Contract Submission System Guide for Public Authority Users

Welcome to the New York State Contract Submission System (CSS)

The CSS is a secure application which allows State authorities to submit contracts and contract amendments for prior approval or filing to the Office of the State Comptroller (OSC), as required by Public Authorities Law (PAL) 2879‐(a) and NYCRR Part 206. OSC will review submitted transactions and respond electronically, maximizing timeliness for each contract transaction which requires approval.

As a CSS user, you can:

Enter the State authority's contract details and attach contract documents
Submit contracts and amendments to OSC for filing or approval
Access all contracts that your authority has submitted to OSC
Manage contacts
Submit feedback

CSS Online Help contains the instructional guidance and information needed to effectively use the System and submit contracts and contract amendments.

System Roles

CSS users are assigned roles which permit them to perform certain tasks. Roles within the System generally reflect the functions a user performs in an organization and only allows the user to complete tasks for which they have permission. Roles are initially assigned when the user is created by an Authorizer in OSC Online Services. Thereafter, a role(s) may be added or removed, as needed by the contracting entity's Government Authorizer.

Contract Entry Role

Allows user to enter the State authority's contract details, attach contract documents and submit contracts and amendments for filing or approval in the CSS.

Contract View Role

Allows user to view the State authority's contract details and attached contract documents in the CSS. Users can not create or edit records.

Navigational Guide

Navigation Bar

The navigation bar displays on the left side of every page. It provides quick and direct access to the main features of the CSS.

Home

Provides ability to submit new or amended contracts to OSC for filing or prior approval. Displays a list of the authority’s contract transactions that are in‐progress (not yet filed or approved by OSC).

Contract Search

Provides ability to search for all contract transactions submitted by the authority or authority group to OSC since May 2010. Results display in table format.

Manage Contacts

Provides the ability to add or edit a contact. Displays all individuals designated to receive follow‐up correspondence from OSC related to a specific contract submission.

Transaction History

Provides the events that have taken place in regards to the contracts and contract amendments that have been created by your authority.

Feedback

Provides the ability to submit comments, suggestions and ideas for improvements that will help OSC improve the CSS.

Help

Provides access to an interactive CSS Online Help.

Title Bar

User Name

Displays the name of the user currently logged into the CSS.

Apps

Displays the Online Services applications the user is currently enrolled in.

Internet Browser

The CSS is a secure web-based application that uses JavaScript, cookies and other advanced features of Internet Browsers. If any of the required features are disabled, the CSS will not function correctly. If you are having trouble viewing the CSS, please follow the configuration directions provided below.

CSS was tested with the following browsers:

Microsoft Edge
Google Chrome

Please ensure that Java and Java Scripting are enabled within your browser settings.

Contract Search

The CSS provides a Contract Search feature which allows users to search for contracts and contract amendments submitted to the OSC for filing or prior approval since May 2010 and to view transaction information. State authority users will only have access to contracts and contract amendments submitted by their own authority or authority group. An authority group consists of a parent and its subsidiary State authorities.

How Do I….

Create a Contract

Select when submitting an original contract.

Step 1 of 6 – Transaction Header

Select the appropriate contracting authority. Note: list will only contain the names of the parent and subsidiary authorities associated with the user.
Select the appropriate contract prefix and then enter the contract number that has been assigned by the contracting authority
Select the appropriate document type

Step 2 of 6 – Contract Information

Select the appropriate contract type, method of award and audit type
Enter or select using the calendar the contract start date, contract end date and execution date
Enter transaction amount, the dollar value of the transaction being submitted
Enter a narrative description of the goods to be purchased, services to be provided or value to be exchanged
Mark the box if the contract, as executed or as amended, will be funded in whole or part with monies appropriated by the State

Step 3 of 6 – Vendor Information

Enter the vendor’s name, Taxpayer Identification Number (TIN), and address
Select the appropriate Contractor Type

Step 4 of 6 – Authority Contact

Select the name of the State authority staff person designated to receive OSC questions about the submission. (To add a contact not listed in the dropdown, go to ‘Manage Contacts’ and follow the steps for adding a contact.)
Once a contact has been associated with a submission:
- It cannot be deleted
- Only the email address, phone number or status can be edited
- It must have a status of ‘Active’ to be associated with a current contract transaction
- ‘Inactive’ contacts will remain associated with previously submitted contract transactions

Step 5 of 6 – Attach Documents

To attach a document, complete the following:

Attachment Type – Select from dropdown list
Attachment Type Extension – Enter as appropriate (optional)
Attachment Description – Enter narrative description of attachment (such as document title or “Price List”)
Attachment –
1. Click the “Browse” button
2. Navigate to the location of the file to be attached, then select the appropriate file
Click the “Attach” button

A list of documents that have been attached (uploaded) is displayed in this section. To download (view) or delete an attachment, choose the appropriate Action. Clicking the Document Title will also allow the attachment to be downloaded (viewed).

