The in-person terminal has been in use since the late 1980s, and for most of the last 30 years has operated a system called VENDEX, which offered computerized data-tracking but lacked the integrated features of a one-stop shop for government procurement. When Kallos became chair of the Council contracts committee last year, he said his office found that in a number of areas the terminal was using legacy data from VENDEX rather than the more complete and up-to-date information contained in PASSPort. The same was true for the online portal, which was established under a 2017 law sponsored by Council Member Brad Lander and launched as part of the second phase of the PASSPort rollout, which formally began in April 2019.
“Almost everything now is going to be in PASSPort,” Kallos said. “So we found a little bit of a conflict. What previously might have happened is that you would have read it in the newspaper but we have a really great working relationship...so we’ve been working with [MOCS] trying to get this done.”
Now available through PASSPort are a broad range of reporting from basic identifying information about vendors and their principals to performance evaluations on vendors that do business with the city. Of particular interest to reporters and ethics watchdogs, according to Kallos, is the Current Related Entities Report, which shows entities that control or are affiliated with a vendor, an important tool for tracking potential conflicts of interest.
Moving the system online has “made doing business with the city a lot easier,” said Jennifer Geiling, MOCS’ press secretary.
Previously, a vendor would have to fill out a paper questionnaire and deliver it to the MOCS offices where a staff member would have to key their information into the database. “Here we made the terminal for vendors to interact with completely online, they are submitting their disclosures online in their own locations, so it’s an online platform,” Symon explained.
“It used to take somewhere around 30 days median time for an average size organization to go through the VENDEX process, but today it takes less than a day, because it’s now gone online, it’s digital, it’s available at all times for vendors to update,” noted Geiling.
Kallos and Symon believe moving to a more modern system will have a big impact on vendors competing for city contracts, especially smaller businesses that may have fewer resources to facilitate navigating the procurement process.
“The people who do business are keenly aware because they have something at stake. We have 18,000 vendors who are going to be taking advantage of this. Those 18,000 vendors have tens if not hundreds of thousands, or millions of employees, altogether. So I think they will be paying attention,” said Kallos.
“One of the goals that we have with PASSPort generally is greater transparency, which allows greater accessibility,” Geiling added.