Vendor Questionnaire Form PDF Details

When you’re setting up a business, organizing vendor relations can be a complex and difficult task. Creating proper contracts and agreements, understanding payment terms and options, evaluating the reliability of potential vendors, and ensuring mutual understanding are just some of the steps involved in setting up efficient vendor relationships. To help make sense of all this process planning, it helps to use a comprehensive yet user-friendly vendor questionnaire form to gather necessary information from chosen vendors quickly and efficiently.

Question	Answer
Form Name	Vendor Questionnaire Form
Form Length	10 pages
Fillable?	No
Fillable fields	0
Avg. time to fill out	2 min 30 sec
Other names	vendor responsibility questionnaire look up ny, vendor questionnaire responsibility, new york state questionnaire, vendor responsibility questionnaire fillable

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AC 3290-S (Rev. 9/13)

NEW YORK STATE

VENDOR RESPONSIBILITY QUESTIONNAIRE

FOR-PROFIT BUSINESS ENTITY

You have selected the For-Profit Non-Construction questionnaire which may be printed and completed in this format or, for your convenience, may be completed online using the New York State VendRep System.

COMPLETION & CERTIFICATION

The person(s) completing the questionnaire must be knowledgeable about the vendor’s business and operations. An owner or officer must certify the questionnaire and the signature must be notarized.

NEW YORK STATE VENDOR IDENTIFICATION NUMBER (VENDOR ID)

The Vendor ID is a ten-digit identifier issued by New York State when the vendor is registered on the Statewide Vendor File. This number must now be included on the questionnaire. If the business entity has not obtained a Vendor ID, contact the OSC Help Desk at ciohelpdesk@osc.state.ny.us or call 866-370-4672.

DEFINITIONS

All underlined terms are defined in the “New York State Vendor Responsibility Definitions List,” found at www.osc.state.ny.us/vendrep/documents/questionnaire/definitions.pdf. These terms may not have their ordinary, common or traditional meanings. Each vendor is strongly encouraged to read the respective definitions for any and all underlined terms. By submitting this questionnaire, the vendor agrees to be bound by the terms as defined in the "New York State Vendor Responsibility Definitions List" existing at the time of certification.

RESPONSES

Every question must be answered. Each response must provide all relevant information which can be obtained within the limits of the law. However, information regarding a determination or finding made in error which was subsequently corrected is not required. Individuals and Sole Proprietors may use a Social Security Number but are encouraged to obtain and use a federal Employer Identification Number (EIN).

REPORTING ENTITY

Each vendor must indicate if the questionnaire is filed on behalf of the entire Legal Business Entity or an Organizational Unit within or operating under the authority of the Legal Business Entity and having the same EIN. Generally, the Organizational Unit option may be appropriate for a vendor that meets the definition of “Reporting Entity” but due to the size and complexity of the Legal Business Entity, is best able to provide the required information for the Organizational Unit, while providing more limited information for other parts of the Legal Business Entity and Associated Entities.

ASSOCIATED ENTITY

An Associated Entity is one that owns or controls the Reporting Entity or any entity owned or controlled by the Reporting Entity. However, the term Associated Entity does not include “sibling organizations” (i.e., entities owned or controlled by a parent company that owns or controls the Reporting Entity), unless such sibling entity has a direct relationship with or impact on the Reporting Entity.

STRUCTURE OF THE QUESTIONNAIRE

The questionnaire is organized into eleven sections. Section I is to be completed for the Legal Business Entity. Section II requires the vendor to specify the Reporting Entity for the questionnaire. Section III refers to the individuals of the Reporting Entity, while Sections IV-VIII require information about the Reporting Entity. Section IX pertains to any Associated Entities, with one question about their Officials/Owners. Section X relates to disclosure under the Freedom of Information Law (FOIL). Section XI requires an authorized contact for the questionnaire information.

