photocopy the corresponding section’s page, check the box that additional information is attached, and attach the photocopied page to the questionnaire.

The publication “Vendor’s Guide to VENDEX” provides assistance and explanation for the questionnaires, including definitions of terms or phrases written in bold face throughout the questionnaires. If you have not obtained a copy of this publication, please download a copy from the New York City web site, or contact the VENDEX Unit at 212-341-0933. All forms must be sent to MOCS: 253 Broadway, 9th Floor; New York, New York 10007. If you have questions, contact the VENDEX Unit at 212-341-0933.

ANSWER THIS QUESTIONNAIRE CAREFULLY AND COMPLETELY. FAILURE TO SUBMIT A FULLY COMPLETED QUESTIONNAIRE MAY RESULT IN THE REJECTION OF THE VENDEX SUBMISSION. MAKING

ANY UNAUTHORIZED CHANGE OR ALTERATION TO THE

QUESTIONNAIRE WILL RENDER IT VOID.

Name of submitting vendor
Submitting Vendor’s EIN/ SSN/TIN: ____________________
Submitting vendor is	Prime	Parent	Controlling entity	Subcontractor

Type of submission: (Check one)

Full questionnaire
Changed questionnaire
If checked, provide submission date of last full questionnaire:	/	/

Name of person completing this vendor questionnaire

Employer/Title

Telephone Number (		)		-		Fax Number (	)		-

Email address

The disclosure of the social security number is mandatory under the right granted New York City by the Tax Reform Act of 1976 and will be used for the purpose of tax administration. The number may also be used for general identification purposes. If you do not consent to such additional use for general identification purposes, please check here

Vendor Questionnaire		Revised 9/25/14
Page 2 of 20	Submitting vendor’s EIN/SSN/TIN

1.Submitting vendor’s:

a.Principal executive office address

Street/P.O. Box					Floor #/Suite #

City/State/Zip Code
Telephone Number (	)	-	Fax Number (	)		-

b.Primary place of business (in the NYC metropolitan area)

Street/P.O. Box					Floor #/Suite #

City/State/Zip Code
Telephone Number (	)	-	Fax Number (	)		-

Check if the submitting vendor had other primary places of business in the NYC metropolitan area within the prior five (5) years and list information on page 7.

c.Primary place of business address is (check all that apply)

	Owned		Rented		Rented with an option to buy		Donated

d.Addresses of the three largest sites at which it is anticipated that work would occur in connection with the contract pending at the times this questionnaire is completed, based on the number of people to be employed at each site:

address in 1a. (if applicable)

address in 1b. (if applicable)

Additional site(s)

Street/P.O. Box

Floor #/Suite #

City/State/Zip Code

Telephone Number (

)

Fax Number (

)

Check if submitting vendor’s three largest sites include other addresses and list information on page 7.

e.Web site address www.

f.Annual gross revenue (check range that applies)

	$0 - $99,999	$100,000 - $499,999	$500,000 – $999,999

$1,000,000 - $ 2,499,999		$2,500,000 –$4,999,999	$5,000,000 or more
$1,000,000 - $ 2,499,999		$2,500,000 –$4,999,999	$5,000,000 or more

g.Business category (check all that apply)

Professional services

Manufacturing

Construction

Human Services

Commercial Services

Distribution

Retail

Not-for-Profit

Submitting vendor’s

DUNS number

none

National or regional stock exchange or NASDAQ listing

none

Date submitting vendor began business in New York City

Check if additional information is attached

Provide a detailed response to all questions answered with information and/or “YES” in the question’s corresponding section starting on page 7 of this questionnaire.

Vendor Questionnaire

Revised 9/25/14

Page 3 of 20

Submitting vendor’s EIN/SSN/TIN

Yes

Does the submitting vendor now use, or has it in the past ten (10) years

used, an EIN, TIN, SSN or DBA, trade name or abbreviation other than

the submitting vendor name or EIN/SSN/TIN number listed on page 1 of

this questionnaire?

Yes

Has the submitting vendor used any other business addresses

and telephone numbers at any time during the prior five (5) years?

4a.

