INSTRUCTIONS FOR RESPONDING TO AN RFx
This quick guide will walk you through how to view and respond to an RFx. An RFx is a request for
anything. In PASSPort, an RFx will be synonymous with the solicitation that will go out to vendors. This
will include an Invitation for Bids or Request for Proposal.
If you have questions about the details of the RFx, please contact the designated Agency Contact
located within the View RFx tab. If you have questions about functionality of PASSPort, please contact
our Service Desk at help@mocs.nyc.gov.
Please identify which profile you have been assigned using the table below. This will help guide your
navigation through the RFx.
VENDOR USER PROFILES
PASSPort enables vendors to have multiple profiles in which to complete the relevant tasks for their
workstream. The user profiles that can create and submit responses to an RFx are detailed in the table
below. Importantly, users from the vendor organization can be added to specific responses to contribute
any helpful information.
Profile
Vendor Admin
Vendor Procurement L1
Vendor Procurement L2
Description/Authorizations
• Can manage contacts in the Vendor Profile
• Receive direct invite to participate in RFx
• Can add users to the vendor team
• Can create a response
• Receive direct invite to participate in RFx
• Can add users to the vendor team
• Can create a response
Vendor Financials L1
Vendor Financials L2
Contributor
Vendor Contract Signatory
• Can create/edit responses when added to the team in the
Setup Team Tab
• Can create/edit responses when added to the team (Can
sign the authored contract agreement at the Contract stage)
If you have any questions about vendor user profiles, please contact our Service Desk at
help@mocs.nyc.gov.
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SUBMITTING RESPONSES
Login to PASSPort
1. You will receive a notification from PASSPort inviting you to respond to an opportunity created by
an agency (RFx).
2. Click on the link in the notification to login into PASSPort and access the RFx. Alternatively, click
on this link to access PASSPort.
View My RFx and Responses
3. Once logged in, click on the RFx menu option on the blue header bar at the top of the screen.
4. Select either Browse All RFx (includes all RFx visible on the Public Portal) or Browse Your RFx
and Responses (includes the RFx to which you have been invited or have started a draft
response).
5. You can locate your opportunities by filtering RFx status, keywords, agency, etc.
6. To open an opportunity or response, click on the pencil icon in the row.
View RFx & Acknowledgement
7. Review the details of the RFx in the View RFx tab. If you have questions about the RFx, contact
the designated Agency Contact found on this page.
8. Communicate with the agency if you plan on responding to the opportunity by completing the
Acknowledgement tab. If no acknowledgement is required, move on to step 9.
Manage Responses
9. Navigate to the Manage Responses tab.
10. Click on the pencil icon to open the Response window.
Manage Responses // Your Proposal Info
This tab is designed to function as the header for your response and will include fields to input a response
name and description and select a competition pool. If you are submitting to multiple Competition Pools,
you must complete individual responses for each Competition Pool.
11. In the Your Proposal Info tab, complete the Response Label, Description and Competition Pool
fields. You can rename the Response Label. If you choose not to, it will default to “Proposal
#1”
12. Click the Save button.
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Manage Responses // Questionnaire
The questions within this tab were designed in-system by the Agency to best reflect the information
required for you to submit as part of your response. When completing the Questionnaire, please note the
different ways you are expected to answer (date, multiple choice, text, etc.) and be sure that the answers
are completed to the best of your ability before submitting. Questions denoted with the red bar in the
response field are mandatory. Note, you will not be able to submit your responses if you do not answer
all the required questions.
13. Click on the Questionnaire tab.
14. Complete all necessary questions within this tab. Questions may be organized into a series of
subtabs and subsections.
15. Click the Save button.
Alternatively, you can download the Questionnaire into an Excel file and complete it outside
of PASSPort, but it must be reuploaded with the appropriate answers and format for the Questionnaire to
be marked as responsive. Should you wish to draft your responses in Excel, click either the “Download
in Excel 2007-2010 format (xlsx)” or “Download in Excel 97-2003 format (xlsx)”. To reupload the
completed Excel file, click on “Upload (in Excel Format)”.
Please note that editing the structure of the excel sheet might prevent successful reupload, so please be
careful when submitting with this method. You should only edit the fields designated for vendor response.
Manage Responses // Subcontractors and Joint Ventures
If the solicitation allows subcontracting or if you will be submitting as part of a joint venture, you will
identify subcontractors and join ventures in this tab. If the RFx does not require subcontracting, the tab
will display the following language, “Subcontracting is not allowed for this RFx”. If there are no
subcontractors or joint ventures, move on to Step 20.
16. Click on the Subcontractors and Joint Ventures tab.
17. In the Subcontractor Information tile, complete all the necessary fields (if applicable).
18. In the Joint Ventures tile, click on the Add Joint Ventures button, and complete the necessary
fields (if applicable).
19. Click the Save button.
Manage Responses // Item Tab
The Item tab functions as the price component for solicitation. When filling out the Item Tab, be careful
to answer each line item according to the information it asks, such as annual salaries, price per a
designated quantity, or dates. Note, rows and columns will be designated as either “optional” or
“required.” You will not be able to submit your proposal if you do not input data into all the required fields.
Also, please be aware of the total proposal amount, located above the response fields. This total amount
is automatically calculated based on the information you provide in the response fields.
20. Click on the Item tab.
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21. Complete all necessary fields in the Item tab.
22. Click Save button.
Alternatively, you can download the Item Tab into an Excel file and complete it outside of PASSPort, but
it must be reuploaded with the appropriate answers and format for the configured Items Tab to be marked
as responsive. Should you wish to draft your responses in excel, click either the “Download in Excel 2007-
2010 format (xlsx)” or “Download in Excel 97-2003 format (xlsx)”. To reupload the completed Excel file,
click on “Upload (in Excel Format)”.
Please note that editing the structure of the excel sheet might prevent successful reupload, so please be
careful when submitting with this method. You should only edit the fields designated for vendor response.
Manage Responses // LL34 Compliance
This tab allows you to submit your Local Law 34 (Doing Business Data) as part your response to the
solicitation. The Vendor Admin will identify all LL34 Contacts within the Vendor Record. Please make
sure that all information is correct with appropriate names, titles, and other necessary information before
you submit.
23. Click on the LL34 Compliance tab.
24. In the Principle Officers tile, complete all the necessary fields.
25. In the Principle Owners tile, complete all the necessary fields.
26. In the Senior Managers tile, complete the necessary field.
27. Click the Save button.
Submit your Response
23. Click on the Check Progress button to review your progress. PASSPort will alert you to what
needs to be completed. Please note that this will review progress of completion for the RFx, not
the content within the RFx itself.
24. Once all sections are complete, a new green button will appear called the Validate and Submit
button. Click on this button to submit your response.
25. In the pop-up, review the terms and conditions, select the checkbox, and click on the green
Submit my proposal button. Your response will be submitted.
26. Click on the Close button. The Manage Response tab will update with a summary of your
response. The Agency will be notified of your proposal submission.
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You are viewing the opportunity summary page, which includes a brief overview and a preview of the attached documents.
