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Free New York Questionnaire Form in PDF

The New York Questionnaire form is an integral document developed under the Vendor Information Exchange System (VENDEX). Its purpose is to meticulously collect relevant details from vendors who are interested in conducting business with the City of New York, ensuring compliance with the city's standards for engaging only with responsible vendors. This document emphasizes the necessity of completing, printing, and submitting paper copies of the questionnaire, despite the forms being fillable online, underscoring the city's commitment to thorough vetting and transparency.

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In modern governmental and business practices, transparency and accountability stand as pillars of integrity, particularly in the context of procurement and contractual agreements. Amidst this landscape, the city of New York has instituted a comprehensive procedure to vet vendors through the New York Questionnaire Form, part of the Vendor Information Exchange System (VENDEX). Announced by the city's Mayor and the Director of Contract Services, this form serves as a crucial tool in ensuring that only responsible vendors engage in business dealings with the city. Since September 25, 2014, these questionnaires have become fillable online, though they still necessitate physical submission. Comprising the Vendor Questionnaire, Principal Questionnaire, and Certification of No Change, this trio of documents demands detailed information on a vendor's background, operations, and affiliations. The submission process is precise, with specific requirements for formatting entries such as dates and phone numbers, and the explicit caveat that all questions must be fully answered to avoid rejection. While introducing technological ease with fillable formats, the emphasis remains on a traditional, tangible review process, underscoring the city's commitment to diligent oversight while adapting to modern convenience. This initiative not only simplifies the logistics of submission but also aligns with environmental conscience by using paper with post-consumer material— a testament to a holistic approach to governance and sustainability.

New York Questionnaire Sample

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

⇩ New York Questionnaire

File Overview

Fact	Detail
Effective Date of Fillable Forms	September 25, 2014
Forms Required	Vendor Questionnaire, Principal Questionnaire, Certification of No Change
Submission Format	Fillable forms must still be printed and submitted in paper copies
Field Entry Requirements	Specific formats for date, telephone/fax numbers, EIN/TIN/SSN
Contact Information for Questions	VENDEXFEEDBACK@cityhall.nyc.gov
Form Retrieval and Submission Address	253 Broadway, 9th Floor, New York, New York 10007
Penalty for Incomplete Submission	May result in the rejection of the VENDEX submission
Mandatory Disclosure	Social security number is mandatory under the Tax Reform Act of 1976 for tax administration purposes
Governing Law(s)	New York City Charter mandates doing business only with responsible vendors

New York Questionnaire: Usage Guidelines

After obtaining the New York Questionnaire form, it's important to approach it with attention to detail to ensure all information is accurately and completely provided. This form is a crucial step for vendors aiming to do business with New York City by enabling compliance checks and affirming the city's commitment to work with responsible entities. Each section and question necessitates careful answers, with specific formatting instructions for certain fields such as date and telephone numbers needing to be adhered to strictly. Additionally, it's pertinent to note that while the form is fillable electronically, the final step requires submitting printed copies of the completed form. The guidelines below aim to navigate the complexities of filling out the form systematically.

Start by entering the vendor's EIN/SSN/TIN in the designated space at the top of the first page.
Fill in the Submitting Vendor section:
- Provide the name of the submitting vendor.
- Indicate whether the submitting entity is the prime parent, controlling entity, or subcontractor.
- Check the appropriate type of submission: Full questionnaire or Changed questionnaire. If it's a changed questionnaire, specify the submission date of the last full questionnaire.
Under the contact details, enter the name of the person completing the form, their title/employer, contact number, fax number, and email address.
In the section concerning the vendor's principal executive office and primary place of business, ensure:
- Each address field is filled out, including street/P.O. Box, Floor #/Suite #, City/State/Zip Code, telephone, and fax numbers.
- For the primary place of business, indicate if it is owned, rented, rented with an option to buy, or donated.
- List the addresses for the three largest sites where work is anticipated, again filling in all required address and contact fields.
Enter the web site address of the submitting vendor.
Check the appropriate box to indicate the annual gross revenue range.
Select the business category/categories that best describe the vendor's operations.
Fill in the DUNS number if available, or indicate "none".
Indicate if the business is listed on any stock exchange or NASDAQ, or mark "none".
Provide the date the submitting vendor began business in New York City.
Work through sections 2 to 9, answering each question with a Yes or No. For any question where additional information is required or a Yes response is given, refer to the instructions to provide a detailed account starting on page 7 of the questionnaire.

Upon completing all sections and ensuring all responses are truthful and comprehensive, double-check the form to correct any inconsistencies or omissions. Remember to print the completed form as electronic submissions are not accepted. The final step requires mailing the printed and signed documents to the designated address, completing the submission process. This meticulous approach to filling out the New York Questionnaire form will aid in achieving a successful submission.