Date this business was formed ____ / ____ /____

State in which business was formed ________________________

County in which business was formed _______________________

Country in which business was formed (if not formed in USA) _____________________

Type of organization (check one):

_____ Business Corporation

_____ Not-for Profit Corporation

_____ Sole Proprietorship

_____ Partnership: ____ General ____ Limited _____ Limited Liability

_____ Limited Liability Company

_____ Joint Venture

_____ Other-indicate type: _____________________________________________

4b.	No	Yes	Are there any counties in New York State, other than the county listed
			in response to question 4a, in which the submitting vendor has filed a
			certificate of incorporation, a DBA, or the equivalent?

Provide a detailed response to all questions answered with information and/or “YES” in the question’s corresponding section starting on page 7 of this questionnaire.

Vendor Questionnaire				Revised 9/25/14
Page 4 of 20			Submitting vendor’s EIN/SSN/TIN

5.
a.	No	Yes	Does the submitting vendor share office space, staff, equipment, or
a.	No	Yes
			expenses with any other entities?

b.	No	Yes	Does the submitting vendor anticipate using or occupying any real
			property, other than the business addresses listed in response to
			Question 1 and 3, during the three (3) year VENDEX cycle?
c.	No	Yes	Does any principal owner or officer of the submitting vendor, or any
c.	No	Yes
			member of his/her immediate family, have an ownership interest in any

entity that holds the title or lease to any real property used by the submitting vendor in the New York City metropolitan area?

a.Starting on page 8, list ALL of the submitting vendor’s principal owners and the three officers who exercise the most substantial degree of control over the submitting vendor.

b.	No	Yes	Pursuant to any stock option or any other arrangements, does any
			individual or entity have the right within the next three (3) years to
			acquire stock in the submitting vendor, which, when combined with
			current holdings, would make such an individual or entity a principal
			owner or officer?
c.	No	Yes	Is ten (10) percent or more of the submitting vendor’s stock or
c.	No	Yes
			ownership currently used or pledged as collateral for any loan or
			obligation?

7.Are there any individuals now serving in a managerial or consulting capacity to the submitting vendor, whether or not as a principal owner or officer, who now serve, or within the past five (5) years have served as:

a.		No	Yes	an elected or appointed public official or officer?

b.	No		Yes	a full or part-time employee in a New York City agency or as a
				consultant to any New York City agency?

c.	No		Yes	an officer of any political party organization in New York City, whether
				paid or unpaid?

d.	No		Yes	as a consultant or advisor to a New York City agency performing
				services related to the solicitation, negotiation, operation and/or
				administration of contracts on which the submitting vendor will work
				during this three (3) year VENDEX cycle?

8.	No		Yes	Does the submitting vendor control one or more entities?
8.	No		Yes	Does the submitting vendor control one or more entities?

9.	No		Yes	Does the submitting vendor have one or more affiliates, and/or is it a
9.	No		Yes
				subsidiary of, and controlled by any other entity?

Provide a detailed response to all questions answered with information and/or “YES” in the question’s corresponding section starting on page 7 of this questionnaire.

Vendor Questionnaire				Revised 9/25/14
Page 5 of 20			Submitting vendor’s EIN/SSN/TIN

10.	No	Yes	Has the submitting vendor, or any affiliate listed in response to
10.	No	Yes
			Question 9, been a subcontractor on any contract with any New York
			City agency in the past three (3) years?

11.At any time during the past five (5) years, has the submitting vendor or any of its affiliates, been subject to any of the following actions, whether pending or completed:

Yes

debarred from entering into any government contract?

Yes

found non-responsible on any government contract?

Yes

declared in default and/or terminated for cause?

Yes

determined to be ineligible to bid or propose on any contract?

Yes

suspended from bidding or entering into any government contract?

Yes

received an overall unsatisfactory performance rating from any

government agency on any contract?

12.Are there or have there been any judgments, injunctions, or liens, including, but not limited to, judgments based on taxes owed, fines and penalties assessed by any government agency, elected official, or the New York City Council initiated against the submitting vendor and/or any affiliate:

a.	No	Yes	at any time within the past five (5) years?

b.	No	Yes	that remain open, unsatisfied, or in effect today?

