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Free Vendex Nyc Form

The Vendor Information Exchange System (VENDEX) form is a crucial tool designed to gather information from vendors seeking to do business with New York City. It consists of two main questionnaires: the vendor questionnaire and the principal questionnaire, both of which aim to ensure that the city partners with responsible vendors. Completing these forms accurately is essential for maintaining compliance with city regulations and fostering a transparent procurement process.

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The Vendex NYC form plays a crucial role in the procurement process for businesses seeking to engage with New York City. It consists of two primary questionnaires: the Vendor Questionnaire and the Principal Questionnaire. These documents are essential for collecting comprehensive information from vendors, ensuring compliance with the city's charter that mandates business dealings only with responsible vendors. As of September 25, 2014, the questionnaires have been made fillable, streamlining the initial data entry process. However, it is important to remember that even with this digital enhancement, all vendors must complete, print, and submit paper copies of the questionnaires. Specific formatting guidelines are provided for various fields, such as dates and identification numbers, to maintain consistency and accuracy. Additionally, the form requires complete responses; simply marking questions as "Not Applicable" is not acceptable. Vendors must provide detailed answers, especially for any "yes" responses, to avoid potential rejection of their submission. For those who need assistance, resources such as the "Vendor's Guide to VENDEX" are available online, alongside support from the VENDEX Unit. Ensuring that the form is filled out carefully and completely is paramount, as any unauthorized changes will render it void.

Similar forms

The Vendex NYC form is a critical document for vendors wishing to engage in business with New York City. It is similar to several other forms used in various contexts for gathering information about individuals and organizations. Below are four documents that share similarities with the Vendex NYC form:

Vendor Registration Form: Like the Vendex form, the vendor registration form collects essential information about businesses wishing to conduct transactions with a government entity. Both documents require detailed information about the vendor, including ownership structure and contact details, ensuring that only qualified vendors are considered for contracts.
Conflict of Interest Disclosure Form: This form requires individuals or entities to disclose any potential conflicts that may arise in their dealings with a government body. Similar to the Vendex form, it seeks to ensure transparency and accountability in business relationships, asking for information about affiliations and financial interests.
Business License Application: A business license application collects information necessary for a government to grant permission for a business to operate. Both forms require detailed information about the business structure, ownership, and compliance with local regulations, aiming to ensure that all businesses meet the necessary legal standards.
Grant Application Form: Grant applications are used by organizations seeking funding from government sources. Like the Vendex form, these applications require detailed information about the organization, including its purpose, structure, and financial status, to assess eligibility for funding and ensure responsible use of public funds.

Form Preview

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.

Principal Questionnair Fillable 9/25/14				Revised 9/25/14
Page 1 of 7	Principal’s SSN		-		-

PRINCIPAL 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

Type of submission: (Check one)

1.Full questionnaire

2.Changed questionnaire

If checked, provide submission date of last full questionnaire:

Name of person completing this principal 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

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

Principal Questionnaire				Revised 9/25/14
Page 2 of 7	Principal’s SSN		-		-

1. Principal owner or officer’s name

SSN

Date of birth

Home address

Street/P.O. Box/Apt Number

Floor #/Suite #

City/State/Zip Code

Primary place of business address

Street/P.O. Box/Apt Number

Floor #/Suite #

City/State/Zip Code

Business telephone (

)

Business fax number (

)

Business email address

2. State all positions (with dates) held with submitting vendor during the past five (5) years

Title of position held:

Dates held

From

Check if more than three (3) positions were held, and attach list of titles and dates held

3.	No	Yes	Do you hold a ten (10) percent or greater ownership interest in the
			submitting vendor?

4.	No	Yes	Are there any outstanding loans, guarantees or any other form of security
			or lease or any other type of contribution made in whole or in part between
			you and the submitting vendor?

5.	No	Yes	Within the past three (3) years, have you been a principal owner or officer
			of any entity other than the submitting vendor?

6.	No	Yes	Has New York City awarded any contracts to an entity listed in response
			to Question 5 while you were a principal owner or officer?

