Comptroller Stringer Announces Reforms To Bring The City’s Procurement Process Into The 21st Century
(New York, NY) – Today, New York City Comptroller Scott M. Stringer announced two new policies to modernize how the City contracts with individuals, government entities, not-for- profits and companies. Effective in 2016, vendors seeking to do business with the City will now be able to sign and submit an important tax form electronically and requests for proposals will be sent via email, ending the era of paper notifications.
“In 2015, getting a contract with New York City shouldn’t require waiting in line at the post office or firing up a decades-old fax machine,” Comptroller Stringer said. “Our new systems will make it easier for vendors to do business with the City – and that’s good news for all New Yorkers.”
W9 Vendor Information Forms – W9 Forms are used by vendors seeking to begin or continue doing business with the City. This form provides the Comptroller’s Office with vendors’ current contact and tax information. Each year, the Comptroller’s Office receives and processes an average of 3,000 W9 Forms.
- Previously, these forms had to be printed and submitted in hard copy, either via mail or fax.
- Now, vendors can sign and submit these forms electronically through an updated Payee Information Portal website which will drastically speed up the submission process.
- This new policy will reduce the amount of paper used by vendors and the Comptroller’s Office by thousands of sheets per year.
Electronic Vendor Notification – New York City uses both mail and email to contact vendors to request bids on projects and contracts. This process is governed by the Procurement Policy Board, a five-member board which establishes policies and procedures that govern how New York City procures goods and services.
- Currently, the City’s default method to release notices of Requests For Proposal and Competitive Sealed Bids to vendors is paper announcements, sent via U.S. mail.
- Now, due to the changes to Procurement Policy Board rules introduced by Comptroller Stringer earlier this year, email will be the default method of communication for these notices.
- This change is expected to be fully implemented by summer 2016.
Comptroller Stringer has made simplifying the contracting and procurement process a top priority. Since 2014, the Comptroller’s Office has instituted a number of reforms, including:
- Vendor Roadmap – an online “one-stop-shop” to connect vendors with the information they need to do business with the City.
- “Making The Grade” – an annual report that grades City agencies based on their spending with Minority and Women-Owned Businesses Enterprises (M/WBEs).
- E-Invoicing – in December 2014, the Comptroller’s Office issued a Request For Information to explore ways to modernize the City’s contract invoicing process.
“For too long, the City’s procurement process has been stymied by red tape and a sea of paper, but today we’re taking real steps towards fixing that,” Comptroller Stringer said. “These reforms will leverage 21st century technology to increase productivity, save taxpayers’ hard-earned dollars, and enable all vendors, large and small, to do business with New York City.”
###