13.	No	Yes	Have any bankruptcy proceedings been initiated by or against the
13.	No	Yes
			submitting vendor or its affiliates within the past seven (7) years (whether
			or not closed) or is any bankruptcy proceeding pending by or against the
			submitting vendor or its affiliates regardless of date of filing?

14.In the past five (5) years, has the submitting vendor, any of its principal owners or officers, or any affiliate:

a.	No	Yes	had any permit, license, concession, franchise or lease terminated for
			cause or revoked?

b.	No	Yes	been disqualified for cause as a bidder on any permit, license,
			concession, franchise or lease?

15.	No	Yes	In the past five (5) years, have any of the submitting vendors or any of
15.	No	Yes
			the submitting vendors’ affiliates or any individual currently or within
			that period serving as a principal owner, officer or managerial
			employee been investigated by any government agency, including,
			but not limited to, federal, state and local regulatory agencies?

Provide a detailed response to all questions answered with information and/or “YES” in the question’s corresponding section starting on page 7 of this questionnaire.

Vendor Questionnaire		Revised 9/25/14
Page 6 of 20	Submitting vendor’s EIN/SSN/TIN

16.Has the submitting vendor, any affiliate, or any of their current or former principal owners or officers or managerial employees:

a.		No	Yes		been convicted of a misdemeanor and/or found in violation of any
					administrative, statutory, or regulatory provisions in the past five (5)
					years?
b.		No		Yes	been convicted of a felony, and/or any crime related to truthfulness
b.		No		Yes
					and/or business conduct in the past ten (10) years?
c.		No	Yes		have any felony, misdemeanor and/or administrative charges currently
c.		No	Yes
					pending?

17.		No	Yes		For the past five (5) years, has the submitting vendor or any of its
17.		No	Yes
					principal owners, officers, or any affiliate had any sanction imposed
					as a result of judicial or administrative disciplinary proceedings with
					respect to any professional license held?

18.		No	Yes		Other than the submitting vendor’s employees, did the submitting
18.		No	Yes
					vendor retain, employ or designate anyone to influence the preparation
					of contract specifications, or the solicitation or award of any contract
					during this three (3) year VENDEX cycle?

19.
a.		No	Yes		Is the submitting vendor exempt from income taxes under the Internal
a.		No	Yes
					Revenue Code?
	During the past five (5) years, has the submitting vendor failed to:
b.		No	Yes		file any applicable federal, state or New York City tax returns?
b.		No	Yes
c.		No	Yes		pay any applicable federal, state or New York City taxes or other
c.		No	Yes
					assessed New York City charges, including but not limited to water and
					sewer charges?

This question applies to not-for-profit vendors, others please answer “no”.

20. No Yes If the submitting vendor is a not-for-profit corporation, in the past three (3) years, have any audits of the submitting vendor revealed material weaknesses in its system of internal controls, compliance with contractual agreements and/or laws and regulations?

Provide a detailed response to all questions checked “YES” from pages one–six. If you need more space to respond, photocopy the corresponding section’s pages, check the box that additional information is attached, and attach the photocopied page to this questionnaire.

Vendor Questionnaire		Revised 9/25/14
Page 7 of 20	Submitting vendor’s EIN/SSN/TIN

Provide details to questions answered “yes” in the corresponding section below.

Corresponds to Question 1.

1b. Submitting vendor’s other primary place(s) of business

Street/P.O. Box					Floor #/Suite #

City/State/Zip Code
Telephone Number (	)	-	Fax Number (	)		-

1d. Submitting vendor’s largest sites

Street/P.O. Box

Floor #/Suite #

City/State/Zip Code

Telephone Number

(

)

Fax Number (

)

Street/P.O. Box

Floor #/Suite #

City/State/Zip Code

Telephone Number

(

)

Fax Number (

)

Check if attaching additional information

Corresponds to Question 2.

Other DBA, name, trade name, abbreviation

Other EIN/TIN/SSN
Dates in use - from	/	/	to	/	/

Still in use

Check if attaching additional information

Corresponds to Question 3.