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

Principal Questionnaire		Revised 9/25/14
Page 3 of 7	Principal’s SSN		-		-

7.At any time during the past five (5) years, have you, and/or any entity in which you have been a principal owner or officer, been subject to any of the following actions, whether pending or completed:

a..	No	Yes	debarred from bidding on any government contract?
b.	No	Yes found non-responsible on any government contract?
c.	No	Yes	declared in default and/or terminated for cause on any contract, and/or had
			any contract canceled for cause?
d.	No	Yes	determined to be ineligible to bid or propose on any contract?
e.	No	Yes	suspended from bidding on any government contract?
f.	No	Yes	received an overall unsatisfactory performance rating from any government
			agency on any contract or agreement?

8. Do you presently serve, or have you within the past five (5) years served, as:

a.	No	Yes	an elected or appointed 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 that is or was involved
			in the solicitation, negotiation, operation and/or administration of contracts on
			which the submitting vendor will work during this three year VENDEX cycle?

9. During the past five (5) years, have you failed to:

a.	No	Yes	file any applicable federal, state or New York City tax returns?
b.	No	Yes	pay any applicable federal, state or New York City taxes or other assessed
			New York City charges, including but not limited to water and sewer charges?

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

Principal Questionnaire				Revised 9/25/14
Page 4 of 7	Principal’s SSN		-		-

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

Corresponds to Question 3.

Total percentage of stock owned:

Purchase date:

(if sole proprietorship,

enter 100%)

Corresponds to Question 4. (check all that apply)

Loan amount

Lease amount

Guarantee amount

Other

(Name)

Security amount

Other

(Name)

Corresponds to Question 5.

Name of entity of which you are/were a principal owner or officer

Address

EIN/TIN

Telephone number (

)

Your title

Associated from

Still serving

Check if attaching additional information

Corresponds to Question 6.

Name of entity that received the contract

EIN/TIN

Check if attaching additional information

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

Principal Questionnaire				Revised 9/25/14
Page 5 of 7	Principal’s SSN		-		-

Corresponds to Question 7. (Use this box for only one action. For each additional action, photocopy this page, complete the information and attach to this questionnaire.)

The following refers to section:

Action applies to:

You (as principal owner or officer)

Entity. If checked, name

Entity’s EIN/TIN

Your title (as principal owner or officer) (while action was underway)

Action is:

Pending

Completed

Date of action

From

Still ongoing

Name of agency initiating action

Contract number

Reason for action

Check if attaching additional information

Corresponds to Question 8. (check all that apply)

8a.

elected official

elected officer

appointed official

Name of agency where you serve(d)

Date started

Date completed

Still Serving

Check if attaching additional information

8b.

Full time employee

Part time employee

Consultant to NYC agency

Name of agency where you work(ed)

Date started

Date completed

Still Serving

Check if attaching additional information

8c.

paid officer

unpaid officer

Name of political party or organization

Date started

Date completed

Still Serving

Check if attaching additional information

8d.

Individual serves/served New York City agency as

consultant

advisor

Employee/advisor’s name

SSN

Date of Birth

Name of NYC agency

Check if attaching additional information

Principal Questionnaire

Revised 9/25/14

Page 6 of 7

Principal’s SSN

Corresponds to Question 9.

9a.

You failed to file

Federal taxes

State taxes

N.Y. City taxes

Other

If “State” is checked, and other than N.Y., name State

If “Other“ is checked, specify

Taxes were not filed for tax years:

Check if attaching additional information

9b.

You failed to pay:

Federal taxes

State taxes

N.Y. City taxes

Other NYC charge

If “State” is checked, and other than N.Y., name State

If “Other NYC charge(s)” is checked, specify

Taxes were not paid for tax years:

Check if attaching additional information

Principal Questionnaire				Revised 9/25/14
Page 7 of 7	Principal’s SSN		-		-

CERTIFICATION

THE PRINCIPAL QUESTIONNAIRE MUST BE CERTIFIED BY THE PRINCIPAL COMPLETING THE QUESTIONNAIRE. A MATERIALLY FALSE STATEMENT WILLFULLY OR FRAUDULENTLY MADE IN CONNECTION WITH THIS QUESTIONNAIRE MAY RESULT IN RENDERING THE SUBMITTING VENDOR NON-RESPONSIBLE WITH RESPECT TO THE VENDEX SUBMISSION AND, IN ADDITION, MAY SUBJECT THE PERSON MAKING THE FALSE STATEMENT TO CRIMINAL CHARGES.