AC 3290-S (Rev. 9/13)

NYS Vendor ID: ____________

NEW YORK STATE

VENDOR RESPONSIBILITY QUESTIONNAIRE

FOR-PROFIT BUSINESS ENTITY

I. LEGAL BUSINESS ENTITY INFORMATION

Legal Business Entity Name*		EIN

Address of the Principal Place of Business (street, city, state, zip code)		New York State Vendor Identification Number

		Telephone		Fax
			ext.

Email	Website

Additional Legal Business Entity Identities: If applicable, list any other DBA, Trade Name, Former Name, Other Identity, or EIN used in the last five (5) years and the status (active or inactive).

Type		Name		EIN	Status



1.0 Legal Business Entity Type – Check appropriate box and provide additional information:

	Corporation (including PC)		Date of Incorporation

	Limited Liability Company (LLC or PLLC)		Date of Organization

	Partnership (including LLP, LP or General)		Date of Registration or Establishment

	Sole Proprietor		How many years in business?

	Other		Date Established

If Other, explain:

1.1	Was the Legal Business Entity formed or incorporated in New York State?		Yes	No

	If ‘No,’ indicate jurisdiction where Legal Business Entity was formed or incorporated and attach a Certificate of Good Standing
	from the applicable jurisdiction or provide an explanation if a Certificate of Good Standing is not available.
	United States	State
	Other	Country

	Explain, if not available:

1.2	Is the Legal Business Entity publicly traded?		Yes	No

	If “Yes,” provide CIK Code or Ticker Symbol

1.3	Does the Legal Business Entity have a DUNS Number?		Yes	No

	If “Yes,” Enter DUNS Number

*All underlined terms are defined in the “New York State Vendor Responsibility Definitions List,” which can be found at www.osc.state.ny.us/vendrep/documents/questionnaire/definitions.pdf.

Page 2 of 10

AC 3290-S (Rev. 9/13)

NYS Vendor ID: ____________

NEW YORK STATE

VENDOR RESPONSIBILITY QUESTIONNAIRE

FOR-PROFIT BUSINESS ENTITY

I. LEGAL BUSINESS ENTITY INFORMATION

1.4 If the Legal Business Entity’s Principal Place of Business is not in New York State, does the Legal Business	Yes	No
Entity maintain an office in New York State?	Yes	No
Entity maintain an office in New York State?	N/A
(Select “N/A,” if Principal Place of Business is in New York State.)	N/A


If “Yes,” provide the address and telephone number for one office located in New York State.

1.5Is the Legal Business Entity a New York State certified Minority-Owned Business Enterprise (MBE), Women-Owned Business Enterprise (WBE), New York State Small Business (SB) or a federally certified Disadvantaged Business Enterprise (DBE)?

If “Yes,” check all that apply:

New York State certified Minority-Owned Business Enterprise (MBE)

New York State certified Women-Owned Business Enterprise (WBE)

New York State Small Business (SB)

Federally certified Disadvantaged Business Enterprise (DBE)

Yes

1.6Identify Officials and Principal Owners, if applicable. For each person, include name, title and percentage of ownership. Attach additional pages if necessary. If applicable, reference to relevant SEC filing(s) containing the required information is optional.

Name

Title

Percentage Ownership

(Enter 0% if not applicable)

Page 3 of 10

AC 3290-S (Rev. 9/13)

NYS Vendor ID: ____________

NEW YORK STATE

VENDOR RESPONSIBILITY QUESTIONNAIRE

FOR-PROFIT BUSINESS ENTITY

II. REPORTING ENTITY INFORMATION

2.0The Reporting Entity for this questionnaire is: Note: Select only one.

Legal Business Entity

Note: If selecting this option, “Reporting Entity” refers to the entire Legal Business Entity for the remainder of the questionnaire. (SKIP THE REMAINDER OF SECTION II AND PROCEED WITH SECTION III.)

Organizational Unit within and operating under the authority of the Legal Business Entity

SEE DEFINITIONS OF “REPORTING ENTITY” AND “ORGANIZATIONAL UNIT” FOR ADDITIONAL INFORMATION ON CRITERIA TO QUALIFY FOR THIS SELECTION.