Other business addresses and telephone numbers in the last five (5) years

(Check One)

Current

Former

Street/P.O. Box

Floor #/Suite #

City/State/Zip Code

Main telephone number (

)

Main fax number (

)

Check if attaching additional information

Corresponds to Question 4. (check all that apply)

4b.

Certificate of incorporation Other, please identify

DBA

County	Date	/	/

Check if attaching additional information

Vendor Questionnaire

Revised 9/25/14

Page 8 of 20

Submitting vendor’s EIN/SSN/TIN

Corresponds to Question 5. (check all that apply)

5a. Item(s) shared

Space

Staff

Equipment

Expenses

Other entity’s name ___________________________________________________

Other entity’s EIN/TIN/SSN __________________________

Address

Street/P.O. Box

Floor #/Suite #

City/State/Zip Code

Check if attaching additional information

5b. Address

Street/P.O. Box

Floor #/Suite #

City/State/Zip Code

Additional addresses to be used not yet known

Check if attaching additional information

5c. Ownership interest is

principal owner

officer

immediate family

Name of party with ownership interest

Name of entity holding title or lease

Check if attaching additional information

Corresponds to Question 6.
6a.	Principal owner’s name
	EIN/SSN	Date of birth		/	/	Percent of ownership
	individual	partnership	joint venture			corporation
	Principal owner’s name
	EIN/SSN	Date of birth		/	/	Percent of ownership
	individual	partnership	joint venture			corporation
	Principal owner’s name
	EIN/SSN	Date of birth		/	/	Percent of ownership
	individual	partnership	joint venture			corporation
	Check if attaching additional information

Vendor Questionnaire

Revised 9/25/14

Page 9 of 20

Submitting vendor’s EIN/SSN/TIN

Question 6 continued.

6a.

Officer’s name

cont. SSN

Date of birth

Title

Officer’s name

SSN

Date of birth

Title

Officer’s name

SSN

Date of birth

Title

Check if attaching additional information

6b.

Individual

Entity

Name

EIN/SSN

If individual, date of birth

Stock option

Other (explain)

Percent of ownership:

If entity is checked, is the business address the same as that listed in question 1?

Yes

If no, list address

Street/P.O. Box

Floor #/Suite #

City/State/Zip Code

Main telephone number (

)

Main fax number (

)

Check if attaching additional information

6c.

(Check all that apply)

Stock

Ownership:

Used Loan

Pledged as collateral Obligation

Other (explain)

Name of receiving individual and/or entity ___________________________________

EIN/SSN	If individual, date of birth		/	/

Percent of ownership:	Transaction date	/	/

Check if attaching additional information

Download PDF

Document Attributes

Fact Name	Description
Introduction Date	The Vendor Questionnaire and Principal Questionnaire became fillable on September 25, 2014.
Submission Requirement	Despite being fillable, completed questionnaires must be printed and submitted as paper copies.
Format Requirements	Specific fields such as dates and telephone numbers have strict format requirements.
Form Scope	The VENDEX questionnaires aim to collect information from vendors to ensure compliance with New York City's charter for responsible business engagements.
Contact Information	Questions and concerns about the form can be addressed via email at VENDEXFEEDBACK@cityhall.nyc.gov.
Documentation Requirement	All responses must be typewritten or printed in ink, and additional pages should be photocopied and attached if more space is needed.

Guide to Using New York Questionnaire

Filling out the New York Questionnaire form is an important task for vendors wishing to engage in business with New York City, ensuring compliance and demonstrating responsibility. It is essential to provide accurate information, as incomplete or inaccurately filled forms can lead to the rejection of the submission. For vendors, this step-by-step guide simplifies the process, making it easier to comply with the city's requirements.

Begin by downloading the fillable VENDEX questionnaire from the NYC website or obtaining a paper copy from the VENDEX Unit. Remember to print the form upon completion, as electronic submissions are not accepted.
Enter the Submitting vendor’s EIN/SSN/TIN at the designated space on the first page.
Select the appropriate type of submission: Full questionnaire or Changed questionnaire. If you choose Changed questionnaire, provide the date of your last full questionnaire submission.
Fill in the Name of person completing this vendor questionnaire

, including Employer/Title, Telephone Number, Fax Number, and Email address.
For the vendor's principal executive office address and primary place of business, provide complete addresses, including Street/P.O. Box, Floor #/Suite #, City/State/Zip Code, Telephone Number, and Fax Number. Indicate if the address is Owned, Rented, Rented with an option to buy, or Donated.

