Free Nyc Doing Business Data Form in PDF

1. What is the purpose of the Doing Business Data Form (DBDF)?

   The DBDF serves to gather current and correct identification details about entities engaged in business with the City of New York. This process aligns with Local Law 34 of 2007 (LL 34), aimed at reforming campaign finance by limiting municipal campaign contributions from principal officers, owners, and senior managers of entities doing business with the city. The law necessitates the establishment of a Doing Business Database to enforce these regulations. The requested information is essential irrespective of whether the entity or associated individuals make or plan to make campaign contributions. Importantly, no sensitive personal data collected through this form will be disclosed publicly.

2. Why have I received this DBDF?

   Entities engaged in various affordable housing transactions with the city, such as purchasing city-owned land, applying for affordable housing loans or grants, seeking discretionary tax benefits, applying for low-income housing tax credits, or entering into inclusionary housing agreements, are mandated to complete this form. The requirement covers any transaction considered a business dealing with the City under LL 34, ensuring no covered transaction proceeds without a completed DBDF. The act also applies to other business dealings including contracts for goods, services, and construction, among others.

3. What individuals will be included in the Doing Business Database?

   The database will include:

   • Principal Officers, such as CEOs, CFOs, and COOs, or their equivalents, based on their functional roles within the entity.
   • Principal Owners, defined as individuals who own or control 10% or more of the organization. This group includes stockholders, partners, and any other person with a significant ownership stake or control over the entity.
   • Senior Managers, which entails any person who, through title or duties, exercises considerable discretion and high-level oversight regarding affordable housing transactions with the city. At least one Senior Manager must be listed for the DBDF to be deemed complete.

   From January 2018, the regulation expanded to include not just individuals but also organizations holding a 10% or greater ownership stake in the entity.

4. Will the personal information on the DBDF be available to the public?

   No, the form is designed to protect sensitive information. While the names and titles of officers, owners, and senior managers, as well as details about the entity, are accessible to the public, personal identifying information such as home addresses and birth dates will remain confidential and will not be disclosed publicly or used for communication purposes.

5. I have already completed a Doing Business Data Form, do I have to submit another one?

   Yes, entities are required to submit a DBDF for every new transaction considered a business dealing with the City. The form includes options for both "Change," which requires only updated information since the last submission, and "No Change," for cases where details remain the same. However, an entity is typically not expected to fill out the entire form more than once. If submitting for a different type of transaction (e.g., moving from a contract to an affordable housing transaction), the "Change" option should be utilized with a focus on updating required sections.

6. I provided some of this information in PASSPort; do I have to provide it again?

   Yes, despite the overlap in some information requested by the DBDF and PASSPort, they fulfil separate purposes. Moreover, the DBDF includes specific questions about senior managers that are not covered in PASSPort. Therefore, entities must complete the DBDF independently of any information previously submitted through PASSPort to comply fully with the requirements.

When completing the NYC Doing Business Data Form, individuals frequently encounter multiple challenges that can lead to errors. These mistakes not only delay the process but can also lead to inaccuracies in the public database. By understanding these common errors, people can significantly improve their submission quality. Below are four common mistakes worth addressing.

1. Failure to Select the Correct Transaction Type: The form requires the selection of a specific transaction type, such as solicitation, award, or loan/grant, among others. A common mistake is overlooking this section or selecting the wrong type. This error can lead to confusion about the nature of the business relationship with the city and potentially affect the processing of the form.
2. Incomplete Principal Officer Information: The form mandates detailed information about principal officers, including names, titles, and contact details. Incomplete submissions or failure to report a change in officers can result in inaccurate public records. This mistake hinders transparency and may question the entity’s credibility.
3. Omission of Ownership Information: Entities often overlook the requirement to list individuals or organizations that own or control 10% or more of the entity. Failure to accurately report this information not only contravenes the instruction but also affects the integrity of the database, potentially having legal ramifications.
4. Incorrect or Incomplete Certification: The certification at the end of the form is a critical component. It requires a signature and date to confirm the accuracy and completeness of the information provided. Skipping this step, providing false information, or failing to sign can result in the entity being found non-responsible and denied future City awards.

Apart from these specific mistakes, a general oversight is not consulting with the Doing Business Accountability Project for assistance when needed. Entities often assume that the process is straightforward and do not seek clarification. This results in avoidable mistakes that could have been resolved with the appropriate guidance. Individuals are encouraged to contact the Doing Business Accountability Project for any questions or clarifications to ensure the accuracy and completeness of their submission.

In summary, while the process of filling out the NYC Doing Business Data Form is a critical step in conducting business with the city, it is fraught with potential pitfalls that can be mitigated by paying close attention to the form’s requirements. Ensuring accurate and complete information not only facilitates smoother transactions with the city but also contributes to the integrity of public records.

When organizations engage in affordable housing transactions with the City of New York, completing the Doing Business Data Form is just the first step in a series of required documentation. This form, crucial for transparency and compliance with Local Law 34 of 2007, is often accompanied by additional forms and documents to ensure thorough and accurate processing. Let's explore some of these essential documents that typically accompany the Doing Business Data Form.

