PPB Rules

The underlying purpose of these Procurement Policy Board Rules is to simplify, clarify, and modernize the law governing procurement by the City of New York by ensuring the fair and equitable treatment of all persons who deal with the procurement system of the City of New York.

Fiscal Manual (see attached PDF)

M/WBE

The Minority and Women-owned Business Enterprise (M/WBE) Certification Program connects certified businesses with opportunities to sell their products and services to New York City agencies. The program’s goal is to promote fairness and equity in City procurement processes by providing services designed to strengthen the ability of certified M/WBEs to increase their capacity and effectively contribute to the City’s economy.

Subcontracts

To assist in subcontracting efforts, human service vendors may use this subcontract agreement as a template.  This template does not include provisions required for federally funded contracts and other provisions that may be required by federal or state law or desirable by the parties based on the nature of the services. This template is not required, rather it is offered as a courtesy to providers that do not already have their own subcontractor agreements. Providers may continue to use their own subcontractor agreements that meet City agency requirements and include terms that reflect the provisions of their City contract

Doing Business Accountability

Local Law 34 of 2007 placed restrictions on campaign contributions from individuals who do business with the city. This database provides the public, campaigns, and the City´s Campaign Finance Board with data that will help ensure compliance with the law. Learn more about Local Law 34 and the Doing Business Accountability Project.

New York State Attorney General’s Charities Bureau

All charitable organizations operating in New York State are required by law to register and file annual financial reports with the Attorney General’s Office. This includes any organization that conducts charitable activities, holds property that is used for charitable purposes, or solicits financial or other contributions.

Vendor Responsibility Review Process

As required by Chapter 13 of the NYC Charter, NYC Administrative Code § 116.2(e) and PPB Rule § 2-08 the City Agency must determine that the subject contractor has the capability in all respects to perform fully the contract requirements and the business integrity to justify the award of public tax dollars, and is therefore a responsible contractor.

City contracting entities may only award contracts to responsible vendors.

Who determines responsibility?

It is the City’s contracting entity’s (MOCJ) duty to evaluate the responsibility of the vendor before awarding the contract. This is an important part of the procurement process as it:

• helps ensure public dollars support honest vendors;
• protects prospective vendors from unfair competitions; and
• produces better value for the City and its citizens.

For its part, the vendor must disclose any information or documentation relevant to the scope of the contract on the Vendor Responsibility Questionnaire, if required. MOCJ will fully review all information provided by the vendor and make a responsibility determination.

What must be filed

For each contract, the City contracting entity must file an account with the Mayor’s Office of Contract Services on PASSPort, the City’s digital Procurement and Sourcing Solutions Portal, where the contracting entity will provide complete vendor information. The PASSPort questionnaire provides the vendor an opportunity to self-disclose any issues and provide necessary information, which the City contracting entity will use as part of its determination. In addition, the vendor must comply with the request for documents in the Award Letter, in order to move forward with the procurement process.

If the contract is valued over $100,000, the vendor must go through a Vendor Name Check by the Department of Investigation.

This process takes about 30 days thus we encourage vendors to submit the paperwork required in the Award Letter as early as possible.

Our office will review the Vendor Responsibility documentation provided with the contract or procurement record to ensure there is adequate documentation of the vendor’s responsibility. If not, our office may request further responsibility consideration or implementation of Corrective Action Plans.