FAQ

What are the VENDEX questionnaires and why are they required?

The VENDEX questionnaires comprise the Vendor Questionnaire and the Principal Questionnaire. They are designed to collect information from vendors who intend to do business with New York City. This process ensures compliance with the city's charter, which mandates dealings only with responsible vendors. The information gathered is crucial for assessing the vendor's eligibility and responsibility.
How can I obtain the VENDEX questionnaires?

Questionnaires can be physically obtained from the VENDEX Unit by calling 212-341-0933, or they can be downloaded from the New York City website at http://www.nyc.gov/vendex. Remember, these forms must be completed in paper format even though they are fillable electronically.
Are electronic submissions of the questionnaires accepted?

No, even though the VENDEX questionnaires are fillable online as of September 25, 2014, they must be completed, printed, and then submitted in paper copy. Electronic submissions are not accepted.
What should I do if a field in the questionnaire doesn't match my data format?

If the formatting of a field does not align with your data (e.g., date and telephone/fax numbers), you should still input all information as required. Any format discrepancies due to form limitations are acknowledged but all fields must be filled accurately.
What happens if I make unauthorized changes to the questionnaire?

Making any unauthorized changes or alterations to the questionnaire will render it void. It's crucial to complete the form as instructed without modifying its structure or content beyond what is requested.
What are the specific requirements for completing date and telephone number fields?

Date fields must be entered in the MM/DD/YYYY format. Telephone and fax number fields must be formatted as either XXX-XXX-XXXX or (XXX) XXX-XXXX. These formatting guidelines ensure standardization across submissions.
Can I submit a questionnaire with "Not Applicable" for some questions?

No, a response of “Not Applicable (N/A)” is not acceptable. All questions must be answered completely. If additional space is needed, photocopy the relevant section's page, indicate that additional information is attached, and include the photocopy with your submission.
Where do I send the completed VENDEX questionnaires?

Completed questionnaires must be sent to MOCS: 253 Broadway, 9th Floor, New York, New York 10007. Ensure that all sections are fully completed before submission to avoid delays.
What happens if the form is not fully completed?

Failure to submit a fully completed questionnaire may result in the rejection of the VENDEX submission. It's critical to review all entries for completeness and accuracy before submission.
Who do I contact if I have questions about the form?

If you have any questions or concerns regarding the VENDEX questionnaires, you can email them at VENDEXFEEDBACK@cityhall.nyc.gov. Assistance is also available by calling the VENDEX Unit at 212-341-0933.

Common mistakes

Filling out the New York Questionnaire form is an essential step for vendors wishing to do business with New York City. However, there are common mistakes that can lead to delays or rejection of the VENDEX submission. Recognizing and avoiding these mistakes is crucial for a smooth application process.

Incorrect Formatting in Date, Telephone, and Identification Fields: A frequent error is not following the specific format required for dates, telephone numbers, and identification numbers. Dates must be entered as MM/DD/YYYY. Telephone and fax numbers should follow the XXX-XXX-XXXX or (XXX) XXX-XXXX formats. EIN/TIN/SSN fields must contain 9 digits with no dashes for EIN/TIN, while SSN fields must be in the XXX-XX-XXXX format. Failing to adhere to these formats can cause misunderstandings or processing delays.
Omitting Mandatory Fields: Another common mistake is leaving certain fields blank or responding with “Not Applicable (N/A)” when that response is not acceptable. Every question must be answered fully and accurately. If unsure how to answer a particular question, it’s important to seek clarification rather than skip it or assume it’s not applicable. This oversight can lead to an incomplete submission, potentially resulting in its rejection.
Not Providing Additional Information When Required: The questionnaire explicitly states that if more space is needed for a response, the corresponding section’s page should be photocopied, with the additional information attached. This instruction is often overlooked, leading to incomplete answers. When a question requires a detailed response that cannot fit in the provided space, it’s vital to attach extra pages with the comprehensive information.
Failure to Submit in Paper Format: Despite the forms being fillable electronically, there is a clear requirement to complete, print, and submit paper copies. Some applicants mistakenly believe submitting the form electronically is sufficient, which is not the case. This requirement ensures that the VENDEX Unit receives the questionnaire in the desired format, and neglecting to submit paper copies will result in a failure to process the application.

By avoiding these mistakes, vendors can ensure their submissions are correctly formatted, complete, and consistent with the requirements, helping to expedite the review process. It’s always advisable to review the entire form and double-check answers before submission to avoid delays or the need for resubmission.

Documents used along the form

Completing the New York Vendor Questionnaire is a critical step for businesses establishing relationships with New York City agencies. It's a gateway to ensuring compliance and reliability but it's important to note that this questionnaire often doesn't stand alone. Many other documents typically accompany or follow the submission of the Vendor Questionnaire to meet the city's due diligence and regulatory requirements.