I,		serving as		for	,

	Name		Title		Submitting Vendor’s Name

being duly sworn, certify that:

•I have not altered the substance of this questionnaire in any manner;

•I have read and understand all of the items contained in the foregoing 6 pages of this

questionnaire and the following

pages of attachments;

•I supplied full and complete responses to each item therein to the best of my knowledge, information and belief;

•I understand that New York City will rely on the information supplied in this questionnaire as an inducement to enter into a contract with the submitting vendor;

•I understand that at the time of execution of any contract with New York City, the submitting vendor will be required to certify that the information I have supplied remains accurate, and I further understand that I may provide to the VENDEX unit, in writing, any change(s) in the information provided in this questionnaire at the time of any change in the circumstances;

•I have read the vendor questionnaire submitted by the submitting vendor, and the answers thereto, and that, to the best of my knowledge, information and belief, those answers are full, complete and accurate.

Sworn to before me this		day of		, 20	;

Notary Public

Print name

Signature

/ /

Date

Common mistakes

When filling out the Vendex NYC form, individuals often make several common mistakes that can lead to delays or even rejection of their submission. One frequent error is failing to adhere to the specified formatting requirements for various fields. For example, date fields must be entered in the MM/DD/YYYY format, while telephone and fax numbers should follow the XXX-XXX-XXXX or (XXX) XXX-XXXX formats. Neglecting these guidelines can result in a form that is considered incomplete.

Another mistake involves the handling of Social Security Numbers (SSNs) and Employer Identification Numbers (EINs). These numbers must consist of exactly nine digits without any dashes. Applicants sometimes mistakenly include dashes or fail to provide the complete number. This oversight can lead to complications in processing the application, as accurate identification is crucial for compliance with tax regulations.

In addition, many people overlook the requirement that all questions must be answered. Responses like “Not Applicable (N/A)” are not acceptable. This can lead to a form being deemed incomplete, which could hinder the vendor's ability to conduct business with New York City. It is essential to provide thorough answers or, if more space is needed, to attach additional pages as specified.

Furthermore, individuals often forget to sign and date the form before submission. The absence of a signature can render the application invalid, and the form may be returned for correction. Taking the time to ensure that all necessary signatures are included is an important step in the submission process.

Finally, applicants sometimes fail to print and submit the required paper copies, despite the form being fillable online. The instructions clearly state that completed forms must be printed and submitted in hard copy. Ignoring this requirement can lead to significant delays in processing the application, as electronic submissions are not accepted. Adhering to all submission guidelines is crucial for a successful application.

More About Vendex Nyc

What is the purpose of the Vendex NYC form?
The Vendex NYC form is designed to collect essential information from vendors wishing to do business with New York City. This process ensures that the city adheres to its charter mandate, which requires it to engage only with responsible vendors. The form includes two main questionnaires: the Vendor Questionnaire and the Principal Questionnaire, both of which must be completed accurately.
How do I obtain the Vendex NYC form?
You can obtain the Vendex NYC form in paper format by contacting the Vendex Unit at 212-341-0933. Additionally, the form is available for download on the NYC website at http://www.nyc.gov/vendex. Ensure you complete the form in paper format, as electronic submissions are not accepted.
What are the requirements for filling out the form?
When filling out the Vendex NYC form, it is crucial to answer all questions completely. Responses such as “Not Applicable (N/A)” are not acceptable. The answers must be typewritten or printed in ink. If additional space is needed, you can photocopy the relevant section, check the box indicating that extra information is attached, and include it with your submission. Specific formatting is required for certain fields, such as dates and identification numbers.
What should I do if I encounter issues with the form?
If you have any questions or concerns regarding the Vendex NYC form, you can reach out via email at VENDEXFEEDBACK@cityhall.nyc.gov. The team will respond to your inquiries as soon as possible. It is important to address any issues promptly to avoid delays in your submission.
What happens if I do not submit a fully completed questionnaire?
Submitting an incomplete questionnaire can lead to the rejection of your Vendex submission. It is essential to answer all questions thoroughly and accurately. Additionally, making any unauthorized changes or alterations to the questionnaire will render it void. Therefore, careful attention to detail is necessary to ensure compliance and successful processing of your application.

