Important Vendor Topics

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On this page are links to open solicitations, awarded contracts and other information useful to vendors.

The Department of Education values its relationship with its vendors. We believe that a fair, competitive process ensures value in our procurements. We take the concerns and issues of our vendors seriously as we believe our children benefit from a process that recognizes that vendors provide valuable products and services to our students and teachers.

Important Notice

Software Data Privacy and Security Process

Federal and state laws and regulations impose requirements on the DOE and certain outside parties to ensure students' personally identifiable information (PII) and certain staff PII (specifically, identifiable annual professional performance review data of principals, assistant principals and teachers) remain confidential and secure. The DOE has a standardized compliance review process for vetting any outside parties (contracted and non-contracted) who receive or access data from the DOE. This compliance process helps ensure that outside parties safeguard any and all protected information pursuant to federal, state, and local regulations.

The DOE is committed to protecting PII while giving schools the flexibility to purchase and use the tools and products that work best for their communities. Effective July 1, 2023 all vendors of third-party software will be required to complete DOE’s compliance process and OTI’s Cloud Review Process before conducting business with the DOE. This is to ensure all vendors safeguard any and all protected information pursuant to FERPA, New York State Education Law 2-d and Chancellor’s Regulation A-820. This applies to all third-party software, including purchases under $25k and free or donated software.

This process applies to contracted and non-contracted vendors, as well as outside parties that offer products and services for free.

Please visit the Data Privacy and Security Compliance Process page for more information and to get started.

Resources for Vendors (including forms)

Bidders List Update

Beginning in June, 2016, emails will be sent to vendors who have not updated their information in the Vendor Portal in the past 12 months. Vendors must follow the instructions in the email to remain on the Bidders List. Failure to respond will result in removal from the Bidders List. If you have updated your information in the Vendor Portal within the past 12 months you will not receive an email and your account will not be affected. For further assistance, please contact the Vendor Hotline at 718-935-2300 or by emailing them at vendorhotline@schools.nyc.gov.

E-Rate

The Office of Federal and State Regulatory Compliance (OFSRC) oversees the DOE’s participation in the E-Rate program.

To report misuse of E-Rate funding please call 1-718-625-2682 or 1-888-203-8100, or visit the universal service administrative company whistleblower webpage.

Electronic Funds Transfer/Direct Deposit for Vendor Payments

We have always encouraged vendors to enroll to receive electronic payments rather than paper checks. New York City law passed in 2007 now REQUIRES participation in the program for most contracts, so if you have not signed up for electronic payments yet, please do so through the link below.

Contract Financing

The New York City Department of Education is pleased to participate in a service offered by the Department of Small Business Services, called Contract Financing, which provides short-term, working-capital for upfront expenses such as insurance, labor, and equipment for Minority and Women-Owned Business Enterprises(M/WBEs) and other small businesses awarded contracts with the NYC Department of Education. Find out more about Contract Financing on the NYCBusiness website.

Invoicing Process: Accounts Payable Office

The Accounts Payable Office is no longer accepting paper-based invoices via mail. All invoices must be e-mailed to the Account’s Payables Office based on the location where products were delivered or services were provided. Where practicable, vendors must limit their submission to one file attachment, as a PDF formatted file with supporting documentation per invoice; e.g. a one-file attachment may include 50 pages (required documentation) in a single file. Vendors are to name the attachment and indicate the following on the subject line of the email: “Vendor Name, PO Number, and Invoice Number.”

Vendors can submit their invoices to one of the following email addresses based on the school location where the service was rendered or product was delivered:

Vendors should use the inboxes above for invoice submission only, all vendor inquiries should be sent to VendorHotline@schools.nyc.gov.

DOE will honor all commitments for products that have been delivered and services rendered.

Invoice Processing: All Other DOE Offices

If your PO requires invoicing to an address other than Accounts Payable at 65 Court Street, Rm 1502, Brooklyn NY 11201, your payment may be processed directly by another office. Vendors with POs that require invoicing to another office should continue to submit those invoices as normal, unless contacted by that office to arrange for alternative electronic delivery of invoices.

Vendors who use Vendor Portal or EDI for invoicing should continue to submit those invoices as normal.

Supporting Documentation

The following documentation is required in order to process payment. Please note that we are now requiring Proof of Delivery (POD) for all commodity deliveries until further notice:

  • Invoice (Commodity Vendors & Professional Services)
    • Vendor name, address, phone number and/or e-mail
    • Invoice date
    • Unique Invoice number
    • Purchase order number
    • Date of service or delivery
    • Itemized list of services or items with unit price or service fee
    • Credits if applicable
    • Total amount due
    • Payment remittance address
  • Proof of Delivery (Commodity Vendors)
    • Packaging Slip
    • Tracking information from UPS, FedEx, USPS or freight carrier

DOE conducts business with an array of vendors who provide a variety of products and services. Payments will be issued to vendors with Certified Purchase Orders. Below are examples of additional documents that may be required per the vendor’s contractual terms and/or the type of products or services rendered. Please note there are other products and/or services beyond the list below:

Vendor TypeDocumentation
CommoditiesPackaging Slip / POD
FoodAgenda & Sign-In Sheet
Trips/AdmissionList of attendees
Service/MaintenanceService Agreement
Professional ServicesScope of work, service dates & sign-in sheet

Contractual Requirements

Contractors are reminded that they remain bound by the terms and conditions of their contracts with the New York City Department of Education, including, but not limited to, their obligations pursuant to the payment and cost provisions.

Data Privacy/Security Policy

New York Education Law 2-d and its implementing regulations impose a number of requirements on outside entities (called a “third party contractor” or “TPC”) who receive student or certain pedagogue personally identifiable information (PII) from the NYC DOE pursuant to a written agreement. These requirements are explained on the Data Privacy/Security Policy for Schools and Offices page.

COVID-19 Relief

The City of New York will provide relief for small businesses that are making less because of COVID-19. More information is available at:

For updates on Coronavirus, text COVID to 692-692. For Coronavirus preparedness tips and safety info, visit www.NYC.gov/coronavirus.

Timeliness of Payment

NEW: New York City has discontinued its extended time frame for processing payments to vendors to prioritize emergency purchases and services in response to the COVID relief effort. For questions, email vendorhotline@schools.nyc.gov.