Contracts

PASSPort Frequently Asked Questions

Browse through our PASSPort Frequently Asked Questions (FAQ) to find answers to the commonly raised questions.

If you're new to using PASSPort, we recommend you browse all FAQ sections and visit Learning to Use PASSPort for all PASSPort learning resources, including step-by-step guides, video system demonstrations, and self-paced e-courses.

This FAQ page is being updated regularly. Last updated: February 2022

Technical Requirements

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What software and hardware requirements are needed to use PASSPort?

PASSPort is a web-based application. PASSPort works best when using a desktop or laptop computer with an internet internet access and using Google Chrome.

Can I use my phone to access PASSPort?

PASSPort is a web-based application but not mobile optimized. Please use a desktop or laptop computer instead.

PASSPort Login

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I am unable to log in. What do I do?

If your organization has a PASSPort vendor account, a Vendor Admin on the account must add you as a contact to the Vendor Profile>Contacts and assign you at least one system user role before you can log in. Also, it’s important the Vendor Admin use the email address that was used when registering the NYC.ID to add you as a contact.

Ensure you are taking the correct path to log in to PASSPort and click the PASSPort Login button on the System Login page. Click Login. Enter your NYC.ID email address and password in the log in fields, then click Log In. Always check if your CAPS Lock is activated on your keyboard and avoid saving passwords in your web browser as it will autopopulate the password field.

Login issues can also be caused by an outdated browser cache. Please try one (or all) of the following to determine if it is a browser issue:

  • Clear the browser cache. For instructions on clearing the cache, please refer to https://www.refreshyourcache.com/. Then please go back to the login page and enter your login and new password.

  • Use Chrome Incognito Window to log in. To access an Incognito window, please open the Chrome browser. Then click on the three dots on the upper right corner, and select New Incognito Window. Lastly, please go back to the login page and enter your login and new password.

  • Use Internet Explorer InPrivate Browsing to log in. Open the Internet Explorer browser. Then, to access InPrivate browsing, please click the cogwheel in the upper right corner. Next, click on Safety. And then InPrivate Browsing.

How can I change or reset my password?

To reset your NYC.ID password (to be able to log in to PASSPort), please follow the steps below.

  1. Go to the System Login page.
  2. Click the PASSPort Login button.
  3. Click the Login button.
  4. Click the Forgot Password hyperlink.
  5. Enter your email address.
  6. Click the Submit button. A confirmation will be sent to you containing a link to reset your password. Please follow the instructions as prompted.
    Note: It may take up to 30 minutes to receive the reset password email. Also, check your Junk/Spam folder if the email is not in your inbox.
  7. Select a new password and enter it twice.
  8. Click the Save Password button.

Once you are done resetting the password, you may go back to our website and repeat steps 2-3 to log in.

How can I give my colleague access to PASSPort?

If you are the account administrator (a user with the Vendor Admin role), you may add a colleague as a contact to your organization's Vendor Profile in PASSPort.  To access the PASSPort account, your colleague will need a NYC.ID to match the email affiliated with the contact you as Vendor Admin entered in PASSPort. Your colleague may already have an active NYC.ID if they use other New York City systems such as HHS Accelerator or the City Record Online.  If they have an existing NYC.ID, be sure to enter the correct email address for their contact entry as PASSPort will require an exact match to confirm their access. Next, you will assign to their contact at least one user role (contacts may have multiple roles to customize system privileges).

Register and validate a NYC.ID:

  1. Go to the System Login page.
  2. Click the PASSPort Login button.
  3. Click the Login button.
  4. Click the Create Account hyperlink underneath the login fields.
  5. Fill in the NYC.ID account creation form and then click Create Account
  6. Look out for the automated validation email to validate your email address.

Please refer to the User Manual: Vendor Account Management and Quick Guide: Adding Vendor Users and Assigning Roles for more details.

How do I clear my browser's cache?

Login issues and other system performance concerns can be caused by an outdated browser cache.

