Blank New York Questionnaire Form

1. What is the purpose of the New York Questionnaire form?

   The New York Questionnaire form, part of the Vendor Information Exchange System (VENDEX), is designed to collect information from vendors who wish to do business with New York City. It ensures that the city complies with its charter mandate to engage only responsible vendors. The form includes two main components: the Vendor Questionnaire and the Principal Questionnaire.

2. How do I obtain the New York Questionnaire form?

   You can obtain the New York Questionnaire form in two ways. First, you may download it from the New York City website at http://www.nyc.gov/vendex. Alternatively, you can request a paper copy from the VENDEX Unit by calling 212-341-0933. Regardless of how you obtain it, the completed questionnaire must be submitted in paper format.

3. What are the submission requirements for the questionnaire?

   All questions on the questionnaire must be answered completely. Responses such as "Not Applicable (N/A)" are not acceptable. Answers should be typewritten or printed in ink. If additional space is needed, you can photocopy the relevant page, check the box indicating that extra information is attached, and include it with your submission. Failure to submit a fully completed questionnaire may result in rejection.

4. What should I do if I encounter issues with the form?

   If you have questions or concerns while filling out the New York Questionnaire form, you can reach out for assistance. Email your inquiries to [email protected]. The team will respond to your questions as soon as possible.

5. Is the New York Questionnaire form fillable online?

   Yes, the New York Questionnaire form is now fillable as of September 25, 2014. However, you must still print and submit paper copies of the completed forms. Ensure that you follow the specific formatting requirements for various fields, such as date and identification numbers, to avoid any issues during submission.

Completing the New York Questionnaire form can be a straightforward process, but there are common mistakes that individuals often make. One significant error is failing to provide complete answers to all questions. The form explicitly states that a response of “Not Applicable (N/A)” is not acceptable. Each question must be answered fully, and leaving any field blank can lead to rejection of the submission.

Another frequent mistake involves incorrect formatting of entries. Specific fields require particular formats, such as date fields needing to follow the MM/DD/YYYY format. Additionally, telephone and fax numbers must adhere to the XXX-XXX-XXXX format or be enclosed in parentheses. Incorrect formatting can result in delays or complications during the review process.

Some individuals overlook the requirement for certain fields, such as the EIN, TIN, or SSN, to consist of exactly nine digits without dashes. This mistake can easily occur if individuals are not careful while entering this sensitive information. Ensuring that these numbers are entered correctly is crucial for the processing of the questionnaire.

Additionally, many people fail to attach necessary supplemental information. If more space is needed to answer a question, the form instructs users to photocopy the relevant page and attach it to the questionnaire. Neglecting to do this can lead to incomplete submissions, which may also result in rejection.

Lastly, a common oversight is not printing and submitting the required paper copies of the questionnaire. Although the form is fillable online, it is essential to remember that printed copies must still be submitted. Failing to provide these copies can hinder the vendor's ability to do business with New York City.

The New York Questionnaire form is an essential document for vendors wishing to do business with New York City. Alongside this form, several other documents are often required to ensure compliance and thorough evaluation of potential vendors. Below is a list of these documents, along with a brief description of each.

• Vendor Questionnaire: This document collects detailed information about the vendor's business, including ownership, financial status, and operational history. It is a critical component of the VENDEX process.
• Principal Questionnaire: This form gathers information about the principal owners and key officers of the vendor. It ensures that the individuals behind the business meet the necessary qualifications and standards.
• Certification of No Change: Vendors use this document to confirm that there have been no changes to their business status or information since their last submission. This helps maintain updated records without requiring a full resubmission.
• Vendor's Guide to VENDEX: This publication provides guidance on completing the questionnaires. It includes definitions and explanations of terms, helping vendors navigate the process more easily.
• W-9 Form: This IRS form is used to provide the vendor's taxpayer identification number. It is essential for tax reporting purposes and is often required for vendors doing business with governmental entities.
• Proof of Insurance: Vendors may need to submit evidence of their insurance coverage. This document ensures that the vendor is adequately insured to mitigate risks associated with their business operations.

These documents work together to create a comprehensive profile of a vendor, ensuring that New York City engages with responsible and qualified businesses. Properly completing and submitting these forms is crucial for a smooth application process.