List the addresses of the three largest sites where it is anticipated work will occur in connection with the pending contract.

Fill in the vendor's web site address and select the appropriate annual gross revenue range.

Check all business categories that apply to the vendor’s operations.

Enter the vendor's DUNS number and indicate if it is listed on any national or regional stock exchange or NASDAQ. Provide the date the submitting vendor began business in New York City.

Answer questions about alternate EIN/TIN/SSN or DBA used, other business addresses and telephone numbers within the last five years, and specifics about the business's formation, including type and location.

Address questions regarding shared resources, anticipation of using or occupying any real property during the VENDEX cycle, and interests in real property by principal owners or officers.

List all principal owners and the three officers with the greatest control over the submitting vendor. Answer questions related to potential stock acquisitions, stock or ownership pledged as collateral, and individuals serving in a managerial or consulting capacity with ties to New York City government or agencies.

Indicate if the submitting vendor controls, has affiliates, or is a subsidiary of any other entity.

Review all entered information for accuracy, ensuring no unauthorized changes or alterations are made to the questionnaire, as this will void the submission.

Print the completed questionnaire, sign it, and mail it to MOCS: 253 Broadway, 9th Floor; New York, New York 10007, along with any additional required forms or documentation.

After the form has been submitted, it will undergo a review process by the city's relevant department to ensure the vendor meets all criteria for responsible business practices with New York City. Timely and accurate submission of the New York Questionnaire forms part of the vendor's compliance, fostering a transparent and trustworthy relationship with the city. For questions or assistance during this process, contacting the VENDEX Unit or referring to the "Vendor's Guide to VENDEX" is recommended.

Get Answers on New York Questionnaire

Frequently Asked Questions (FAQs) about the New York Questionnaire Form

What are the VENDEX questionnaires and why are they necessary?
The VENDEX questionnaires, specifically the Vendor Questionnaire and the Principal Questionnaire, are tools used by New York City to collect information from vendors aspiring to do business with the city. They are part of the Vendor Information Exchange System (VENDEX). These forms help ensure that the city adheres to its charter mandate of conducting business only with responsible vendors. This is a proactive measure to maintain high ethical and business standards in city contracts.

How can I obtain the VENDEX questionnaires?
There are two primary ways to obtain the VENDEX questionnaires: you can either download them from the New York City website at http://www.nyc.gov/vendex or request paper copies directly from the VENDEX Unit by calling 212-341-0933. Please note that even though the questionnaires can be filled out electronically for ease, you must submit them in paper format.

Are there specific formatting requirements for the VENDEX questionnaires?
Yes, there are specific formatting requirements to ensure consistency and legibility. Date fields must be completed in MM/DD/YYYY format. Telephone and fax numbers should follow the XXX-XXX-XXXX or (XXX) XXX-XXXX formats. EIN/TIN/SSN fields require a 9-digit number without dashes, except for SSN-only fields, which should be formatted as XXX-XX-XXXX. All answers must be typewritten or printed in ink. If more space is needed, photocopy the relevant section’s page and identify that additional information is attached.

What happens if I don't complete all sections of the questionnaire or if I make unauthorized changes?
Incompletely filled questionnaires or any unauthorized alterations to the questionnaire may lead to the rejection of your VENDEX submission. It is crucial to answer each question carefully and completely, adhering strictly to the guidelines provided. If a question is not applicable, simply providing a response of “Not Applicable (N/A)” is not acceptable; you must provide a full answer or explanation to all questions.

Who should I contact if I have questions or concerns about filling out the VENDEX questionnaires?
If you encounter any issues or have questions regarding the completion of the VENDEX questionnaires, you can reach out for assistance by emailing VENDEXFEEDBACK@cityhall.nyc.gov. The team behind this address will provide guidance and address any concerns you might have, ensuring you can submit the forms correctly and confidently.