Principal Questionnaire: Similar to the Vendor Questionnaire, this form gathers comprehensive information about the key individuals or principals in a company. It's designed to assess the responsibility and integrity of those who exert significant control or influence over the business.
Certification of No Change: This document is submitted annually after the initial Questionnaires to affirm that the information previously provided remains accurate and has not changed. It helps in maintaining up-to-date records without the need for resubmitting entire questionnaires.
Doing Business Accountability (DBA) Form: Used to disclose relationships and shareholdings that might influence a vendor's dealings with the city. This form ensures transparency around any potential conflicts of interest.
Business Integrity Questionnaire: Required for companies seeking contracts involving public funds, this questionnaire serves as a vetting tool to prevent engagement with businesses of questionable integrity or past misconduct.
Vendor Supply Chain Information Form: This is essential for vendors supplying tangible goods. It discloses the supply chain to assert the reputation and reliability of the source of goods.
Contractor’s Annual Employment Report: For vendors with existing contracts, this report details employment practices, EEO compliance, and workforce diversity. It's a means of affirming a vendor's adherence to labor standards and equitable employment practices.
Proof of Insurance: Vendors must submit certificates evidencing their general liability, workers' compensation, and any other insurance coverage as required by the contract or solicitation terms. This ensures the vendor and city are protected against potential liabilities.

Collectively, these forms and documents create a comprehensive profile of a vendor's business practices, financial stability, and commitment to ethical and responsible operation. Submitting and maintaining these documents is not just about meeting statutory requirements; it's about building a foundation of trust and reliability with one of the largest procurement entities in the country. For businesses looking to thrive in this competitive landscape, being diligent and proactive in compliance is key..

Similar forms

The New York Questionnaire form, particularly the Vendor Questionnaire, shares similarities with a variety of other documents essential for business operations, compliance, and due diligence processes. Each of these documents serves its unique purpose but parallels the New York Questionnaire form in gathering detailed information about a business and its operational structure for different objectives.

The Business Registration form is one such document, primarily used when a new business is established or when an existing business starts operations in a new jurisdiction. Like the Vendor Questionnaire, it collects basic information about the business including its name, addresses, type of business entity, and owner information. This similarity lies in ensuring that the business is properly documented for tax and legal purposes, akin to how the Vendor Questionnaire ensures vendors are responsible and fit to conduct business with New York City.

Another akin document is the Contractor Prequalification form used by many government entities and large corporations to pre-screen contractors before they can bid on projects. These forms assess a company's financial stability, experience, and performance history, similar to how the Vendor and Principal Questionnaire segments aim to ensure that vendors are capable of fulfilling contracts with New York City efficiently and responsibly.

The IRS W-9 form, required for tax reporting purposes, is also related in the sense that it collects the taxpayer identification number (TIN), business name, and certification from vendors. This resemblance is seen in the collection of identifying and tax-related information to comply with regulatory requirements.

An Employment Eligibility Verification form (I-9) links with the Vendor Questionnaire through its objective of compliance—where the I-9 ensures eligibility to work in the U.S., the Vendor Questionnaire ensures vendors meet city compliance to do business. Both forms serve as a means to verify the integrity and legal standing of the individuals or entities in question.

The Credit Application form for businesses is designed to evaluate the creditworthiness of a business before extending credit. This evaluation mirrors the responsibility check inherent in the Vendor Questionnaire but focuses on financial stability and credit history to mitigate risk in financial dealings.

The Conflict of Interest Declaration forms, often used in procurement processes, ensure that there are no undisclosed relationships that could unduly influence the outcome of a business transaction. This preventive measure is akin to sections of the Vendor Questionnaire that seek to uncover relationships with public officials or city agencies that could constitute a conflict of interest.

The Foreign Corrupt Practices Act (FCPA) Compliance form, while more specific in its scope, shares the common goal of preventing unethical or illegal business practices. Similar to aspects of the Vendor Questionnaire, it gathers detailed information to ensure companies comply with legal standards and conduct business ethically, specifically in international contexts.

Lastly, the Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA) disclosure forms, although more specialized, similarly require detailed reporting about a company's environmental practices and risks. This parallels the Vendor Questionnaire’s aim of ensuring vendors adhere to laws and regulations, albeit with a focus on environmental responsibility.

In conclusion, while each form serves a distinct purpose within its operational or regulatory context, they all share the common theme of collecting detailed business information. This parallels the intent of the New York Questionnaire form in ensuring that vendors are thoroughly vetted for responsibility, compliance, and capability in their engagements with New York City.

Dos and Don'ts

When filling out the New York Questionnaire form, it is crucial to pay attention to the instructions and requirements. Below are guidelines to ensure the form is completed accurately and effectively.

