Additional Vendor Resources

Standard Terms and Conditions

 

Additional Required Forms

 

New York State Business Services Center

The New York State Business Services Center is responsible for issuing purchase orders and processing payments on behalf of NYS agencies through the Statewide Financial System (SFS).

 

Statewide Financial System Self-Service Portal

The SFS has a self-service portal that allows vendors to access readily maintain addresses, contact information, the status of a purchase order, and information on invoices or payments. This online application is the preferred method to perform maintenance to a vendor’s New York State vendor account information on the Vendor File.

For questions on previously submitted invoices or past due invoices, please contact [email protected].

 

Office of the State Comptroller (OSC) Electronic Payment Process

ePayments is the Office of the State Comptroller’s electronic payment program. All vendors should consider signing up for Electronic Payments with OSC to ensure that once your invoice is processed by the OGS Business Services Center (BSC), funds are transferred directly to your bank account quickly and securely. Although vendors are not required to enroll in ePayments, those who do, get paid much faster. The program saves time, tax dollars and is secure.

To learn more about ePayments, visit the State Comptroller’s website.

 

VendRep

The NYS VendRep System allows business entities (vendors) to enter and maintain their Vendor Responsibility Questionnaire information in a secure, centralized database. The system makes information available to New York State agencies.

The NYS VendRep System requires assignment of NYS Vendor ID number. The Vendor ID is needed to:

  • Enroll in the NYS VendRep System.
  • Receive payments.

To obtain a Vendor ID, businesses should contact their contracting state agency. For more information, visit the Office of the State Comptroller’s Vendor Responsibility website.

To obtain a Vendor ID, businesses should contact their contracting state agency. If you do not have a contracting state agency, contact the OSC Help Desk [email protected].

 

Personal Services Contracts Over $1 Million

There are procedural and reporting requirements regarding certain State agency contracts for personal services. "Qualified Personal Services Contracts (QPSC)" mean any new, renewed, or amended State agency contract with any non-state entity pursuant to State Finance Law SS163 or SS136-A, under which:

  • The agency believes that a majority of the costs of the contract are attributable to compensation of the contractor's personnel; and
  • The agency can reasonably anticipate it will incur costs for the personnel service component of $1 million or more over any twelve-month period.

Need a copy of a contract?

Send your request to:
ITS
P.O. Box 2062
State Capitol ESP
Albany, NY 12220
For questions, contact ITS at [email protected].

 

Legal Information

Mandatory Clauses According to the NYS Procurement Guidelines Section 4.12:

4.12 Mandatory Clauses

Appendix A – Standard Clauses for New York State Contracts contains standard clauses that must be included in every State contract. Check with your Agency counsel or contracts management office to ensure all applicable mandatory clauses are included. In addition, depending on the nature and dollar value of the procurement, the following may apply:

  • 1. Procurement Lobbying Law (State Finance Law §§ 139-j & 139-k)
  • 2. Sales tax certification (ST-220) (New York State Tax Law § 5-a) (NYS GFO XI.18.D) Refer to Appendix A.
  • 3. Vendor responsiveness and responsibility (mandatory) (NYS Comptroller GFO XI.16)
  • 4. Consultant disclosure (State Finance Law § 163) (NYS Comptroller GFO - XI.18.C)
  • 5. Reference and compliance with Executive Law Article 15-A (MWBE & EEO)
  • 6. Reference and compliance with Veterans’ Services Law Article 3 (SDVOB)
  • 7. Workers’ Compensation and Disability Benefits Insurance (Workers Compensation Law § 57 & § 220)
  • 8. Bidders’ right to a debriefing (State Finance Law § 163(9)(c))
  • 9. Freedom of Information Law (FOIL; Public Officers Law Article 6)
  • 10. Bid protest procedures (NYS Comptroller GFO XI.17)
  • 11. Sexual Harassment Prevention Certification (State Finance Law § 139-l) (NYS Comptroller GFO XI.18.I)
  • 12. Agency-specific terms and conditions

NOTE: The above list is not exhaustive. Some specific contracts may require additional mandatory clauses based on the nature of the procurement, (i.e., federal mandatory contracts, statements regarding Net Neutrality required of Internet service providers).

 

Additional 48 CFR 52.232-39 Language

All New York State contracts, even those not expressly negotiated or for which consideration other than money is given, are subject to and deemed to include the version of New York State's Appendix A - Standard Clauses for New York State Contracts, current with the date of the contract's formation.

Neither ITS nor any other New York State government entity shall be deemed to have agreed to any clause by virtue of it appearing in an End User License Agreement, Terms of Service, or similar legal instrument or agreement. Any such agreement invoked through an "I agree" click box or other comparable mechanism (e.g., "click-wrap" or "browse-wrap" agreements) does not bind to the clauses therein ITS or any other New York State government entity.

 

Contact Information

For general questions about contracts, email [email protected].

In an emergency pertaining to payments, vendors should contact Kelly Morrissey at (518) 473-3897.

For additional information on required forms, publications, and who to contact, visit the Business Services Center resource page for NYS Vendors.

If you do not have a contracting state agency, contact the OSC Help Desk [email protected].

Need to contact ITS during a restricted period? Email [email protected].

For questions related to MWBE/SVDOB initiatives, email ITS Supplier Diversity at [email protected].

Need a copy of a contract? Send your request to:
ITS, P.O. Box 2062
State Capitol ESP, Albany, NY 12220
For questions, contact ITS at [email protected].

 

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