What should I do after completing the VENDEX questionnaires?
After completing the Vendor and Principal Questionnaires, you must print and submit the paper copies to the Mayor's Office of Contract Services (MOCS) at 253 Broadway, 9th Floor; New York, New York 10007. It's important to review your responses thoroughly to ensure accuracy and compliance with the formatting requirements before submission.

Common mistakes

Filling out the New York Questionnaire form is an essential step for vendors seeking to do business with New York City. However, people often make common mistakes that can lead to delays, incorrect submissions, or even rejections. Understanding and avoiding these mistakes is crucial to ensure a smooth process.

Firstly, a common error is incorrect data formatting, especially in fields that require specific formats such as MM/DD/YYYY for dates and XXX-XXX-XXXX or (XXX) XXX-XXXX for telephone and fax numbers. Vendors should pay close attention to these requirements to prevent the submission of incorrect information.

Secondly, the questionnaire specifies that EIN/TIN/SSN fields should contain 9 digits and no dashes, yet it's not uncommon for vendors to overlook this detail. This mistake can lead to complications in identifying the vendor's financial and tax-related information, which is fundamental for the city's administrative processes.

Another area where errors frequently occur is in failing to provide complete answers. The instruction clearly states that a response of "Not Applicable (N/A)" is not acceptable. It's imperative that vendors answer all questions fully, using additional space or attaching extra pages as necessary. This ensures the city has all the required information to assess the vendor's qualifications and responsibility.

Furthermore, not properly identifying the type of questionnaire being submitted (Full questionnaire or Changed questionnaire) and the submission date of the last full questionnaire can lead to processing delays. This information is crucial for the city to track changes and updates to the vendor's business status or information accurately.

Incorrect data formatting in date, telephone, and fax fields.

Entering EIE/TIN/SSN with dashes despite instructions for a 9-digit format.

Using "N/A" in lieu of complete answers, contrary to the form's instructions.

Incorrectly identifying the type of questionnaire submission.

Forgetting to list additional principal places of business in the NYC metropolitan area if applicable.

Omitting or incorrectly providing the submitting vendor's EIN/SSN/TIN, which is crucial for tax administration purposes.

Moreover, vendors sometimes forget to check the box that indicates additional information is attached when they photocopy and attach extra pages. This oversight can result in parts of the submission being overlooked or considered incomplete.

Lastly, overlooking the requirement to print and submit paper copies of the fillable forms is a significant error, given the explicit instructions. Even though the forms are fillable online, the city mandates that completed forms be printed and submitted in paper format. This step is crucial for the city's record-keeping and processing purposes.

In summary, by paying close attention to these common pitfalls - from formatting and complete answers to submission specifics and the printing of paper copies - vendors can ensure a smoother, error-free process when submitting the New York Questionnaire form.

Documents used along the form

When businesses engage with New York City through various contracts and procurements, the submission of the New York Questionnaire Form plays a critical role in establishing transparency and trust. However, this is just the starting point. To ensure a comprehensive understanding and evaluation of a vendor's eligibility and responsibility, several other documents and forms are often required to accompany this questionnaire. Each document serves a distinct purpose, contributing to a clear and complete portrayal of the business seeking to work with the city.

Principal Questionnaire: This document delves into the backgrounds of the individuals holding significant ownership or control over the company. It's aimed at identifying potential conflicts of interest and ensuring the integrity of the vendor's principals.

Certification of No Change: Vendors who have previously submitted the Vendor and Principal Questionnaires may submit this form if there have been no changes to the information previously provided. It certifies that all information remains accurate and current, simplifying the update process.

Doing Business Accountability (DBA) Form: Required for certain transactions, this form is designed to track the interactions between businesses and city personnel, aiming to prevent undue influence or favoritism in city contracts and decisions.

Conflict of Interest Disclosure: This document requires the vendor to disclose any potential conflicts of interest, whether personal or financial, that could affect their ability to impartially fulfill the contract obligations.

Subcontractor Utilization Plan: For contracts involving subcontracting, this form outlines how the prime contractor plans to use subcontractors, including details on the scope of work and the percentage of the overall contract they represent. It's crucial for ensuring fair and open opportunities for diverse businesses.