Note: If selecting this option, “Reporting Entity” refers to the Organizational Unit within the Legal Business Entity for the remainder of the questionnaire. (COMPLETE THE REMAINDER OF SECTION II AND ALL REMAINING SECTIONS OF THIS QUESTIONNAIRE.)

IDENTIFYING INFORMATION

a)Reporting Entity Name

Address of the Primary Place of Business (street, city, state, zip code)

Telephone

ext.

b)Describe the relationship of the Reporting Entity to the Legal Business Entity

c)Attach an organizational chart

d) Does the Reporting Entity have a DUNS Number?	Yes	No

If “Yes,” enter DUNS Number

e)Identify the designated manager(s) responsible for the business of the Reporting Entity. For each person, include name and title. Attach additional pages if necessary.

Name

Title

Page 4 of 10

AC 3290-S (Rev. 9/13)

NYS Vendor ID: ____________

NEW YORK STATE

VENDOR RESPONSIBILITY QUESTIONNAIRE

FOR-PROFIT BUSINESS ENTITY

INSTRUCTIONS FOR SECTIONS III THROUGH VII

For each “Yes,” provide an explanation of the issue(s), relevant dates, the government entity involved, any remedial or corrective action(s) taken and the current status of the issue(s). For each “Other,” provide an explanation which provides the basis for not definitively responding “Yes” or “No.” Provide the explanation at the end of the section or attach additional sheets with numbered responses, including the Reporting Entity name at the top of any attached pages.

III. LEADERSHIP INTEGRITY

Within the past five (5) years, has any current or former reporting entity official or any individual currently or formerly having the authority to sign, execute or approve bids, proposals, contracts or supporting documentation on behalf of the reporting entity with any government entity been:

3.0	Sanctioned relative to any business or professional permit and/or license?	Yes	No	Other

3.1	Suspended, debarred, or disqualified from any government contracting process?	Yes	No	Other

3.2	The subject of an investigation, whether open or closed, by any government entity for a civil or	Yes	No	Other
	criminal violation for any business-related conduct?	Yes	No	Other
	criminal violation for any business-related conduct?

3.3	Charged with a misdemeanor or felony, indicted, granted immunity, convicted of a crime or	Yes	No	Other
	subject to a judgment for:

a)Any business-related activity; or

b)Any crime, whether or not business-related, the underlying conduct of which was related to truthfulness?

For each “Yes” or “Other” explain:

IV. INTEGRITY – CONTRACT BIDDING

Within the past five (5) years, has the reporting entity:

4.0	Been suspended or debarred from any government contracting process or been disqualified on any	Yes	No
	government procurement, permit, license, concession, franchise or lease, including, but not limited to,
	debarment for a violation of New York State Workers’ Compensation or Prevailing Wage laws or New
	York State Procurement Lobbying Law?

4.1	Been subject to a denial or revocation of a government prequalification?	Yes	No

4.2	Been denied a contract award or had a bid rejected based upon a non-responsibility finding by a	Yes	No
	government entity?

4.3	Had a low bid rejected on a government contract for failure to make good faith efforts on any Minority-	Yes	No
	Owned Business Enterprise, Women-Owned Business Enterprise or Disadvantaged Business Enterprise
	goal or statutory affirmative action requirements on a previously held contract?

4.4	Agreed to a voluntary exclusion from bidding/contracting with a government entity?	Yes	No

4.5	Initiated a request to withdraw a bid submitted to a government entity in lieu of responding to an	Yes	No
	information request or subsequent to a formal request to appear before the government entity?

	For each “Yes,” explain:

Page 5 of 10

AC 3290-S (Rev. 9/13)

NYS Vendor ID: ____________

NEW YORK STATE

VENDOR RESPONSIBILITY QUESTIONNAIRE

FOR-PROFIT BUSINESS ENTITY

V. INTEGRITY – CONTRACT AWARD

Within the past five (5) years, has the reporting entity:

5.0		Been suspended, cancelled or terminated for cause on any government contract including, but not limited	Yes	No
		to, a non-responsibility finding?

5.1		Been subject to an administrative proceeding or civil action seeking specific performance or restitution in	Yes	No
		connection with any government contract?

