Navigating NYS MWBE Certification.
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How to Update the Vendor Certification Profile


All Certified and Recertified firms should review their vendor profile and make sure everything is accurate, and fully reflects the commodities and services your firm provides.

New York State has simplified the process to update and expand the online profile for certified MWBE firms.

This page is divided into 6 sections to provide you with clear direction on how to make updates.

Each section outlines the documentation required to accompany the request. All profile updates and expansions are to be submitted online. All supporting documentation can be faxed directly into the system, or uploaded from your computer directly into your account.

Section Topics
1 Full Contact Information
2 Business Name Change, DBA Name
3 Capacity: Gross Revenue, Market Area, Employees
4 Ownership Change
5 Business Industry Classification: Adding Commodities
6 Business Industry Classification: Adding Services

 

Section 1: Contact Information How to submit a request to Update the Contact Information
Phone / Fax Numbers No supporting documentation is required.
Log in to the system and submit the request.
Email, Web Address
Change of Address Required Documentation (one of the following):
Signed and Executed Lease,
Deed or Property Tax Receipts or Assessments

Alternate Documentation:
Front /back of cancelled checks for six months
Office Suites Agreement, including receipt of payment

Additional documentation may be required
Remember all firms are required to submit update requests online; and upload or fax the required documentation directly into the file.

Any requests submitted without the required documentation will be returned without processing.

When ready, logon and submit the update now: ny.newnycontracts.com
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Section 2: Name Change How to submit a request to Update/Amend the Name of the Firm
Name Change Required Documentation:
Copy of amended business certificate with NYS Department of State
Additional documentation may be required
Adding or Changing a DBA Name Required Documentation (for Sole Proprietors):
Copy of DBA filing with County Clerk
( For Out of State firms, you need to submit the equivalent from your home state)
Additional documentation may be required
Required Documentation (for all other business types):
Registration of Assumed Name with NYS Department of State
Additional documentation may be required
Remember all firms are required to submit update requests online; and upload or fax the required documentation directly into the file.

Any requests submitted without the required documentation will be returned without processing.

When ready, logon and submit the update now: ny.newnycontracts.com
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Section 3: Capacity Information How to submit a request to Update the Capacity Information
(market area, gross revenue, and employees)
Gross Revenue Required Documentation:
Most Recent Year Filed: Federal Business Taxes, including all statements schedules and amendments

Additional documentation may be required
Market Areas Required Documentation:
A detailed narrative outlining what infrastructure, equipment or staff the firm will utilize to provide its goods / services to market areas outside the primary region where the firm is located.

Additional documentation may be required
Employees Required Documentation:
Copies of Payroll Records, including W2s for same period.

Additional documentation may be required
Remember all firms are required to submit update requests online; and upload or fax the required documentation directly into the file.

Any requests submitted without the required documentation will be returned without processing.

When ready, logon and submit the update now: ny.newnycontracts.com
Back to topic listing

 

Section 4: Ownership Update How to submit an Update to the Owner Information
Ownership Change Required Documentation:
A signed, dated statement outlining the change in ownership, indicating the following information as it relates to each owner: gender, ethnicity, percentage ownership, title.

Depending on business structure, submit the appropriate document ion from this list: Amended Corporate Documents (corporate minutes, stock ledger, etc), Partnership Agreements, Purchase Agreements, Operating Agreements, and any other relevant documentation.

Additional documentation may be required
Remember all firms are required to submit update requests online; and upload or fax the required documentation directly into the file.

Any requests submitted without the required documentation will be returned without processing.

When ready, logon and submit the update now: ny.newnycontracts.com
Back to topic listing

 

Section 5: Commodities How to submit a request to update the industry classifications for:
Commodities
Industry Classification Requests
Please read the following carefully prior to submitting a request
to be classified as a supplier/broker of commodities.
Standard Industry Practices BROKER: A firm is classified as a broker when the firm fills orders for a third party by ordering, and/or purchasing; and/or receiving supplies from a third party supplier rather than out of its own existing and flowing inventory and, in light of the standard industry practices, provided no substantial service other than acting as an intermediary between supplier and customer.
SUPPLIER: A business enterprise is classified as a supplier when the firm can demonstrate that it owns, operates, and maintains a significant store or warehouse in which materials, supplies, articles or equipment as are bought, kept in stock, and regularly sold or leased in the usual course of business.  The firm must be an established, regular business that engages, as its principal business and under its own name, in the purchase and sale or lease of the products in question.  Manufacturers can be classified as suppliers.
Supplier of Commodities Required Documentation:
  1. Detailed, itemized inventory including wholesale, retail dollar amounts and proof of purchase
  2. Warehouse lease agreements or deeds for space showing square footage and location
  3. Current Financial Statement including Balance Sheet and Profit & Loss Statement
  4. Stocking Distributor Agreement for each manufacturer they stock/represent.
  5. List of all suppliers with invoices showing purchases of commodities, including lines of credit letters from each supplier.