• Proof of Entity Registration: This includes documents such as the certificate of incorporation for corporations, articles of organization for LLCs, or similar foundational documents. It serves as the legal basis for the entity's existence and ability to conduct business.
• Ownership and Control Documentation: Details regarding ownership percentages, especially for entities where no single individual or organization controls more than 10% of the entity. This might include stock certificates, partnership agreements, or operating agreements.
• Conflicts of Interest Form: A document seeking information about potential conflicts of interest between the entity’s officers or managers and the City of New (York).
• Principal Officer's Identification: A government-issued ID may be required for each principal officer to verify their identity.
• Financial Statements: Recent financial statements of the entity to assess its financial health and stability.
• Tax Compliance Certification: A form or letter certifying that the entity is up to date on all federal, state, and city taxes. This assures the City of New York that the entity complies with tax laws.
• Non-Discrimination Certificate: Certifying compliance with anti-discrimination laws at federal, state, and city levels. This is crucial for entities engaging in public transactions.
• Previous Transactions Disclosure: Information on prior affordable housing transactions or other business dealings with the City, to provide a context for the current transaction.
• Employer Identification Number (EIN) Confirmation: A document confirming the entity’s EIN, which is necessary for financial transactions and tax purposes.
• VENDEX Questionnaire: Though not directly related to the Doing Business Data Form requirements, entities may be asked to fill out a VENDEX Questionnaire as part of the city’s vendor information exchange system to ensure compliance with city-wide vendor performance tracking.

Collectively, these documents complement the Doing Business Data Form to give the City of New York a comprehensive overview of an entity’s legal, financial, and operational fitness to engage in affordable housing transactions. Entities are advised to meticulously prepare and submit these documents to ensure a seamless and compliant transaction process. While the documentation may seem daunting, each plays a vital role in ensuring the integrity of city transactions and the accountability of entities doing business with the City.

The Vendor Information Form (VIF) shares similarities with the NYC Doing Business Data Form in various respects. Both forms require entities to disclose comprehensive information about their organizational structure, including principal officers and, in certain cases, significant shareholders or owners. The primary purpose of these forms is to maintain accurate records for governmental oversight and to ensure compliance with applicable laws and regulations. While the Doing Business Data Form is specific to those engaging in affordable housing transactions with the City of New York, the VIF is often used more broadly by organizations providing goods and services to government agencies, illustrating their intersecting goals of transparency and accountability.

The Statement of Owner's Information form parallels the NYC Doing Business Data Form by necessitating the disclosure of details regarding the ownership and management of companies. This resemblance lies in the requirement for entities to list principal owners who have significant control over the company, akin to the mandate that organizations disclose individuals or entities with 10% or more ownership in the Doing Business Data Form. Both forms serve to provide a clear view of the financial and managerial hierarchy of a company, facilitating regulatory compliance and enhancing the transparency of business transactions with the city or other bodies.

The Conflict of Interest Disclosure form and the NYC Doing Business Data Form are similar as they both aim to identify potential conflicts of interest within transactions involving public and private entities. Entities must disclose information about their officers and significant stakeholders, which is closely examined to prevent conflicts of interest that might affect the integrity of transactions. This requirement underscores an overarching commitment to ethical standards and the prevention of corruption in both private sector dealings and their interactions with public entities.

Contractor Qualification Statement is another document bearing resemblance to the NYC Doing Business Data Form, as it typically requires contractors to provide detailed information about their company’s structure, including the identification of key management personnel and, in some instances, significant owners. Like the Doing Business Data Form, its primary function is to evaluate the readiness and suitability of an entity to conduct business, focusing on ensuring that contractors meet the necessary qualifications for public contracts or transactions. This ensures a level of scrutiny comparable to that sought by the City of New York in affordable housing deals, where an understanding of an entity's management and ownership structure is crucial.

The Political Contributions Disclosure form echoes aspects of the NYC Doing Business Data Form with its focus on the interplay between business dealings and political influence. Both documents necessitate the disclosure of information that could illuminate potential conflicts of interest or influence-peddling. By monitoring the affiliations and financial contributions of companies’ principals, these forms work in tandem to uphold integrity within public contracting processes and political campaigns, reflecting a shared goal of fostering transparent and fair practices.

The Business Integrity Questionnaire (BIQ) is reminiscent of the NYC Doing Business Data Form in its aim to assess the integrity and transparency of businesses engaged in specific activities or seeking certain privileges from the government. The BIQ requires detailed disclosures about the business’s ownership, management, and any legal issues, similar to the data collection for those participating in affordable housing transactions. This questionnaire acts as a vetting tool to ensure that only entities demonstrating a commitment to lawful and ethical business practices are considered for opportunities or responsibilities, paralleling the intentions behind the Doing Business Data Form.

Last, the Lobbying Activity Disclosure form shares objectives with the NYC Doing Business Data Form in terms of promoting transparency and accountability in the interactions between the private sector and government entities. Entities are required to disclose detailed information about lobbying activities, much like how businesses disclose information concerning their dealings with the city. Both forms facilitate a better understanding of the relationships and exchanges between businesses and public officials, safeguarding the public interest by ensuring that decision-making is guided by the merits of proposals rather than undue influence.

