New York State Office of the State Comptroller Vendor Responsibility

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New York State Office of the State Comptroller
Vendor Responsibility

• State Purchasing Forum
• May 18 and 19, 2005

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Objectives of Discussion

• Overview of Vendor Responsibility
• Implementation
• Future Vision

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What is Vendor Responsibility?

• A responsible vendor is one that has the capacity
  to fully perform its contractual obligations, and
  the integrity to justify the award of public
  dollars.
• Major Factors
• Integrity
• Past Performance
• Legal Capacity
• Financial and Organizational Capacity
• Vendor Responsibility is not a new requirement.

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Objectives

• Consistent standards across all agencies
• Focus on efficiency and effectiveness of
  government processes
• Increase ability to identify and address
  responsibility issues
• Provide support and knowledge exchange

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OSC Vendor Responsibility Web Site

• Summary
• Whats New
• Bulletin
• Templates and Forms
• Outreach
• FAQs (Frequently Asked Questions)
• Assistance Chart
• Resources
• http//www.osc.state.ny.us/vendrep/index.htm

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Agency Responsibilities

• Information collection
• Information review and analysis
• Case-by-case reviews and judgment
• Address responsibility issues
• No action warranted
• Vendor corrective action prior to award
• Corrective action, and enhanced monitoring and
  reporting as a contract term
• Non-responsibility finding after Due Process,
  award to next-ranked vendor
• Document in Procurement Record

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Procurement Record
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Focus on Initial Award

• Initial point of selection is best time to get
  information and evaluate vendor
• Greatest cooperation from vendor
• Minimize program impact if purchase negotiations
  extended or initial selection decision must be
  changed
• However, if vendor status or specifics change,
  look again

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Implementation Outreach

• Extensive outreach
• Vendor Community
• Agency
• OSC emphasis on
• Capacity building
• Cooperative approach
• Evolutionary

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Implementation Results

• Vendor community
• Agencies
• Value Added
• Examples

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Implementation Frequent Issues

• Information Collection
• What is necessary
• Validation
• Department of State
• Integrity
• Resource Checks
• Disclosure (Questionnaire)
• NFP vendors new to questionnaires
• Vendors cross agencies
• Multiple business with the same vendor
• Is the questionnaire the only source of vendor
  disclosure?

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Implementation Evolutionary

• Focus on new transactions
• Agency experience and capacity will increase
• Vendor familiarity with the process will
  facilitate data collection and discussions
• Collaboration with Agencies

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Future Vision Feedback

• Information Sharing and Efficiency
• Vendor submission which is accessible by agencies
  for all procurements
• Updates when competing for an award
• Automated and electronic to extent possible
• Centralize Vendor Responsibility System

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Summary of Principles

• Existing Responsibility Requirements
• Case by Case Determinations
• Reasonableness Standard
• Balance Effort with Risks
• Know your Vendors
• Information Sharing and Efficiency

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Vendor Responsibility Management Discussion

• Thank you!
• Contact Us at
• Vendrep_at_osc.state.ny.us
• [phone]