5.2		Entered into a formal monitoring agreement as a condition of a contract award from a government entity?	Yes	No

		For each “Yes,” explain:


	VI. CERTIFICATIONS/LICENSES

	Within the past five (5) years, has the reporting entity:

6.0		Had a revocation, suspension or disbarment of any business or professional permit and/or license?	Yes	No

6.1		Had a denial, decertification, revocation or forfeiture of New York State certification of Minority-Owned	Yes	No
		Business Enterprise, Women-Owned Business Enterprise or federal certification of Disadvantaged Business
		Enterprise status for other than a change of ownership?

		For each “Yes,” explain:


	VII. LEGAL PROCEEDINGS

	Within the past five (5) years, has the reporting entity:

7.0		Been the subject of an investigation, whether open or closed, by any government entity for a civil or criminal	Yes	No
		violation?

7.1		Been the subject of an indictment, grant of immunity, judgment or conviction (including entering into a plea	Yes	No
		bargain) for conduct constituting a crime?

7.2		Received any OSHA citation and Notification of Penalty containing a violation classified as serious or	Yes	No
		willful?

7.3		Had a government entity find a willful prevailing wage or supplemental payment violation or any other	Yes	No
		willful violation of New York State Labor Law?

7.4		Entered into a consent order with the New York State Department of Environmental Conservation, or	Yes	No
		received an enforcement determination by any government entity involving a violation of federal, state or
		local environmental laws?

7.5		Other than previously disclosed:	Yes	No
		a) Been subject to fines or penalties imposed by government entities which in the aggregate total $25,000
		or more; or
		b) Been convicted of a criminal offense pursuant to any administrative and/or regulatory action taken by
		any government entity?

		For each “Yes,” explain:

Page 6 of 10

AC 3290-S (Rev. 9/13)

NYS Vendor ID: ____________

NEW YORK STATE

VENDOR RESPONSIBILITY QUESTIONNAIRE

FOR-PROFIT BUSINESS ENTITY

VIII. FINANCIAL AND ORGANIZATIONAL CAPACITY

8.0Within the past five (5) years, has the Reporting Entity received any formal unsatisfactory performance assessment(s) from any government entity on any contract?

Yes

If “Yes,” provide an explanation of the issue(s), relevant dates, the government entity involved, any remedial or corrective action(s) taken and the current status of the issue(s). Provide answer below or attach additional sheets with numbered responses.

8.1 Within the past five (5) years, has the Reporting Entity had any liquidated damages assessed over $25,000?

Yes

If “Yes,” provide an explanation of the issue(s), relevant dates, contracting party involved, the amount assessed and the current status of the issue(s). Provide answer below or attach additional sheets with numbered responses.

8.2Within the past five (5) years, have any liens or judgments (not including UCC filings) over $25,000 been filed against the Reporting Entity which remain undischarged?

Yes

If “Yes,” provide an explanation of the issue(s), relevant dates, the Lien holder or Claimant’s name(s), the amount of the lien(s) and the current status of the issue(s). Provide answer below or attach additional sheets with numbered responses.

8.3In the last seven (7) years, has the Reporting Entity initiated or been the subject of any bankruptcy proceedings, whether or not closed, or is any bankruptcy proceeding pending?

Yes

If “Yes,” provide the bankruptcy chapter number, the court name and the docket number. Indicate the current status of the proceedings as “Initiated,” “Pending” or “Closed.” Provide answer below or attach additional sheets with numbered responses.

8.4During the past three (3) years, has the Reporting Entity failed to file or pay any tax returns required by federal, state or local tax laws?

Yes

If “Yes,” provide the taxing jurisdiction, the type of tax, the liability year(s), the tax liability amount the Reporting Entity failed to file/pay and the current status of the tax liability. Provide answer below or attach additional sheets with numbered responses.

8.5During the past three (3) years, has the Reporting Entity failed to file or pay any New York State unemployment insurance returns?

Yes

If “Yes,” provide the years the Reporting Entity failed to file/pay the insurance, explain the situation and any remedial or corrective action(s) taken and the current status of the issue(s). Provide answer below or attach additional sheets with numbered responses.