When completing the NYC Doing Business Data Form for Affordable Housing Transactions, it’s crucial to follow guidelines precisely to ensure the submission is valid and fulfills all requirements. Here are things you should and shouldn't do when filling out this form:

• Do print clearly in black ink if you are filling out the form by hand. This ensures that all information is legible and accurately recorded.
• Do type responses directly into the fillable form if possible. This minimizes errors and improves clarity.
• Do complete the certification box on the last page. Without this, the form is incomplete and cannot be processed.
• Do include the correct information for principal officers, owners, and senior managers. This data is crucial for the public database and must be accurate.
• Do update any changes to entity information if this is not your first time submitting the form. Accurate, up-to-date information is crucial for compliance.
• Do not leave any required fields blank, unless specified that it’s optional or not applicable.
• Do not use colors other than black ink for handwritten entries. This ensures consistency and readability.
• Do not forget to list both individuals and organizations that own 10% or more of the entity. As of January 2018, this information is required.
• Do not submit incomplete forms. Carefully review the form before submission to ensure all necessary information is provided.

Proper attention to these guidelines will aid in the smooth processing of your Doing Business Data Form and ensure compliance with the city’s requirements. If there are questions or need for clarification, please contact the Doing Business Accountability Project.

Exploring various assumptions and misconceptions about the New York City Doing Business Data Form illuminates the importance of understanding municipal processes and obligations. This form, essential for entities engaging in affordable housing transactions with the City, is often misunderstood in several key aspects. Addressing these misconceptions can clarify the form’s purpose, requirements, and impact on organizations and individuals involved in such dealings.

• The form is optional for companies doing business with NYC. This is a common misunderstanding. In reality, submission of a complete and accurate Doing Business Data Form is mandatory for any entity entering into an affordable housing transaction with the City of New York. The form’s completion ensures compliance with local laws and facilitates transparency and accountability in municipal transactions.

• Only the company's basic information is disclosed to the public. This simplification overlooks the form's broader disclosure scope. While it's true that sensitive personal information is not made public, the names, titles, and organizational affiliations of principal officers, owners, and senior managers, as well as the identities of organizations owning 10% or more of the entity, are included in a public database. This transparency underscores the commitment to accountability in city dealings.

• Filling out the form once is sufficient for all future transactions. This assumption is incorrect. Entities are required to submit a new Doing Business Data Form for every transaction considered a business dealing with the City. However, there are options within the form to indicate changes or confirm that no changes have occurred since the last submission, which streamlines the process for recurrent submissions.

• The form serves the same purpose as the PASSPort registration. Although there might appear to be overlap, the Doing Business Data Form and PASSPort registration serve distinct functions. PASSPort focuses on procurement processes, whereas the Doing Business Data Form specifically collects information for enforcing campaign finance laws and maintaining a public database of those doing business with the City.

• Campaign contributions are irrelevant to the form’s submission. On the contrary, the collection of detailed organizational and personal information is directly related to campaign finance regulation. Regardless of whether an entity or its affiliates intend to make campaign contributions, completing the form is a prerequisite for engaging in certain transactions with the City. This ensures compliance with Local Law 34 of 2007, aimed at curbing the influence of campaign contributions on municipal transactions.

Understanding these aspects of the Doing Business Data Form is crucial for entities and individuals involved in affordable housing transactions with New York City. Mistaking the form’s purpose, scope, or requirements can lead to non-compliance, affecting an entity’s ability to do business with the City. Hence, ensuring accurate and complete submissions in accordance with the form's guidelines is essential for participating in New York City’s affordable housing initiatives.

• Entities involved in affordable housing transactions with New York City must fill out the Doing Business Data Form to record essential information about principal officers, owners, and senior managers.
• The data collected on this form, specifically names, employers, titles, and entities owning 10% or more, will be included in a public database. This transparency helps the public know who is doing business with the city.
• Accuracy and completion of the form are mandatory to proceed with any affordable housing transactions with the city, emphasizing the importance of thoroughness and honesty in reporting.
• Personal information such as home addresses and dates of birth provided on the form will not be disclosed publicly, ensuring some level of privacy for individuals.
• This form is distinct from other city requirements like the PASSPort registration or VENDEX, highlighting the unique compliance required for affordable housing transactions.
• Updates or changes to the information previously submitted require a different process, emphasizing the need for current and accurate data in the city's records.
• The Doing Business Data Form plays a crucial role in campaign finance reform by limiting municipal campaign contributions from individuals or entities engaged in significant transactions with the city.
• Even if no campaign contributions are planned by the entities or their representatives, completion of this form is still required, indicating its role goes beyond campaign finance.
• Please return the completed form to the issuing city office, not directly to the Doing Business Accountability Project, ensuring it reaches the correct department for processing.
• Contact information and resources are provided for assistance, suggesting that the city offers support for those who have questions or need clarification while filling out the form.