Manage My Contract: Overview

Mayor's Office of Contract Services


About PASSPortLearn PASSPortPASSPort Financials

Resources Library
FAQ
Trainings
Procurement 101
Requirements Contract

Resources Library

FAQ

Trainings

Procurement 101

Requirements Contract


Manage My Contract: Overview

Learn how to navigate and manage your contract in PASSPort. This high-level overview outlines each section of the contract and the vendor actions required to get your contract Registered.

After a vendor is selected for an award, they enter the contracting process in PASSPort. Vendors can access the contract record once the agency initiates the contract. However, vendors are unable to complete any activities until the agency sends a task to the vendor.

For step-by-step instructions on how to complete vendor contract tasks, view the guides below:

Complete the Vendor Document Submission Task

Approve and Sign the Contract Authoring Document

The contract is sent to the Comptroller for registration once all necessary actions are fulfilled by both the agency and vendor.

Overview of Each Tab in the Contract Record

Overview Tab

At the top of the Overview screen is a section that displays high-level contract information, including:

Contract Title

Contract ID

Contract EPIN

Vendor

Contracting Agency

FMS Contract Type

Source

Contract Status

Amount

Start Date

End Date

The Vendor Team section lists all the members of your organization that have been added to the contract Setup team.

The Internal Agency Team section displays the key agency contacts for the contract, their core function, and their email address.

At the bottom of the Overview tab is the Award Milestones section. This section provides an updated account of your contract's progress on the path toward registration and tracks the completion status of key contracting milestones.

Green check mark indicates the milestone is complete.

Orange clock indicates the milestone is ready to be worked on or in progress.

Gray circle indicates the milestone has not yet been initiated or is not applicable.

For more information on the Award Milestones Tracker, view the Award Milestones Tracker guide.

Header Tab

The Header tab contains key details related to the contract.

The Alerts section shows pending completion tasks for contract registration and provides messages to help guide you through the process.

The Contract Header section displays key contract information, including Contract Status, Source, Procurement Method, Contract ID, Contract EPIN, Vendor, Contracting Agency, and more.

The Contract Description section contains a written description of the contract provided by the agency.

The Fiscal Year Budgets section includes the Purchase Order (PO) associated with the contract budget. If the agency has not yet launched the fiscal year budget, this section remains empty until the budget is launched.

The M/WBE Goals section includes the M/WBE Utilization Tracker button. Below the button is a table displaying the participation goals for the procurement. This section only appears if this procurement is participating in the M/WBE program.

For more information on the M/WBE Utilization Tracker, view M/WBE Utilization Tracker: An Overview.

Setup Team Tab

The Setup Team tab is where you can develop and manage the team dedicated to your contract's activities.

The Setup Team table shows the agency contact(s) with whom you can communicate about this contract.

The Vendor Contact Signatory section lists the team member(s) from your organization authorized to sign the contract on behalf of your organization. This field populates once the Vendor Final Review task in the Contract Authoring workflow has been completed.

The Vendor Team section includes all contacts from your organization who are assigned at least one of the user roles needed for vendor contract registration.

For more information on user roles, view Add Vendor Users and Assign Roles.

Sites Tab

The Sites tab includes information on the location of the contract project (i.e., the location in which work will be performed). Multiple locations can be added if the project will be implemented at multiple sites. Entering site information is one of the first actions vendors need to complete as part of the Vendor Document Submission task.

Subcontractors Tab

The Subcontractors tab lists any subcontractors added during the RFx submission. It displays basic information on the subcontractor such as the Subcontract Amount, Contact Participation percentage, and the subcontract Purpose. This information is carried over from the RFx.

Vendors can add and edit subcontractor information during the Vendor Document Submission task or after the contract is Registered.

For more information on subcontractor management, view Subcontracting in PASSPort for Vendors.

Documents Tab

The Documents tab contains five sections. Each section facilitates critical activities in the contract development process:

The Requested Vendor Documents section is where vendors can see the type of documents the agency is requesting from them and whether those requested documents are required.

The Vendor Documents section is where vendors upload or link documents (from the Vault) requested by the contracting agency. Common examples include certifications and licenses relevant to the work you will perform for this contract.

The Authoring Documents section displays the contract signature page once the agency makes it available for review and approval. Vendors select the Vendor Contract Signatory during this approval task.

The Sourcing Project Documents section retains documents shared by the agency as part of the original Sourcing Project.

The Contract Documents section contains any additional contract documents shared by the agency.

LL34 Compliance Tab

The LL34 Compliance tab replaces the Doing Business Data Form and allows vendors to complete all Doing Business Data information within PASSPort.

Local Law 34 of 2007 (LL34) is New York City's campaign finance law that limits municipal campaign contributions from principal officers, owners, and senior managers of entities doing business with the City.

If the contracting agency required vendors to submit LL34 Compliance information as part of the RFx response, that information transfers over to the Contract's LL34 Compliance tab. Otherwise, vendors are required to provide information on their organization's leadership during the Vendor Document Submission phase of the contract registration process.

The Principal Officers section is where vendors identify their organization's CEO, COO, and CFO (or equivalent).

The Principal Owners section is where vendors identify any individual(s), partnership(s), joint venture(s), or corporation(s) that holds a 10% or greater ownership interest in the contracting organization.

The Senior Managers section is where vendors identify anyone who, either by job title or actual duties, has substantial discretion and high-level oversight regarding the solicitation, letting, or administration of any contract, concession, franchise, grant, or economic development agreement with the City. At least one Senior Manager must be included.

Registration

Vendors can follow their contract's path to registration by viewing the Award Milestones Tracker within the contract's Overview tab.

When the contract is registered, the Comptroller Registration step in the Award Milestones Tracker turns green, and vendors receive an automatic email notification from PASSPort. Registration is confirmed in PASSPort, and vendors can then take post-registration actions.