Limitations

There is no limit to the number of files that may be attached
Each file is limited to 50MB
Document, spreadsheet or image file types are allowed (doc, wpd, xls, qpd, pdf, jpeg, etc.)
File cannot contain a virus. Executable, archived or compressed files types are prohibited (exe, dll, com, zip, tar, jar, etc.)

Step 6 of 6 – Contract Submission

Review the accuracy of all information displayed
To modify/update a specific section, select the corresponding Edit button
When all information is correct, select Submit to OSC

Edit a Contract

It is necessary to edit a contract when a transaction has been returned to the submitting authority for additional information or documents. Locate the contract that you wish to edit/change on the list of Transactions in Progress on the Home page. Click “Edit”.

Step 1 of 6 – Edit Transaction Header

Make any necessary changes
Click the "Next" button to continue to save the change and move to the next screen, or
Click "Close" to save the change and to return to the Home page

Steps 2, 3, and 4 of 6 – Contract, Vendor and Contact Information

Make any changes that are necessary
Click the "Previous" button to save the change and return to the preceding screen, or
Click the "Next" button to save the change and continue to the next screen, or
Click "Close" to save the change and return to the Home page

Step 5 of 6 – Attach Documents

Select document(s) if necessary and click the "Attach" button, or
Click the "Delete" button to remove a previously attached document, or
Click the "Previous" button to return to the preceding step, or
Click the "Next" button to continue, or
Click "Close" to return to the Home page

Step 6 or 6 – Contract Resubmission

Review the accuracy of all information
Modify a specific section by selecting the corresponding edit button
When all information is correct, select "Resubmit to OSC"

Create an Amendment

Select this option on the Home screen when submitting a contract amendment where either the original contract or a previous amendment has been previously filed or approved by OSC. Where no previous transaction has been filed or approved, select Create an Amendment – No Previous Submission instead.

There are two alternative ways to Create an Amendment when submitting an amendment to a contract or contract amendment that has been approved or filed by OSC:

Method 1:
Select “Create Amendment” from the home page.

Method 2:
Locate the contract that you wish to amend by conducting a search and selecting the contract from the search results, then select “Create Amendment” from available actions.

Note: where applicable, information regarding amendment, vendor and contact from the most recent submitted contract or contract amendment will be copied. Information is editable if necessary.

Step 1 of 4 – Transaction Header

When creating from the home page:

Select the appropriate contracting authority. Note: list will only contain the names of the parent and subsidiary authorities associated with the user.
Select the appropriate contract prefix and then enter the contract number that has been assigned by the contracting authority. Note: contract prefix and contract number must match the previously submitted original contract.
Select the appropriate document type. When creating from search results, select the appropriate document type. The contracting authority and contract number fields are pre‐populated with data from the previous submission.

Step 2 of 4 – Amendment Information

Regardless of Method:

Enter or select using the calendar the contract start date, contract end date and execution date
Enter transaction amount, the dollar value of the transaction being submitted
Enter the revised total contract amount, the new dollar value of the contract
Mark the box if the contract, as executed or as amended, will be funded in whole or part with monies appropriated by the State
Mark the box if the amendment being submitted has been provided in the original contract

Step 3 of 4 – Attach documents

To attach a document, complete the following:

Attachment Type – Select from dropdown list
Attachment Type Extension – Enter as appropriate (optional)
Attachment Description – Enter narrative description of attachment (such as document title or “Price List”)
Attachment –
1. Click the “Browse” button
2. Navigate to the location of the file to be attached, then select the appropriate file
Click the “Attach” button

A list of documents that have been attached (uploaded) is displayed in this section. To download (view) or delete an attachment, choose the appropriate Action. Clicking the Document Title will also allow the attachment to be downloaded (viewed).