Vendor Tax Clearance Form: A critical document ensuring that the vendor is in good standing with local tax authorities. It confirms that all municipal taxes have been paid, or appropriate arrangements have been made.

Insurance Certification Forms: These forms verify that the vendor has the necessary insurance coverage in place, as per the requirements of the contract. This is vital for mitigating risks involved in the execution of the contract.

Together, these documents, alongside the New York Questionnaire Form, create a foundational framework that supports the city's due diligence efforts. By collecting detailed and specific information across various facets of a vendor's operation, New York City ensures that only responsible, qualified, and compliant businesses are awarded contracts. This not only protects the city's interests but also promotes a fair, competitive market for all businesses aspiring to participate in city contracts.

Similar forms

The New York Questionnaire form bears resemblance to the Business Entity Registration Form, often required for business registration with state agencies. Both forms collect basic information about the business, such as the official business name, EIN/SSN/TIN, type of organization (e.g., corporation, LLC, sole proprietorship), and principal business address. This information is vital for identifying the entity in question and ensuring proper registration and compliance with state regulations.

Similarly, the Vendor Profile Form, used by entities to register as potential vendors for various organizations, parallels the New Portal Questionnaire. Both documents require details like the business category, gross revenue ranges, DUNS number, and whether the business is a subsidiary or controls other entities. These details help organizations evaluate potential vendors for compatibility with their procurement needs and standards.

The Taxpayer Identification Number (TIN) Form, required for tax administration purposes, also shares similarities. Both documents necessitate the disclosure of the submitting vendor's EIN, SSN, or TIN for tax identification and administration purposes. This information ensures that businesses are correctly identified in the tax system, aiding in compliance and tax-related matters.

The Occupational Safety and Health Administration (OSHA) Recordkeeping Forms, which businesses use to report workplace injuries and incidents, share the requirement with the New York Questionnaire form for accurate and comprehensive reporting. While the content differs, the principle of providing detailed and specific information to a regulatory authority underlies both sets of documents.

The Commercial Lease Application is another document that collects similar information regarding business operations, ownership, and the physical location of operations, akin to the sections in the New York Questionnaire form that inquire about the business’s primary places of operation and whether spaces are owned or rented. This information is crucial for assessing the suitability of a tenant in a commercial leasing context.

The Federal Grants Application forms, which require detailed information about the applying entity, its financials, and its organizational structure, also resemble the vendor questionnaire. Both sets of documents are designed to ensure entities are qualified and responsible before receiving funding or engaging in contracts, focusing on financial stability and operational integrity.

The Corporate Annual Report, filed with state business registries, collects updated information about a corporation’s principal address, officers, and financial status, similar to the updates and certifications required in the New York Questionnaire form. This ensures public records are current and reflective of the company’s operational status.

The Employer Identification Number (EIN) Application, akin to the New York Questionnaire form, requires identification numbers for tax purposes. Both documents use these identifiers to track and manage the entity’s tax obligations, ensuring appropriate tax administration and compliance.

The Conflict of Interest Disclosure forms, used in various contexts to identify potential conflicts of interest within business dealings, similarly require detailed information about the relationships and roles of business principals. This parallels sections of the New York Questionnaire form which inquire about any managerial or consulting capacities that might influence the business’s operations.

Lastly, the Securities and Exchange Commission (SEC) Filings for publicly-traded companies, which include detailed financial information, ownership, and executive structures, share the demand for thorough disclosure and transparency found in the New York Questionnaire form. Both aim to ensure entities operate responsibly and are accountable for their practices.

Dos and Don'ts

When filling out the New York Questionnaire form, there are several do's and don'ts that are crucial for ensuring an accurate and complete submission. Following these guidelines will help avoid common mistakes and ensure your paperwork is processed smoothly.
Do:

Read instructions carefully: Before you begin, take the time to read through the form instructions thoroughly to understand what is required.

Use the correct format for entries: Pay attention to the specific format required for entries, like dates in MM/DD/YYYY format and phone numbers as XXX-XXX-XXXX or (XXX) XXX-XXXX.

Provide accurate and complete information: Ensure all the information you input is accurate, and answer every question completely. Avoid leaving any field blank or responding with "Not Applicable (N/A)".