• Vendor Questionnaire: This document serves a similar purpose by collecting essential information from vendors wishing to engage in business with New York City. Like the New York Questionnaire, it requires detailed responses and emphasizes the importance of accuracy in the information provided.
• Principal Questionnaire: This form focuses specifically on the individuals in leadership roles within the vendor organization. It parallels the New York Questionnaire in its requirement for comprehensive answers and its role in assessing vendor responsibility.
• Certification of No Change: This document is used to confirm that there have been no alterations in the vendor’s information since the last submission. It shares the same goal of ensuring up-to-date and accurate vendor data, akin to the New York Questionnaire's emphasis on current information.
• Vendor’s Guide to VENDEX: This guide provides explanations and definitions related to the questionnaires. It complements the New York Questionnaire by offering clarity on the information required, ensuring that vendors understand how to complete the forms correctly.
• Form W-9: This tax form requests a vendor's Taxpayer Identification Number (TIN) and certification of their tax status. Similar to the New York Questionnaire, it requires accurate information to facilitate compliance with federal regulations and supports the verification process for vendors.

When filling out the New York Questionnaire form, it’s essential to approach the task with care and attention to detail. Here are some important dos and don’ts to keep in mind:

• Do read all instructions carefully before starting to fill out the form.
• Do ensure that all fields are completed; leaving any fields blank can lead to rejection.
• Do type or print your answers clearly in ink to avoid any misunderstandings.
• Do double-check that your entries match the required formats for dates, phone numbers, and identification numbers.
• Don’t use abbreviations or shorthand; provide complete answers to all questions.
• Don’t submit the form without reviewing it for any errors or missing information.
• Don’t alter or make unauthorized changes to the questionnaire, as this will render it void.
• Don’t forget to print and submit the paper copies, even if you fill out the form electronically.

By following these guidelines, you can help ensure a smoother submission process for your vendor questionnaire.

Misconceptions about the New York Questionnaire form can lead to confusion and hinder the submission process. Here are seven common misunderstandings:

• Fillable Forms Mean No Paper Submission Required: Some believe that since the forms are fillable, they can be submitted electronically. However, it is crucial to remember that you still need to print and submit paper copies of the completed forms.
• All Fields Are Optional: There is a misconception that some fields can be left blank. In reality, all questions must be answered. A response of “Not Applicable (N/A)” is not acceptable, and each section requires a complete answer.
• Only One Questionnaire Is Needed: Many assume that completing just one questionnaire suffices. In fact, there are two questionnaires—the Vendor Questionnaire and the Principal Questionnaire—that must both be completed for the submission to be valid.
• Formatting Errors Are Acceptable: Some vendors think that minor formatting errors in their entries will not affect their submission. Unfortunately, any unauthorized changes or alterations can render the questionnaire void, so accuracy is paramount.
• Questions Can Be Skipped If Information Is Attached: It is a common belief that if additional information is provided, some questions can be skipped. This is incorrect; all questions must be answered, even if you attach supplementary information.
• Emailing Questions Is Not Necessary: Some vendors feel they can navigate the form without assistance. However, reaching out with questions or concerns is encouraged, as the support team is available to help clarify any confusion regarding the form.
• Using an Old Version of the Form Is Acceptable: Lastly, there is a misconception that using an outdated version of the questionnaire is fine. It is essential to use the most current version, as the form is regularly updated to ensure compliance with city regulations.

Understanding these misconceptions can help streamline the process and ensure that all submissions are complete and accurate. This will ultimately lead to a smoother experience when doing business with New York City.

When filling out and using the New York Questionnaire form, there are several important points to keep in mind to ensure a smooth process.

• Complete All Sections: Every question on the questionnaire must be answered. Responses such as "Not Applicable (N/A)" are not acceptable. If additional space is needed, photocopy the relevant page and attach it.
• Follow Formatting Guidelines: Specific fields have formatting requirements. For instance, date fields should be entered as MM/DD/YYYY, and EIN/TIN/SSN must consist of nine digits without dashes.
• Submit Paper Copies: Even though the questionnaires are fillable, it is essential to print and submit the completed paper copies. Digital submissions are not accepted.
• Contact for Assistance: If you encounter any issues or have questions about the form, do not hesitate to reach out to the VENDEX Unit via email at [email protected] or by phone at 212-341-0933.

By adhering to these guidelines, you can facilitate a more efficient submission process and ensure compliance with the requirements set forth by New York City.