Common questions about contracting with our Office.
I want to partner with MOCJ to carry out its mission. How do I apply for a contract?
The Mayor’s Office of Criminal Justice works with agencies, vendors, providers, and community-based organizations to serve the public and to accomplish governmental functions. Contracts with MOCJ are awarded through our procurement system. Generally, the City procurement process takes the following steps:
- An agency need is identified;
- A procurement plan is created and a competitive solicitation is released;
- Proposals are submitted and evaluated for award;
- An award is made and a vendor responsibility check is conducted;
- A contract is negotiated and executed;
- The approval of oversight agencies is obtained; and,
- The contract is filed for registration by the Office of the Comptroller.
Please check the notices and solicitations page on MOCJ’s website for new Request for Proposals. Competitions are usually held among vendors interested in the same RFP. Once a vendor is selected, a contract will be negotiated and signed. The awarded entity must follow up with the awarding officer and create accounts in the appropriate City systems which are also listed on MOCJ’s website.
How long will the contract process take?
Once an award is made, the speed of the contract registration process depends upon many variables which include: vendor enrollment in appropriate city databases, dollar amount of award, and the number of oversight agency approvals required. You should contact your assigned Contract Analyst for any technical assistance throughout the contract process and for information regarding timelines specific to your award.
What is the process for City Council/Line-Item or Member awards?
Below is a step-by-step description of the Discretionary Contracting Process. Please refer to the following link for greater detail: https://www1.nyc.gov/site/mocs/nonprofits/clearance-process.page
What is PASSPort and how do I enroll?
Passport, also known as Procurement and Sourcing Solutions Portal, is the City of New York’s new, user-friendly, online procurement portal which allows vendors to submit disclosure information required for contracting and access to performance evaluations.
Each vendor must have a NYC.ID to access PASSPort. If you do not currently have a NYC.ID, you can click on the “Login” button on the PASSPort login page and then click the “Create Account” button on the NYC.ID login page. Once you have a NYC.ID, you will be able to log in to PASSPort and submit a request for a PASSPort vendor account. After the vendor account request is approved, you will be able to submit your disclosure information to the City by completing your vendor enrollment package (vendor and principal questionnaire) in PASSPort.
More information can be found at: http://www1.nyc.gov/site/passport/about/passport-overview.page
What is the Payee Information Portal? How do I create a PIP Account? Am I set up for Direct Deposit/EFT?
To do business with the City, vendors must register and create an account in the City’s Payee Information Portal (PIP). In PIP, vendors can view financial transactions with the City of New York, register for Electronic Funds Transfer payments and much more. Once enrolled, vendors must report their subcontractors and subcontractor payments within PIP. Vendors who have questions or issues regarding online enrollment should contact the Vendor Enrollment Center at (212) 857-1680 or via email at email@example.com. If your organization does not have a PIP Account, please refer to the PIP Activation Guide for help on how to create one.
For any additional information on PIP Account maintenance please consult the PIP Account Tutorial.
How do I apply for a loan?
All New York City vendors whose contracts are not yet registered with the Comptroller’s Office are eligible for a Returnable Grant Loan (RGF) through the Fund for the City of New York (FCNY). The amount of the RGF loan is determined by the contracting agency and the Mayor’s Office of Contract Services (MOCS). In addition, loans are for necessary operating expenses, such as payroll, rent and utilities, for the period covering the loan submission date until the estimated contract registration date.
- As soon as a vendor submits all required contract documents to the Contract Analyst at the Mayor’s Office of Criminal Justice, the vendor should also submit an RGF loan application.
- When the ACCO has approved the loan application, the ACCO will send it to MOCS.
- Once MOCS approves the application, it will authorize FCNY to make the loan.
- The loan funds will be available to the nonprofit within 24-48 hours of receiving the request from MOCS. The funds are triggered by a signed loan agreement between the nonprofit and FCNY.
For the Returnable Grant Fund Loan page click here: https://www.fcny.org/fcny/core/cfl/rgf/
To access the loan application form here for submission to your Contract Analyst at MOCJ, click here: click here
Is it possible to get an advanced payment?
Upon contract registration, the Fiscal Unit may issue an advance up to 25% of the total annual contract value, at the request of the contractor and in accordance with contract terms. The contractor must provide an advance memorandum and copy of a fidelity bond for the approved advance amount to the Contract Analyst who will then submit these documents to the Fiscal Analyst for payment. Generally, the advance will be recouped from fiscal cost reports submitted starting in January of each fiscal year, although repayment terms may be modified depending upon the terms upon which MOCJ and the contractor mutually agree.
Who do I submit invoices to? I just submitted an invoice. How long until I am paid?
Invoices shall be submitted to the Contract Unit, specifically the Contract Analyst assigned to oversee the processing and management of the subject contract. In the absence of a designated Contract Analyst, invoices shall be submitted to the Agency Chief Contracting Officer.
If your contract is being processed within HSS Accelerator, you may complete the invoice template and submit within the system. For more instructions regarding HHS Accelerator and invoicing please refer to: www.nyc.gov/hhsaccelerator.
In accordance with the Procurement and Policy Board Rules, invoices shall be processed within 30 days of the Invoice Received or Accepted Date which is the date on which a proper invoice was received. For more information regarding invoices please see PPB Rules here and MOCJ’s Fiscal Manual.