Vendor Guide

Step 10 - Vendor's Rights and Responsibilities

As a supplier to the New York City Department of Education, there are certain rights you have when you do business with us. There are also responsibilities. These responsibilities center on your keeping your promises and doing what you say you were going to do in your bid or in your proposal and subsequent contract. Keeping your word is important to us. In other words, you have to "Walk the Talk." If your performance is satisfactory and you deliver quality products and services, you will have greater opportunities to enjoy the benefits of Department of Education contracts.

A. Your Rights
1. Your Right to Compete
You have the right to "full and open competition." What this means is that all suppliers are given an equal opportunity to compete for our business. We not only send notices of solicitation to suppliers on our bidder lists but also publicly advertise in the "City Record."

2. Your Right to Know
You have the right to information. What this means is that you have a right to know how
the Department of Education operates. The Freedom Of Information Law (" FOIL") provides rights of access to records reflective of our decisions and policies. With few exceptions, most documents are available. The Law merely requires you to "reasonably describe" the record in which you are  interested. Within five business days of the receipt of a
written request for a record reasonably described, we must make the record available, deny access in writing giving reasons for the denial, or furnish a written acknowledgment of receipt of the request and a statement of the approximate date when the request will be granted or denied. We may deny your request but you have the right to appeal this decision within 30 days of a denial.

3. Your Right of Protest and Appeal
Any prospective bidder or proposer who believes there has been unfairness or irregularity in the solicitation or award of a contract may bring a protest to the Administrator of the Division of Contracts and Purchasing. The written protest should state all the facts upon which our decision is contested and may be submitted at any time during the procurement process.

4. You Have the Right to be Paid Promptly
Every contract or purchase order has instructions for preparing and submitting invoices.  If the instructions are not complete or clear, call us immediately. It's a good idea to confirm invoicing procedures the first time you submit an invoice under a contract. Careful attention to these procedures such as correctly filling out the paperwork, submitting it to the right billing office and of course, performing the job you were hired to do according to the specifications set forth in the contract will help ensure that you get paid on time.

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