Misconceptions

Misconception 1: The Vendex NYC form can be submitted online.

This is incorrect. While the questionnaires are now fillable, you must still complete, print, and submit paper copies of the forms.

Misconception 2: All questions on the form can be skipped if they are not applicable.

In fact, every question must be answered. Responses like “Not Applicable (N/A)” are not acceptable.

Misconception 3: There is no specific format required for entering information.

Certain fields have strict formatting requirements. For example, date fields must follow the MM/DD/YYYY format, and Social Security Number fields must not include dashes.

Misconception 4: You can modify the form to fit your needs.

Making any unauthorized changes or alterations to the questionnaire will render it void. It is crucial to submit the form as it is provided.

Misconception 5: You can submit the form to any address.

All forms must be sent specifically to the Mayor's Office of Contract Services at the designated address: 253 Broadway, 9th Floor, New York, NY 10007.

Misconception 6: Assistance is not available for completing the form.

Help is readily available. You can contact the VENDEX Unit at 212-341-0933 or download the “Vendor’s Guide to VENDEX” for detailed assistance.

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Key takeaways

When completing the Vendex NYC form, it is essential to keep several key points in mind to ensure a smooth submission process.

Fillable Forms: As of September 25, 2014, the Vendex questionnaires are fillable, but paper copies must still be printed and submitted.
Required Questionnaires: The submission includes three key questionnaires: the Vendor Questionnaire, the Principal Questionnaire, and the Certification of No Change.
Field Requirements: Certain fields have specific formatting requirements, such as date fields needing to follow the MM/DD/YYYY format.
Answering Questions: All questions must be answered completely; responses such as “Not Applicable” are not acceptable.
Typewritten Responses: Answers should be typewritten or printed in ink to ensure clarity and legibility.
Additional Space: If more space is needed, photocopy the relevant page, check the box indicating additional information is attached, and include it with the submission.
Vendor’s Guide: Utilize the “Vendor’s Guide to VENDEX” for assistance and definitions of terms found in the questionnaires.
Submission Location: All completed forms must be sent to the Mayor’s Office of Contract Services (MOCS) at 253 Broadway, 9th Floor, New York, NY 10007.
Contact Information: For any questions or concerns, reach out to the VENDEX Unit at 212-341-0933 or via email at VENDEXFEEDBACK@cityhall.nyc.gov.
Consequences of Incompletion: Failing to submit a fully completed questionnaire may lead to rejection of the submission, so careful attention is crucial.

By adhering to these guidelines, individuals can navigate the Vendex NYC form submission process more effectively.

Vendex Nyc: Usage Guide

Completing the Vendex NYC form is a crucial step for vendors wishing to do business with New York City. After filling out the form, you will need to print and submit it in paper format. Ensure that all required fields are accurately filled out to avoid any delays in processing.

Obtain the Vendex NYC form, which includes the Vendor Questionnaire, Principal Questionnaire, and Certification of No Change. You can download it from the NYC website or request a paper copy from the VENDEX Unit.
Fill out the Vendor Questionnaire with the required information, ensuring that all questions are answered completely. A response of "Not Applicable" is not acceptable.

Proceed to the Principal Questionnaire. Enter the principal owner's or officer's name, SSN, date of birth, and home address accurately.

Provide the primary place of business address and contact information, including business telephone and fax numbers, as well as an email address.

List all positions held with the submitting vendor in the past five years, including titles and dates. If more than three positions were held, attach a separate list.

Answer the yes/no questions carefully, providing additional details where required. Be thorough in your responses, especially for questions answered with "YES."

If you need more space for any answers, photocopy the corresponding section’s page, check the box indicating additional information is attached, and include the photocopied page.

Review the entire form for accuracy and completeness. Any unauthorized changes will void the submission.

Print the completed form. Remember, even though the form is fillable, you must submit paper copies.

Submit the printed forms to MOCS at 253 Broadway, 9th Floor, New York, NY 10007.

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