Please try one (or all) of the following to determine if it is a browser issue:

  • Clear the browser cache. For instructions on clearing the cache, please refer to https://www.refreshyourcache.com/. Then please go back to the login page and enter your login and new password.
  • Use Chrome Incognito Window to log in. To access an Incognito window, please open the Chrome browser. Then click on the three dots on the upper right corner, and select New Incognito Window. Lastly, please go back to the login page and enter your login and new password.
  • Use Internet Explorer InPrivate Browsing to log in. Open the Internet Explorer browser. Then, to access InPrivate browsing, please click the cogwheel in the upper right corner. Next, click on Safety. And then InPrivate Browsing.

For reference on refreshing or clearing cache, please refer to the following tools: https://www.refreshyourcache.com/ OR  https://clear-my-cache.com/

Account Creation & Management

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My organization does not have a PASSPort account. How do I set it up?

If your organization does not have a PASSPort account, you may submit a vendor account request on behalf of your organization. A NYC.ID is required to request a vendor PASSPort account.

If you use other New York City systems such as HHS Accelerator or the City Record Online, you may already have an active NYC.ID (the email address and password you use to log in) and can skip the first step. Just be sure to inform your Vendor Admin of the correct email address (the email address you use to log in to HHS Accelerator) when adding you to your organization's PASSPort Vendor Profile>Contacts tab as PASSPort will require an exact match to confirm your access.

Step 1: Register and validate a NYC.ID (skip this step if you have a NYC.ID):

  1. Go to the System Login page.
  2. Click the PASSPort Login button.
  3. Click the Login button.
  4. Click the Create Account hyperlink underneath the login fields.
  5. Fill in the NYC.ID account creation form and then click Create Account.
  6. Look out for the automated validation email to validate your email address.

Step 2: Submit a Vendor PASSPort Account Request:

  1. Go to the System Login page.
  2. Click the PASSPort Login button.
  3. Click the Login button.
  4. Enter your NYC.ID Email Address and password in the log in fields, then click Log In.
  5. Click Create Account to complete the vendor PASSPort account request form including the “Security Control” located below the form. Note: All fields with a red vertical bar are required.
  6. Click Register.

Your vendor PASSPort account request shall be reviewed by MOCS and you will be notified of the decision via email. Note: For approved account requests, the requestor becomes the first system user and account administrator. Additionally, the information supplied on the request form will transfer to the vendor account’s profile upon approval.

For step-by-step instructions, please refer to the Requesting a Vendor PASSPort Account guide or watch this tutorial.

How can I get access to my organization’s PASSPort account?

If your organization has a PASSPort account, two steps are required for you to be able to log in to that account:
(1) A Vendor Admin on the account will need to add you to your organization’s Vendor Profile > Contacts tab and assign you at least one system user role (which determines your PASSPort user privileges), and
(2) You will need to register an NYC.ID with the same email address that you provided to your Vendor Admin to add you as a contact in the PASSPort account.

Steps to register and validate a NYC.ID:
1. Go to the System Login page.
2. Click the PASSPort Login button.
3. Click the Login button.
4. Click the Create Account hyperlink underneath the login fields.
5. Fill in the NYC.ID account creation form and then click Create Account.  
6. Look out for the automated validation email to validate your email address.
To log in to PASSPort, go to the System Login page and click the PASSPort Login button.

HHS Accelerator users: You can skip the NYC.ID registration step and log in with the same email address and password to PASSPort that you use to log in to HHS Accelerator. Be sure to inform your Vendor Admin of the correct email address as PASSPort will require an exact match to confirm your access.

How can I give my colleague access to PASSPort?

If you are the account administrator (a user with the Vendor Admin role), you may add a colleague as a contact to your organization's Vendor Profile in PASSPort.  To access the PASSPort account, your colleague will need a NYC.ID to match the email affiliated with the contact you as Vendor Admin entered in PASSPort. Your colleague may already have an active NYC.ID if they use other New York City systems such as HHS Accelerator or the City Record Online.  If they have an existing NYC.ID, be sure to enter the correct email address for their contact entry as PASSPort will require an exact match to confirm their access. Next, you will assign to their contact at least one user role (contacts may have multiple roles to customize system privileges).

Register and validate a NYC.ID:

  1. Go to the System Login page.
  2. Click the PASSPort Login button.
  3. Click the Login button.
  4. Click the Create Account hyperlink underneath the login fields.
  5. Fill in the NYC.ID account creation form and then click Create Account
  6. Look out for the automated validation email to validate your email address.