Photocopy for additional space: If you need more room to answer, photocopy the corresponding section’s page, indicate that additional information is attached, and include it with your submission.

Print and submit paper copies: Even though the forms are fillable, remember that you need to print and submit the paper copies to the designated address.

Check for additional information requirements: Review each section to see if additional details are needed for any yes/no questions you've answered with "Yes".

Don't:

Skip the Vendor’s Guide: The “Vendor’s Guide to VENDEX” contains valuable explanations and examples. Failing to review this guide could lead to errors in your submission.

Use incorrect formats for specific fields: Avoid inputting dates, phone numbers, or social security numbers in a format different from what is required.

Leave fields blank: Do not leave any field unanswered. If a question does not apply to you, ensure you provide an appropriate response instead of leaving it blank or writing "N/A".

Make unauthorized changes: Altering the form in any way that is not authorized can invalidate your entire submission.

Forget about the paper submission requirement: Completing the fillable form is not the last step; you must print and send it to the specified address.

Ignore email contact for concerns: If you have any issues or concerns about the form, do not hesitate to email VENDEXFEEDBAK@cityhall.nyc.gov for assistance.

Misconceptions

There are several misconceptions surrounding the New York Questionnaire form used by vendors wishing to do business with the city. Understanding these misunderstandings can help ensure the process is smoother for all involved. Here are ten common misconceptions:

It's entirely digital – While the forms can now be filled out digitally for ease, you must still print and submit paper copies for them to be considered valid.

All fields can be left blank if not applicable – Responses such as "Not Applicable" or "N/A" are not acceptable. Every question requires an answer, even if additional space is necessary to explain why a standard answer cannot be provided.

Electronic submissions are accepted – Despite the form being fillable online, completed forms must be submitted in paper format via mail or in person.

Only the Vendor Questionnaire is necessary – In addition to the Vendor Questionnaire, the Principal Questionnaire and a Certification of No Change (when relevant) are also required.

Date formats aren’t strict – Dates must be in the MM/DD/YYYY format. Adherence to this format is crucial for the entry to be considered valid.

Any version of the form is acceptable – Only the most recent version of the form should be used. This ensures that vendors provide all the information needed as per the latest requirements.

DUNS number and stock exchange listings are mandatory for all – If the vendor does not have a DUNS number or is not listed on a national or regional stock exchange or NASDAQ, they can simply indicate "none."

Additional pages aren’t allowed – If more space is needed to thoroughly answer a question, photocopying the relevant page, indicating that additional information is attached, and including this with the questionnaire is not only allowed but required when necessary.

Electronic signatures are sufficient – Given the need to submit physical copies of the completed questionnaire, an original, ink signature is required. Electronic signatures are not acceptable.

Vendor questionnaires are a one-time requirement – Depending on changes in the vendor's information or the city's request, updated or new questionnaires may be required. Also, a Certification of No Change may be needed annually if there have been no changes since the last submission.

Correcting these misconceptions can streamline the application process, ensuring that vendors are compliant with New York City's requirements and making it easier to establish and maintain a working relationship with the city.

Key takeaways

Understanding how to accurately complete and use the New York Questionnaire form is crucial for vendors who aim to do business with New York City. Here are four key takeaways to ensure the process is handled correctly:

First and foremost, remember that even though the form is now fillable online as of September 25, 2014, you are required to print and submit the paper copies. This step is essential for your submission to be considered complete.

Pay close attention to specific field requirements when entering information. For example, date fields should follow the MM/DD/YYYY format, while telephone and fax numbers need to adhere to the XXX-XXX-XXXX or (XXX) XXX-XXXX formats. Neglecting these details can lead to unnecessary delays or the rejection of your submission.

It is important to answer all questions fully and precisely. Responses such as "Not Applicable" or its equivalent are not acceptable. If you find that the space provided is insufficient for your answers, you are allowed to attach additional pages. Make sure these pages are clearly marked and securely attached to your questionnaire.

If you encounter any issues or have specific questions regarding the form, prompt assistance is available. You can reach out by emailing VENDEXFEEDBACK@cityhall.nyc.gov for support. Providing clear and accurate information will help facilitate a smoother review process.

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