Blank New York Questionnaire PDF Form

What is the New York Questionnaire form?

The New York Questionnaire form, also known as the Vendor Information Exchange System (VENDEX) questionnaire, is a document required for vendors wishing to do business with New York City. It collects essential information to ensure that the city only engages with responsible vendors. The form includes two main questionnaires: the vendor questionnaire and the principal questionnaire.

How do I obtain the New York Questionnaire form?

You can obtain the New York Questionnaire form in paper format from the VENDEX Unit by calling 212-341-0933. Alternatively, the form is available for download from the New York City website at http://www.nyc.gov/vendex. Ensure that you complete the form in paper format, as electronic submissions are not accepted.

What are the requirements for completing the form?

When filling out the form, all questions must be answered completely. Responses such as “Not Applicable (N/A)” are not acceptable. The answers must be either typewritten or printed in ink. If you need additional space for your responses, you can photocopy the relevant page, indicate that more information is attached, and include it with your submission.

Are there specific formatting requirements for certain fields?

Yes, the form has specific formatting requirements for various fields. For example, date fields must be in the MM/DD/YYYY format, telephone and fax numbers should follow the XXX-XXX-XXXX or (XXX) XXX-XXXX formats, and EIN/TIN/SSN fields require nine digits without dashes. Make sure to follow these guidelines to avoid issues with your submission.

What should I do if I have questions about the form?

If you have any questions or concerns while completing the form, you can reach out via email at [email protected]. The team will respond to your inquiries as quickly as possible, providing the assistance you need.

What happens if I do not submit a fully completed questionnaire?

Failure to submit a fully completed questionnaire may result in the rejection of your VENDEX submission. It is crucial to answer all questions thoroughly and accurately. Additionally, any unauthorized changes or alterations to the questionnaire will render it void, so be careful to follow all instructions precisely.

Where do I send the completed form?

Once you have completed the New York Questionnaire form, it must be printed and submitted in paper format. Send all forms to the Mayor's Office of Contract Services (MOCS) at 253 Broadway, 9th Floor, New York, NY 10007. Ensure that you keep a copy for your records as well.

1. Not following the correct format for entries: Many people forget that specific fields require a certain format. For instance, date fields must be in the MM/DD/YYYY format, and telephone numbers should match either XXX-XXX-XXXX or (XXX) XXX-XXXX. Failure to adhere to these formats can lead to submission issues.

2. Leaving questions unanswered: Some individuals think it’s acceptable to leave questions blank or respond with “Not Applicable (N/A).” This is a mistake. Every question must be answered, even if that means providing additional information on a separate page.

3. Not printing and submitting paper copies: Even though the form is fillable online, it is crucial to remember that you must still print and submit the paper copies. Skipping this step can result in delays or rejection of your submission.

4. Ignoring the need for complete contact information: Providing incomplete contact information, such as missing phone numbers or email addresses, can hinder communication. Ensure all fields are filled out accurately to avoid complications.

The New York Questionnaire form is an essential document for vendors wishing to do business with New York City. Along with this form, several other documents may be required to ensure a comprehensive submission. Each of these documents serves a specific purpose in the vendor qualification process. Below is a list of these commonly used forms and a brief description of each.

• Vendor Questionnaire: This form collects detailed information about the vendor, including business structure, ownership, and operational history. It is a crucial part of the VENDEX system, designed to assess the responsibility of vendors.
• Principal Questionnaire: Similar to the Vendor Questionnaire, this document focuses on the principal owners of the business. It collects information regarding their backgrounds and affiliations, ensuring that all key individuals meet the city's standards for responsible conduct.
• Certification of No Change: This form is used when a vendor wishes to confirm that there have been no significant changes to their business since the last submission. It helps maintain accurate records and ensures ongoing compliance with city regulations.
• Vendor’s Guide to VENDEX: This publication provides guidance on completing the various questionnaires. It includes definitions of terms and helpful tips for ensuring that all required information is accurately reported.
• Form W-9: This is a request for taxpayer identification number and certification. It is necessary for tax purposes and ensures that the city has the correct information for reporting any payments made to the vendor.
• Business License or Permit: Depending on the nature of the vendor’s business, they may need to provide proof of any required licenses or permits. This documentation demonstrates that the vendor is legally allowed to operate within their specific industry.
• Insurance Certificates: Vendors may be required to submit proof of insurance coverage, such as general liability or workers' compensation insurance. This protects both the vendor and the city from potential liabilities during the course of business operations.

It is important to ensure that all forms are completed accurately and submitted in a timely manner. Missing or incomplete documents can lead to delays in the approval process. By carefully preparing each required document, vendors can help facilitate a smoother experience when engaging with New York City.

