PASSPort Procurement Technology: A Guide for Vendors

The Mayor’s Office of Contract Services (MOCS) recently launched PASSPort, a new technology that simplifies the procurement process for businesses in New York City.  PASSPort, which was originally launched in 2017 and stands for “Procurement and Sourcing Solutions Portal”, is a shared online portal that streamlines multiple processes between vendors, thereby reducing the need for paper documents, reducing payment waiting time for vendors, and strengthening the partnership between Agencies, vendors, and the City.

At Capalino, we know it can be difficult to navigate the City’s procurement tools, so we highlighted helpful information on how to use and navigate PASSPort below.

What You Need to Know

• PASSPort will eliminate the paper version of disclosure documents such as VENDEX questionnaires, which includes the Vendor Questionnaire, Principal Questionnaire, and the Certification of No Change. The City no longer accepts paper VENDEX packages.
• With PASSPort, there is no longer a need for ink signatures. One authorized representative of your company will be able to sign into PASSPort to provide an e-signature for your organization’s disclosure information.
• Once you fill out the VENDEX questionnaires online, they are valid for three years. It may seem like a lot of information to provide initially, but it will save you a lot of time in the long run.
• While PASSPort eliminates the need for a paper version of VENDEX and the Certificate of No Change Form, online registration for a Payee Information Portal (PIP) account is still required to get paid by the City.
• Vendors have control over the administration and management of their online account, which includes features such as self-declaring M/WBE status and Commodity Enrollment. Note: If you already have a valid M/WBE certification with the City, your M/WBE certification will automatically appear in your account under the “Certifications” section.

Getting Started

Enrolling as a Vendor in PASSPort may seem intimidating at first, but we’ve broken it down for you step-by-step.

1. The first step is to make sure you have an NYC.ID which is required for access to various online services provided by the City. If you do not yet have a unique identifier simply go to the PASSPort Login Portal and click on “Create New Account.” Follow the instructions to create and activate your NYC.ID.
2. Next, create your PASSPort Vendor Account. The individual who requests a vendor account should be a principal or designee authorized to conduct business on behalf of your company. Go to the PASSPort login to create an account and fill out all of the required fields. Once you have finished you will be asked to verify your account by e-mail.
3. The next step is Vendor Enrollment. Once you have access to your account, click into your profile and go into the section titled, “Open workflow tasks.” When you first login to your account, Vendor Enrollment will show up as a pending task. Vendor Enrollment consists of the following sections: Business Information and Contracts, Vendor and Principal Questionnaires, Parent/Controlling Entities Questionnaire (if applicable), the Certificate of Incorporation, and your authorized representative’s e-Signature.
4. Before you submit your Enrollment Package you will be able to manage certain features of your account. If you do not yet have M/WBE certification, you can self-declare as one, in order to begin the application process with the Department of Small Business Services. You can also complete Commodity Enrollment, Change Requests, and Equal Employment Opportunity forms electronically.
5. Submit your Enrollment Package and wait to receive updates on the status of your enrollment through e-mail. Once you receive an e-mail stating that your package was approved, you will officially be enrolled in PASSPort.

More to Come

The next release of PASSPort is expected to launch in early 2019. Some of the features you can look forward to include the electronic management of contract negotiations, awards, purchase orders, and a catalog feature allowing government agencies to more easily browse through the City’s vendors.

Procurement technologies will continue to evolve, and Capalino can assist you by keeping you up to date on the latest in the procurement landscape. Our MWBE team provides a comprehensive array of services to help both MWBEs and non-MWBEs navigate challenges, build capacity and mitigate risk. Contact Tunisha W. Walker at tunisha@nullcapalino.com or 212.616.5837.

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