Limitations

There is no limit to the number of files that may be attached
Each file is limited to 50MB
Document, spreadsheet or image file types are allowed (doc, wpd, xls, qpd, pdf, jpeg, etc.)
File cannot contain a virus. Executable, archived or compressed files types are prohibited (exe, dll, com, zip, tar, jar, etc.)

Step 4 of 4 – Amendment Submission

Review the accuracy of all information displayed
To modify/update a specific section, select the corresponding Edit button
When all information is correct, select "Submit to OSC"

Create Amendment – No Previous Submission

Select the option on the Home screen when submitting a contract amendment where neither the original contract nor any previous amendment was submitted, approved/filed by OSC for prior approval or filing.

Step 1 of 4 – Transaction Header

Select the appropriate contracting authority. Note: list will only contain the names of the parent and subsidiary authorities associated with the user.
Select the appropriate contract prefix and then enter the contract number that has been assigned by the contracting authority
Select the appropriate document type

Step 2 of 4 – Contract Information

Select the appropriate contract type, method of award and audit type
Enter or select using the calendar the contract start date, contract end date and execution date
Enter transaction amount ‐ the dollar value of the transaction being submitted
Enter a narrative description of the goods to be purchased, services to be provided or value to be exchanged
Mark the box if the contract, as executed or as amended, will be funded in whole or part with monies appropriated by the State
Mark the box if the amendment has been provided for in the original contract

Vendor Information

Enter the vendor’s name, Taxpayer Identification Number (TIN), and address
Select the appropriate Contractor Type

Authority Contact

Select the name of the State authority staff person designated to receive OSC questions about the submission. (To add a contact not listed in the dropdown, go to ‘Manage Contacts’ and follow the steps for adding a contact).

Step 3 of 4 – Attach Documents

To attach a document, complete the following:

Attachment Type – Select from dropdown list
Attachment Type Extension – Enter as appropriate (optional)
Attachment Description – Enter narrative description of attachment (such as document title or “Price List”)
Attachment –
1. Click the “Browse” button
2. Navigate to the location of the file to be attached, then select the appropriate file
Click the “Attach” button

A list of documents that have been attached (uploaded) is displayed in this section. To download (view) or delete an attachment, choose the appropriate Action. Clicking the Document Title will also allow the attachment to be downloaded (viewed).

Limitations

There is no limit to the number of files that may be attached
Each file is limited to 50MB
Document, spreadsheet or image file types are allowed (doc, wpd, xls, qpd, pdf, jpeg, etc.)
File cannot contain a virus. Executable, archived or compressed files types are prohibited (exe, dll, com, zip, tar, jar, etc.)

Step 4 of 4 – Contract Submission

Review the accuracy of all information displayed
To modify/update a specific section, select the corresponding Edit button
When all information is correct, select Submit to OSC

Attach a Document

To attach a document, complete the following:

Attachment Type – Select from dropdown list
Attachment Type Extension – Enter as appropriate (optional)
Attachment Description – Enter narrative description of attachment (such as document title or “Price List”)
Attachment –
1. Click the “Browse” button
2. Navigate to the location of the file to be attached, then select the appropriate file
Click the “Attach” button

A list of documents that have been attached (uploaded) is displayed in this section. To download (view) or delete an attachment, choose the appropriate Action. Clicking the Document Title will also allow the attachment to be downloaded (viewed).

Limitations

There is no limit to the number of files that may be attached
Each file is limited to 50MB
Document, spreadsheet or image file types are allowed (doc, wpd, xls, qpd, pdf, jpeg, etc.)
File cannot contain a virus. Executable, archived or compressed files types are prohibited (exe, dll, com, zip, tar, jar, etc.)

Conduct a Search

A user may search for contracts and contract amendments submitted by their own authority or authority group by following the steps below:

Select Contract Search from the menu at the left of the home screen
Select “All” or “Any” as the match constraint to be applied to your search, then select search criteria. Contract Search allows users to create specific. queries to return precise results. Multiple criteria are available for searching. Users may select any combination of search criterion. Click “Add” to include additional criterion to the search or “Remove” to clear it. Searching with the option “Contains”, where applicable, returns the largest number of results. Keep in mind that the number of criteria selected will affect the number of results that are returned.
Click “Search” to submit the query and view your results

Match ALL of the following

In this query, contracts and contract amendments which match ALL criteria will be retrieved. Precise queries can be created with more combined criteria resulting in fewer contracts and contract amendments retrieved.