Please refer to the User Manual: Vendor Account Management and Quick Guide: Adding Vendor Users and Assigning Roles for more details.

How do I create a NYC.ID?

A NYC.ID in the form of an email address is required to log in to PASSPort.
Steps to register and validate a NYC.ID:
1. Go to the System Login page.
2. Click the PASSPort Login button.
3. Click the Login button.
4. Click the Create Account hyperlink underneath the login fields.
5. Fill in the NYC.ID account creation form and then click Create Account.  
6. Look out for the automated validation email to validate your email address.

How can I tell that our vendor PASSPort account request has been Approved?

The individual submitting an account request will receive an email notification from PASSPort that indicates whether the account request has been approved. If it has not been approved, the next steps will be provided in the email. Typically account requests are processed in one to two business days. Once the account request is approved, log in to PASSPort to complete the vendor enrollment process and any other tasks you’re looking to complete in PASSPort! To log in to PASSPort, go to the System Login page and click the PASSPort Login button.

How can I let the City know about my business and what goods and services I can deliver?

Enrolling in commodities is a way for vendors to identify the goods and/or services they provide and let the City know that they are ready to do business.  To enroll in commodities, a vendor must first have a PASSPort Account.  To learn more about commodity categories, please reference the NYC Commodity Classification Directory and check out this short video on commodity enrollment in PASSPort.  These resources are available on the Learning to Use PASSPort page, along with section 4 of the Vendor Account Management User Manual. Please refer to the Getting Started: Doing Business with NYC.

How do I update my Contacts to include the LL34 designations?

Adding the LL34 designations to your Vendor Profile > Contacts tab is essential to populate information within the LL34 Compliance tab (on a contract or RFx response). To identify these individuals, you must first make sure the contacts are updated within the vendor profile to include the positions of the Principal Owners, Principal Officers, and Senior Managers and to indicate that they are LL34 contacts. To do this, you may navigate to Profile > Vendor Profile and select the Contacts tab. Then, please check off the LL34 Contact checkbox for each contact who must be identified and select any applicable positions from the Position drop-down. Positions are correctly selected when they appear underneath the field. You may click on the pencil icon associated with each contact to open up a larger window where you may enter the contact’s date of birth and phone number (please enter the 10-digit phone number without dashes). For more information, please refer to the Quick Guide: LL34 Compliance.

I have access to PASSPort, but my role has changed and need to perform different tasks in the system. How can I change my system privileges?

To change your system privileges, please contact anyone listed in your PASSPort Account with the Vendor Admin role. If you have a Vendor Admin role yourself, you can perform these actions. Note: PASSPort roles are stackable and you may have more than one user role assigned to you to broaden your system privileges. Please review the Quick Guide: Adding Vendor Users and Assigning Roles for more details on the types of tasks authorized per role and for steps to update your Contact’s role(s) in PASSPort.

Vendor Enrollment (Submitting Disclosures)

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What is Vendor Enrollment?

The vendor enrollment package is a series of business questions and disclosures that are completed and submitted online, in the PASSPort system. A vendor must first create a PASSPort account.  Once the Enrollment Package is reviewed and approved, the enrollment status for an organization will be "Filed."  For detailed guidance on submitting an enrollment package please refer to the Vendor Enrollment: A Beginner's Guide to PASSPort User Guide.

I was told by my contracting Agency that we need to get Filed. What do I need to do?

To become Filed means that a vendor is to complete and submit the Vendor Enrollment Package in PASSPort. See the FAQ “What is Vendor Enrollment?” for details.

Note: If your organization does not have a vendor PASSPort account, please read the FAQ “My organization does not have a PASSPort account. How do I set it up?”


Do I need to complete Vendor Enrollment to respond to an RFx?

No, completing vendor enrollment is not needed to respond to an RFx. You will only need user access to an active vendor PASSPort account and the relevant user role(s). Please refer to the following user materials for information on vendor account creation, assigning user roles, and responding to RFx:
Requesting a Vendor PASSPort Account Guide 
Quick Guide: Adding Vendor Users and Assigning Roles 
User Manual: Finding and Responding to RFx

Is my account Filed and is my vendor enrollment complete?