  6. A copy of all vehicle registrations for use in the business (if applicable), including any additional documentation  or shipping agreements  for the use of third party shipping companies
  7. Detailed narrative that explains how goods are delivered to clients
  8. Business/Corporate Tax Returns for the most recent 3 tax years, including all schedules, statements and amendments - Incomplete returns will not be accepted
  9. Copies of the firm’s largest signed contracts and/or agreements completed with clients in the last 3 years.  All contracts must include a description of the commodities provided,  method of delivery, copies of  invoices to the client showing billing for the commodities sold, and proof of payment at completion of contract

    Additional documentation may be required
When submitting requests please note:
  1. NYS will update the classification of a firm when the firm can demonstrate it has been a supplier or broker in the past. If the firm has never provided commodities, or cannot satisfy the document requirements, the request will be rejected.
  2. NYS will not process these requests when a firm is due for recertification until the firm has completed the recertification process, and it is deemed eligible for continuing certification.
  3. Classifications will be provided only for the exact commodities identified in the documentation provided. If a specific classification is not supported in documentation, it will not be provided.
  4. All requests to be classified as a supplier that do not clearly demonstrate the standard industry practices referenced above, and/or are not submitted with the required documentation to support the request will not be granted, and the classification of supplier will not be provided.
    • In these instances, if the documentation demonstrates the standard industry practices of a broker, the firm will be classified as a broker.
    • Requests that fail to meet either standard will be rejected or returned.
  5. Remember all firms are required to submit update requests online; and upload or fax the required documentation directly into the file.
  6. Any requests submitted without the required documentation will be returned without processing.
When ready, logon and submit the update now: ny.newnycontracts.com
Back to topic listing

 

Section 6: Services How to submit a request to update the industry classifications for:
Services
Industry Classification Requests
Please read the following carefully prior to submitting a request
to be classified as a supplier/broker of commodities.
Services Required Documentation:
Copies of the firms largest signed contracts, invoices and/or agreements with your largest clients in the last 2 years (including scope of services and receipt of payment) for each additional service/trade you wish to add to your profile

Copies of complete payroll records from the corresponding time period for the contracts provided

Licenses (if applicable)

Additional documentation may be required
When submitting requests please note:
  1. NYS will update the classification of a firm when the firm can demonstrate it has provided the services in the past. If the firm has never provided the requested services or cannot satisfy the document requirements, the request will be rejected.
  2. Work which is subcontracted out will not be considered.
  3. NYS will not process these requests when a firm is due for recertification until the firm has completed the recertification process, and it is deemed eligible for continuing certification.
  4. Remember all firms are required to submit update requests online; and upload or fax the required documentation directly into the file.
  5. Any requests submitted without the required documentation will be returned without processing.
When ready, logon and submit the update now: ny.newnycontracts.com
Back to topic listing

 

Navigating NYS MWBE Certification.
      New System. New Process. Fully Integrated Online Application.

ny.newnycontracts.com

Currently / Previously Certified with NYS? New Applicant? Never Certified with NYS?
Expired, Expiring Firms seeking Recertification
Guidelines for Updating an Online Profile
Download Instructions to Access Your Account
NYS Certification Eligibility Requirements
First Time Applicants with New York State
Personal Net Worth Restriction Out of State Firms
Attachment A Personal Net Worth Affidavit
Attachment B Personal Net Worth Worksheet
* Use Attachment B to determine your personal net worth, you will find detailed instructions below
Attachment B Worksheet Instructions
Must obtain Authority to do Business in NYS from the NYS Dept. of State Prior to applying for certification
Small Business Requirement
Firms must have no more than 300 Full Time Equivalent Employees


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