8.6 During the past three (3) years, has the Reporting Entity had any government audit(s) completed?	Yes	No

a) If “Yes,” did any audit of the Reporting Entity identify any reported significant deficiencies in internal	Yes	No
control, fraud, illegal acts, significant violations of provisions of contract or grant agreements,
significant abuse or any material disallowance?

If “Yes” to 8.6 a), provide an explanation of the issue(s), relevant dates, the government entity involved, any remedial or corrective action(s) taken and the current status of the issue(s). Provide answer below or attach additional sheets with numbered responses.

Page 7 of 10

AC 3290-S (Rev. 9/13)

NYS Vendor ID: ____________

NEW YORK STATE

VENDOR RESPONSIBILITY QUESTIONNAIRE

FOR-PROFIT BUSINESS ENTITY

IX. ASSOCIATED ENTITIES

This section pertains to any entity(ies) that either controls or is controlled by the reporting entity. (See definition of “associated entity” for additional information to complete this section.)

9.0 Does the Reporting Entity have any Associated Entities?		Yes	No
		Yes	No
Note: All questions in this section must be answered if the Reporting Entity is either:
−	An Organizational Unit; or
−	The entire Legal Business Entity which controls, or is controlled by, any other entity(ies).
If “No,” SKIP THE REMAINDER OF SECTION IX AND PROCEED WITH SECTION X.

9.1 Within the past five (5) years, has any Associated Entity Official or Principal Owner been charged with a		Yes	No
misdemeanor or felony, indicted, granted immunity, convicted of a crime or subject to a judgment for:
a)	Any business-related activity; or
b)	Any crime, whether or not business-related, the underlying conduct of which was related to
	truthfulness?

If “Yes,” provide an explanation of the issue(s), the individual involved, his/her title and role in the Associated Entity, his/her relationship to the Reporting Entity, relevant dates, the government entity involved, any remedial or corrective action(s) taken and the current status of the issue(s).

9.2Does any Associated Entity have any currently undischarged federal, New York State, New York City or New York local government liens or judgments (not including UCC filings) over $50,000?

Yes

If “Yes,” provide an explanation of the issue(s), identify the Associated Entity’s name(s), EIN(s), primary business activity, relationship to the Reporting Entity, relevant dates, the Lien holder or Claimant’s name(s), the amount of the lien(s) and the current status of the issue(s). Provide answer below or attach additional sheets with numbered responses.

9.3 Within the past five (5) years, has any Associated Entity:

a)	Been disqualified, suspended or debarred from any federal, New York State, New York City or other	Yes	No
	New York local government contracting process?

b)	Been denied a contract award or had a bid rejected based upon a non-responsibility finding by any	Yes	No
	federal, New York State, New York City, or New York local government entity?

c)	Been suspended, cancelled or terminated for cause (including for non-responsibility) on any federal,	Yes	No
	New York State, New York City or New York local government contract?

d)	Been the subject of an investigation, whether open or closed, by any federal, New York State, New	Yes	No
	York City, or New York local government entity for a civil or criminal violation with a penalty in
	excess of $500,000?

e)	Been the subject of an indictment, grant of immunity, judgment, or conviction (including entering into	Yes	No
	a plea bargain) for conduct constituting a crime?

f)	Been convicted of a criminal offense pursuant to any administrative and/or regulatory action taken by	Yes	No
	any federal, New York State, New York City, or New York local government entity?

g)	Initiated or been the subject of any bankruptcy proceedings, whether or not closed, or is any	Yes	No
	bankruptcy proceeding pending?

For each “Yes,” provide an explanation of the issue(s), identify the Associated Entity’s name(s), EIN(s), primary business activity, relationship to the Reporting Entity, relevant dates, the government entity involved, any remedial or corrective action(s) taken and the current status of the issue(s). Provide answer below or attach additional sheets with numbered responses.

