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Enroll in Commodities in PASSPort

What Does Commodity Enrollment Involve?

Simply put, enrolling in commodities in PASSPort means identifying commodity codes that best describe what your business currently does (or has the means to do), and then adding those commodity codes to your Vendor Profile in PASSPort.

Why Commodity Enrollment Matters

Enrolling in commodity codes is crucial because it ensures your business is accurately categorized, making it visible to the right buyers and increasing prospects for relevant contract opportunities.

It is especially important for M/WBE certified businesses as M/WBE-restricted opportunities are released to businesses based on their affiliated commodity codes!

What is a Commodity Code?

In NYC procurement, a commodity code is a number for specific goods and services. These codes allow agencies to solicit the right products or services and help vendors specify what they can provide, ensuring clear communication across the City when referring to goods or services.

Commodity codes can consist of 1, 2, 3, or 5 digits, with the most detailed classifications represented by 5-digit codes. Note: If you're familiar with NIGP (National Institute of Governmental Purchasing) codes, the 5-digit commodity codes align with NIGP classifications.

Example: Here's the 5-level commodity code structure for Interpreter Services:

Level 1: 5 - Professional Services

Level 2: 43 - Interpretation and Translation

Level 3: 367 - Interpreter and Translation Services (This is the level where vendors enroll!)

Level 5: 96146 - Interpreter Services (Foreign Language, Hearing Impaired, etc.)

Vendors don't need to memorize this structure—it's shared just to illustrate how the commodity code system works. Vendors enroll at the Level 3 category in PASSPort.

How Commodity Enrollment in PASSPort Works

Enrolling in commodities in PASSPort is a two-step process:

Find the relevant commodity codes using the Directory.

Add those commodity codes to your Vendor Profile in PASSPort.

Step 1: Find the relevant commodity codes using the Directory

Consider the goods and services your organization currently provides or has the capability to provide. Which keywords could help you find the relevant commodity codes related to your business? Take the time to discuss with your colleagues. Write them down.

Example: If your business provides Spanish interpretation services, relevant keywords could include "Interpretation," "Interpreter," and perhaps "Languages."

Open the NYC Commodity Classification Directory to search for the commodity codes that best reflect your organization's current capabilities.

This will download the directory in Excel format (NYCCommodityClassificationDirectory.xlsx).

File does not download? Make sure to disable any pop-up blockers in your browser.

At the bottom of the spreadsheet, click the Expanded to L5 Category worksheet to view the most specific classification of commodity codes which is great for searching commodity codes.

This is where your keywords list comes in. On your keyboard, click the Ctrl key and the letter F key at the same time (Control Find) to search for the keywords you determined in step 1.

Example: We search for "Interpreter".

The search result displays.

Example: Our "Interpreter" search already provided a perfect match:

96146 - Interpreter Services (Foreign Language, Hearing Impaired, etc.).

Write down both the 5-digit code and the 3-digit code that it rolls up to.

Example: We're writing down both 96146 (Interpreter Services) and also the affiliated 3-digit code 367 (Interpreter and Translation Services).

Repeat steps 4-6 to search for additional matches. Write down the relevant 3 and 5-digit codes.

Along with keyword searches (steps 1-7), take time to browse the directory! You may discover terms you hadn't considered.

Example: If you specialize in plumbing and with that also handle professional cleanup after plumbing installation at large construction sites, consider adding this commodity code as well:

90975 - Site Clean-up, Post-Construction.

You should now have a robust list of commodity codes that reflect your business capabilities.

Step 2: Add those commodity codes to your Vendor Profile in PASSPort

On the PASSPort homepage, click the Commodity Enrollment shortcut.

The Documentation tab of the Vendor Profile will display.

In the Documentation tab, click the Add Documents drop-down menu and select Commodity Enrollment.

Click the Add Document button.

The Edit document window will display.

From the Document Type drop-down menu, select Commodity Enrollment/ Commodity Enrollment / Justification.

From the Commodity drop-down menu, click the hyperlink See All.

The Commodity selector window will display.

In the Keywords field, enter the 3-digit codes you determined earlier in the process. You can also enter keywords, but be sure to check the spelling carefully.

Example: We're entering code 367 which we identified earlier in the process.

Click the Search button.

The Edit document now displays the selected 3-digit code and the five-digit codes that are part of the 3-digit code classification.

Example: 367 displays and all 5-digit codes that are part of the 367 classification.

This is where the 5-digit codes that you wrote down come into play. Compare the 5-digit codes with your list and then click X to remove any 5-digit codes that are not relevant to your organization.

Example: We click X to remove Sign Language Services and Translation Services since our example business provides only Interpretation Services.

Confirm that the correct codes display in the Commodity: 5-digits section.

Click the Save button at the top of the page. The page will reload and add your selections.

Example: We verify that only code 96146 displays and then click the Save button.

Now it's time to upload proof that your organization can provide the goods and/or services or has the capability to do so - upload justification documentation. Click the Manage Documents button.

Click Link File button.

Select either Upload from Computer or Link from PASSPort Vault.

Follow the prompts to upload/link documentation and see Acceptable Justification Documentation.

Tip: Follow your organization's naming convention for uploading documents. A good document name format is: [Date]_[JustificationType]_[YourBusinessLegalName].pdf.

Example: 2024_Invoice_TestInc.pdf

Once the documentation has been uploaded successfully, click the green Submit button at the top of the screen.

Repeat steps 1-12 to add additional 3-digit commodity codes.

Important: Only enroll in commodities that your organization currently provides or has the capacity to provide! Enrolling in unrelated commodities does not enhance your contracting opportunities but instead may affect your organization's credibility.

Acceptable Justification Documentation

Justification documentation serves as proof that your organization is either already providing the goods and services associated with the selected commodity codes or has the capacity to do so.

Acceptable justification documentation includes, but is not limited to:

Invoice

License

Contract

Statement of Work

Capability Statement

Certification

Ensure the justification documentation includes your organization's legal name and a date. Invoices require company letterhead.

Note: Justification documentation is required for each commodity code enrollment. However, you may use the same documentation to enroll in multiple commodity codes.

Maintain Commodity Codes

We recommend you review your commodity enrollments at least once a year to ensure they accurately reflect your organization's capabilities.

On the PASSPort homepage, click the Commodity Enrollment shortcut.

Click > to expand the Commodity Enrollment section and review any existing commodity code enrollments.

Review the current commodity codes.

If your listed commodity codes no longer reflect what your business does or can do, click the pencil icon to access the commodity enrollment and click the Delete button.

Best Practices

Only enroll in commodities that your organization currently provides or has the capacity to provide! Enrolling in unrelated commodities does not enhance your contract opportunities but instead may damage your organization's credibility.

Review your commodities at least once a year to make sure that your enrolled commodities are current.

Take care to upload justification documentation that includes your company legal name and a date. Company letterhead is recommended.

Attention NYC Certified Businesses: In addition to maintaining your commodity enrollments in PASSPort, be sure to also keep current your organization's commodity codes and your primary email address listed on the SBS Online Directory of NYC Certified Businesses. Agencies can use the SBS Online Directory to source qualified vendors based on their selected commodity codes.