Match ANY of the following

In this query, contracts and contract amendments which match AT LEAST ONE of the criteria will be retrieved. The more criteria combined the greater the number of contracts and contract amendments will be retrieved.

Search Criteria

By Submitting Authority

Search for contracts and contract amendments by the name of the State authority that submitted it to OSC using search option “Is” or “Is Not”. The submitting authority may be the contracting authority or may be an authority that has submitted on the behalf of another authority in their group. For example, a parent State authority may submit to OSC on behalf of a subsidiary State authority.

By Contracting Authority

Search for contracts and contract amendments by the name of the State authority that executed the agreement using search option “Is” or “Is Not”.

By Vendor Name

Search for contracts and contract amendments by vendor name using search options: “Contains”, “Does Not Contain”, “Is” or “Is Not”.

By Document Type

Search for contracts and contract amendments by document type using search options “Is” or “Is Not”. Document types are:

Exempt contract	Eligible contract	Audited contract
Exempt amendment	Eligible amendment	Audited amendment
Exempt amendment with no previous submission	Eligible amendment with no previous submission	Audited amendment with no previous submission

By Contract Number

Search for contracts and contract amendments by contract number using search options: “Contains”, “Does Not contain”, “Is” or “Is Not”.

By Sequence Number

Search for contracts and contract amendments by sequence number using search options “Is” or “Is Not”.

By Transaction Status

Search for contracts and contract amendments by transaction status using search options “Is” or “Is Not”. Transaction Statuses are:

Started	Submitted	Approved
Filed	Returned Not Filed	Returned for Documents
Returned for Updates	Non Approved	Withdrawn

By Status Change Date

Search for contracts and contract amendments by the date that the current transaction status was assigned using search options: “Is, “Is Not”, “Is Before” or “Is After”.

By Start Date

Search for contracts and contract amendments by the contract start date using search options: “Is, “Is Not”, “Is Before” or “Is After”.

By End Date

Search for contracts and contract amendments by the contract end date using search options: “Is, “Is Not”, “Is Before” or “Is After”.

By Transaction Amount

Search for contracts and contract amendments by transaction dollar amount using search options “Is”, “Is Not”, “Is Less Than” or “Is Greater Than”.

View Contract Details

View Search Results

Contracts and contract amendments submitted to the OSC for filing or prior approval since May 2010 are displayed including all transactions that have been started, submitted, returned or withdrawn using the CSS. Search Results page view options:

Sort search results by clicking on any column heading
Scroll through the pages or enter a page number to navigate directly to that page
Customize the number of contracts to display per page by selecting “25”, “50” or “100”

View Contract Details

Click on a contract number on the Search Results Page to display additional information about the transaction and to find available actions such as view, edit, or delete.

Vendrep Manual Contract Transaction Detail

Print Contract Details

To print the contract details, click “Print Detail” in the upper right corner of the Contract Detail screen.

Manage Contacts

The authority contact (also known simply as contact) is the individual designated by the submitting authority to receive all correspondence regarding a specific contract transaction. Each contract transaction must have an associated contact.

There is no limit to the number of contacts that may be added for each contracting authority, however only one contact may be associated with a specific contract transaction.

An individual may be a contact for more than one contracting authority, though they must be added to each individually.

Adding an Authority Contact

Contacts may be added by selecting ‘Manage Contacts’ from the left‐hand navigation menu, and following the on‐screen instructions.

Editing/Deleting an Authority Contact

Contacts may be edited by selecting ‘Manage Contacts’ from the left‐hand navigation menu, and following the on‐screen instructions.

Once a contact has been associated with a submission:

It cannot be deleted
Only the email address, phone number or status can be edited
It must have a status of ‘Active’ to be associated with a current contract transaction
‘Inactive’ contacts will remain associated with previously submitted contract transactions

Edit My Profile

Authenticated users can update their User Profile information by following these steps:

Click on the drop down next to the user name located on the top left of the Title Bar
Select "User Profile"
Click "Edit" within section that needs to be updated

Change My Password

Step 1 of 6 ‐ Click on the drop down next to the user's name at the top right of the screen in Title Bar and select User Profile
Step 2 of 6 ‐ Click "Edit" button within Password section
Step 3 of 6 ‐ Enter Current Password
Step 4 of 6 ‐ Enter New Password
Step 5 of 6 ‐ Re‐type New Password
Step 6 of 6 ‐ Click "Update"