• Vendor Questionnaire: This document is closely related to the New York Questionnaire form as it serves a similar purpose. Both forms are designed to collect essential information from vendors wishing to do business with New York City. They ensure that the city engages only with responsible vendors by gathering detailed data about their operations, ownership, and compliance history.
• Principal Questionnaire: Like the Vendor Questionnaire, the Principal Questionnaire aims to gather information about the key individuals behind the vendor. This form focuses specifically on the owners and executives, ensuring that those in charge of the business meet the necessary qualifications and ethical standards.
• Certification of No Change: This document is important for vendors who have previously submitted their information but need to confirm that there have been no changes since their last submission. It serves to keep the vendor's information current without requiring a full resubmission of their details.
• Vendor’s Guide to VENDEX: This guide provides comprehensive instructions and explanations for completing the questionnaires. It is a helpful resource for vendors to understand the requirements and terminology used in the forms, ensuring that they provide accurate and complete information.
• Form W-9: This form is used by businesses to provide their Taxpayer Identification Number (TIN) to the entity that will pay them. Similar to the New York Questionnaire, the W-9 is necessary for tax reporting purposes and ensures that the information about the vendor is correct and up to date.
• Business License Application: This application is required for vendors to legally operate within a specific jurisdiction. It shares similarities with the New York Questionnaire in that both forms require detailed information about the business and its owners to ensure compliance with local laws and regulations.
• Conflict of Interest Disclosure Form: This document is often required by government agencies to identify any potential conflicts that may arise from a vendor's business dealings. Like the New York Questionnaire, it seeks to ensure transparency and accountability in vendor relationships with the city.

When filling out the New York Questionnaire form, attention to detail is crucial. Here are seven important dos and don'ts to consider:

• Do ensure that all fields are completed. Leaving any field blank can lead to rejection of your submission.
• Do type or print your answers clearly. Illegible handwriting can create confusion and may result in delays.
• Do use the correct format for specific fields. For example, dates must be entered as MM/DD/YYYY.
• Do provide detailed responses for any questions that require elaboration. Simply marking “Not Applicable” is not acceptable.
• Don't make any unauthorized changes to the form. Alterations will render your submission void.
• Don't forget to print and submit paper copies of the completed questionnaires, even if they are fillable online.
• Don't hesitate to reach out for assistance if you have questions. Contact the VENDEX Unit for clarification.

• Misconception 1: The New York Questionnaire form can be submitted electronically.

  In reality, even though the form is fillable, it must be printed and submitted in paper format. Electronic submissions are not accepted.

• Misconception 2: All fields in the form can be filled out without restrictions.

  Certain fields have specific entry requirements. For example, date fields must follow the MM/DD/YYYY format, and EIN/TIN/SSN fields require 9 digits without dashes.

• Misconception 3: Responses of "Not Applicable" are acceptable.

  All questions must be answered. A response of "Not Applicable" is not acceptable and may lead to rejection of the submission.

• Misconception 4: Additional information can be added anywhere in the questionnaire.

  If more space is needed, a photocopy of the relevant section must be attached. Simply adding information in the margins or elsewhere is not permitted.

• Misconception 5: The questionnaire can be altered or modified.

  Any unauthorized changes or alterations will render the questionnaire void. It is crucial to complete the form as it is provided.

• Misconception 6: The social security number is optional to provide.

  The disclosure of the social security number is mandatory under the Tax Reform Act of 1976 for tax administration purposes.

• Misconception 7: The Vendor Questionnaire and Principal Questionnaire are the same.

  While both are part of the Vendor Information Exchange System (VENDEX), they serve different purposes and collect distinct information from vendors.

Filling out and using the New York Questionnaire form is an essential step for vendors wishing to engage in business with New York City. Here are some key takeaways to keep in mind:

• Complete All Forms: The Vendor Questionnaire, Principal Questionnaire, and Certification of No Change must all be filled out, printed, and submitted in paper format.
• Follow Formatting Guidelines: Ensure that entries in date fields follow the MM/DD/YYYY format, and that telephone and fax numbers adhere to the specified formats.
• Answer All Questions: Every question on the form must be answered. Responses like “Not Applicable (N/A)” are not accepted.
• Typewritten or Ink Responses: Answers should be either typewritten or written in ink for clarity and legibility.
• Use Additional Pages if Necessary: If more space is needed for responses, photocopy the relevant page, check the box indicating additional information, and attach it to the questionnaire.
• Consult the Vendor's Guide: The publication “Vendor’s Guide to VENDEX” provides valuable assistance and definitions for terms used in the questionnaires. It is advisable to download or obtain a copy.
• Submit to the Correct Address: All completed forms must be sent to the Mayor’s Office of Contract Services (MOCS) at the specified address.
• Be Aware of Consequences: Failing to submit a fully completed questionnaire may lead to rejection, and any unauthorized changes will render the form void.

By following these guidelines, vendors can ensure a smoother process when submitting the New York Questionnaire form.