Page 8 of 10

AC 3290-S (Rev. 9/13)

NYS Vendor ID: ____________

NEW YORK STATE

VENDOR RESPONSIBILITY QUESTIONNAIRE

FOR-PROFIT BUSINESS ENTITY

X. FREEDOM OF INFORMATION LAW (FOIL)

10. Indicate whether any information supplied herein is believed to be exempt from disclosure under the	Yes	No
Freedom of Information Law (FOIL).
Note: A determination of whether such information is exempt from FOIL will be made at the time of any
request for disclosure under FOIL.

If “Yes,” indicate the question number(s) and explain the basis for the claim.



XI. AUTHORIZED CONTACT FOR THIS QUESTIONNAIRE

Name

Title

Telephone	Fax

ext.

Page 9 of 10

AC 3290-S (Rev. 9/13)

NYS Vendor ID: ____________

NEW YORK STATE

VENDOR RESPONSIBILITY QUESTIONNAIRE

FOR-PROFIT BUSINESS ENTITY

Certification

The undersigned: (1) recognizes that this questionnaire is submitted for the express purpose of assisting New York State government entities (including the Office of the State Comptroller (OSC)) in making responsibility determinations regarding award or approval of a contract or subcontract and that such government entities will rely on information disclosed in the questionnaire in making responsibility determinations; (2) acknowledges that the New York State government entities and OSC may, in their discretion, by means which they may choose, verify the truth and accuracy of all statements made herein; and (3) acknowledges that intentional submission of false or misleading information may result in criminal penalties under State and/or Federal Law, as well as a finding of non-responsibility, contract suspension or contract termination.

The undersigned certifies that he/she:

•is knowledgeable about the submitting Business Entity’s business and operations;

•has read and understands all of the questions contained in the questionnaire;

•has not altered the content of the questionnaire in any manner;

•has reviewed and/or supplied full and complete responses to each question;

•to the best of his/her knowledge, information and belief, confirms that the Business Entity’s responses are true, accurate and complete, including all attachments, if applicable;

•understands that New York State government entities will rely on the information disclosed in the questionnaire when entering into a contract with the Business Entity; and

•is under an obligation to update the information provided herein to include any material changes to the Business Entity’s responses at the time of bid/proposal submission through the contract award notification, and may be required to update the information at the request of the New York State government entities or OSC prior to the award and/or approval of a contract, or during the term of the contract.

Signature of Owner/Official

Printed Name of Signatory

Title

Name of Business

Address

City, State, Zip

Sworn to before me this __________ day of _____________________________, 20___;

_____________________________________________ Notary Public

Page 10 of 10

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vendor responsibility questionnaire conclusion process explained (part 1)

2. Once your current task is complete, take the next step – fill out all of these fields - Limited Liability Company LLC or, Date of Organization, Partnership including LLP LP or, Sole Proprietor, Other, If Other explain, Establishment, How many years in business, Date Established, Was the Legal Business Entity, Yes, If No indicate jurisdiction where, United States, State, and Other with their corresponding information. Make sure to double check that everything has been entered correctly before continuing!

Stage number 2 for submitting vendor responsibility questionnaire

Always be extremely careful while filling out Other and Yes, because this is where most people make a few mistakes.

3. This step is usually simple - fill in all the fields in FORPROFIT BUSINESS ENTITY, I LEGAL BUSINESS ENTITY INFORMATION, If the Legal Business Entitys, Business Entity maintain an office, Select NA if Principal Place of, Yes, If Yes provide the address and, Is the Legal Business Entity a, Yes, MBE WomenOwned Business Enterprise, If Yes check all that apply, New York State certified, New York State certified, New York State certified, and New York State Small Business SB to finish this segment.

Writing section 3 of vendor responsibility questionnaire

4. This next section requires some additional information. Ensure you complete all the necessary fields - If there is no person or Business, Name of Officials and Principal, Title, Name of each Business Entity, Address, Date of Birth, Percentage Ownership Enter if not, EIN, and Percentage Ownership - to proceed further in your process!

The right way to prepare vendor responsibility questionnaire portion 4

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Tips on how to complete vendor responsibility questionnaire part 5

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