Do:

Read the entire form and instructions carefully before starting to fill it out.
Use the format MM/DD/YYYY for date fields as required.
Enter telephone and fax numbers in the format XXX-XXX-XXXX or (XXX) XXX-XXXX as specified.
Ensure that the EIN/TIN/SSN fields contain 9 digits and are entered without dashes, except where SSN-only fields specify a different format.
Print and submit the paper copies of the form, even though it is fillable online, as per the instructions.
Contact VENDEXFEEDBACK@cityhall.nyc.gov for any questions or concerns about the form.
Answer all questions completely; a response of "Not Applicable (N/A)" is not acceptable.
Typewrite or print answers in ink to maintain legibility.
Download and review the "Vendor’s Guide to VENDEX" for assistance and explanation of terms used in the questionnaire.

Don't:

Skip any sections or questions; all questions must be answered fully.
Alter the format of the fields, even if the form's limitations prevent a perfect match with the underlying formatting.
Make unauthorized changes or alterations to the questionnaire, as this will void the document.
Use dashes in the EIN/TIN/SSN fields unless specifically instructed to do so.
Forget to attach additional information if more space is needed; ensure the corresponding section’s box is checked to indicate attached information.
Overlook the requirement to submit paper copies, even after completing the fillable form.
Ignore the specific formatting requirements for date, telephone, fax, and identification numbers.
Delay reaching out to VENDEXFEEDBACK@cityhall.nyc.gov or the VENDEX Unit for guidance if needed.
Submit the form without ensuring that all provided information is correct and complete.

By adhering to these guidelines, the process of completing and submitting the New York Questionnaire form can be smooth and free from common errors that could delay or affect the submission.

Misconceptions

There are several common misconceptions about the New York Questionnaire form, which can lead to confusion among vendors seeking to do business with New York City. Clarifying these misunderstandings can ensure smoother interactions with the city's procurement processes.

Many believe that the process has gone entirely digital, and you no longer need to submit paper copies. However, even though the forms are now fillable online, vendors must still complete, print, and submit these forms in paper format.
Another misconception is that fields not matching the format provided due to limitations are unacceptable. In truth, while there are format requirements, the form is designed to accept all information, even if the field formatting appears inconsistent.
Some assume that if information is not applicable, they can leave it blank or write "N/A". The instructions clearly state that all questions must be answered fully, indicating that "Not Applicable" is not an acceptable response.
There's often confusion around the requirement for social security numbers, especially concerning privacy. The disclosure of the social security number is mandatory for tax purposes and may be used for general identification unless explicitly declined.
It's a common misconception that the questionnaire needs to be filled out by the principal owner only. The form can be completed by any individual with the appropriate knowledge and authority, as long as the person's title and contact information are provided.
Some vendors think once they submit their forms, the process is complete. However, making any unauthorized changes or alterations to the questionnaire after submission can void the submission, implying that the process may require further action.
Lastly, vendors might believe they only need to detail their principal office. Instead, the form requires information on all primary places of business, including those in the New York City metropolitan area within the last five years, emphasizing the city's thorough due diligence process.

Understanding these nuances can prevent common mistakes and delays in the procurement process, making it smoother for both vendors and New York City.

Key takeaways

When preparing and submitting the New York Vendor Questionnaire, vendors must adhere to detailed instructions to ensure compliance and accuracy in their application. Here are eight key takeaways to assist with this process:

All fields must be completed: Responses such as "Not Applicable (N/A)" are not acceptable. Every question requires a proper response.
Formats for entry in specific fields: Date fields must adhere to the MM/DD/YYYY format, while telephone and fax numbers should be in the XXX-XXX-XXXX or (XXX) XXX-XXXX format. Social Security Numbers (SSNs) and Employer Identification Numbers (EINs) or Taxpayer Identification Numbers (TINs) must be correctly formatted based on the field's requirements.
Submission in paper format is required: Even though the forms are fillable online, vendors are required to print and submit paper copies for official submission.
Additional pages for extended responses: If more space is needed to provide a complete answer to any question, vendors should photocopy the relevant section, indicate that additional information is attached, and include these pages with their submission.
Use of the Vendor’s Guide to VENDEX: This guide offers clarifications for filling out the questionnaire, including definitions of terms in boldface. It is a valuable resource for ensuring the forms are filled out correctly.
Contact information: For questions or concerns regarding the questionnaire, vendors can reach out to the provided email or phone number for assistance.
Comprehensive and accurate disclosure: It is crucial that vendors provide detailed and accurate information regarding their business, including any other names or addresses used, shared spaces, and any affiliations with city officials or entities.
Failure to comply may lead to submission rejection: Incomplete questionnaires or unauthorized alterations to the form can result in the rejection of the VENDEX submission, highlighting the importance of careful and complete filling of the form.

Contacting the VENDEX Unit for assistance and using the Vendor's Guide as a reference tool can significantly streamline the process, ensuring a thorough and compliant submission.

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