As a vendor, you may log in to PASSPort to view and confirm whether your organization completed filing your enrollment package, by viewing your Vendor Record Status on your PASSPort Homepage upon log in. The Vendor Record Status will state whether you are a Filed vendor or still working towards becoming Filed. You may alternatively click on Profile from the top navigation menu, then click Vendor Profile to view your Vendor Status.

Finding Contracting Opportunities

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What is an RFx?

"RFx" is a PASSPort term that represents the range of City solicitations, including Requests for Information (RFI), Requests for Proposals (RFP) and Invitations to Bid (ITB.)

How do I find contracting opportunities with the City of New York in PASSPort?

PASSPort provides a centralized, digital repository for vendors to identify opportunities to do business with the City through the Procurement Navigator. The Procurement Navigator is searchable by keyword, commodity, agency, program and industry and accessible to any individual with an internet connection. You do not need to have an account in PASSPort to access the Procurement Navigator.

With a PASSPort account, a vendor may also view RFx>Browse All RFx which provides additional contracting opportunities to which the vendor may have access based on prequalification lists.

To learn more about finding opportunities, view this Video: Finding RFx.

What is the Procurement Navigator?

The Procurement Navigator is a publicly accessible website that contains a list of published RFx (contracting opportunities) in various stages of solicitation in PASSPort: Planned, Released, Responses Received, Selections Made, and Closed. You may search for specific opportunities based on their RFx status, keyword, Industry, Agency, Published Date or related Commodity. You may further refine your search by limiting results to view only solicitations or RFx allowing subcontractors. To learn more about the RFx statuses, please refer to the FAQ “What do the RFx Statuses mean?”

Note: To be able to respond to an RFx in Released status, vendors must have a PASSPort account and log in to PASSPort.

What do the different RFx Statuses mean?

Planned: Issuing Agency is in the planning stages of solicitation.
Released: The RFx is released and open to vendors eligible to submit a response.
Responses Received: The issuing Agency has closed additional vendor responses (bids, proposals) and performs evaluations of vendor responses.
Selections Made: The issuing Agency selects vendor(s) based on evaluations of their submission(s).
Closed: The Rfx is closed meaning the solicitation process is completed. Responses can no longer be submitted.

How do I respond to an RFx found in the Procurement Navigator?

You must be logged in to PASSPort to respond to an RFx. Only RFx in Released status can be responded to in PASSPort. From the Procurement Navigator, take note of the Procurement Name and the EPIN of the RFx to which you wish to respond.

As a vendor interested in responding to an RFx, you must first log in to PASSPort and navigate to the RFx module which cannot be done through the Procurement Navigator. The Procurement Navigator is separate from PASSPort’s RFx module where you may also Browse Public RFx, the same that are publicly published to the Procurement Navigator.

From the top navigation menu, click RFx > Browse Public RFx and use the EPIN in the Keywords search to find the RFx. Then, click the pencil icon next to the Procurement Name you wish to submit a response. To begin a response/proposal/bid, go to the Acknowledgement tab in the left navigation panel and click the “I acknowledge receipt…” button. Next, select the appropriate checkbox confirming that you WILL RESPOND, then click the Valid button. From the Manage Responses tab, you may begin working on your response and submit it.

For full instructions, refer to the User Manual: Finding and Responding to RFx (starting page 18).

Note: Please submit your response/bid/proposal as early as possible and at least two business days prior to the Due Date. A vendor PASSPort account is required to respond to an RFx. Please see the FAQ “My organization does not have a PASSPort account. How do I set it up?” for information on requesting a vendor PASSPort account.

I cannot find an RFx in the Procurement Navigator. What do I do?

You may refine the list of RFx displayed by applying a filter using the search functionality. You may search for specific opportunities based on their RFx status, keyword, Industry, Agency, Published Date or related Commodity. You may further refine your search by limiting results to view only solicitations or RFx allowing subcontractors.

Are the City's M/WBE-specific contracting opportunities be available in PASSPort?

Yes.  The City's M/WBE Noncompetitive Small Purchase Method is available through PASSPort. Learn more about the M/WBE Noncompetitive Small Purchase Method here.

Responding to Contracting Opportunities (RFx)

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How do I respond/propose/bid on an RFx?

A vendor PASSPort account is required and you must be logged in to PASSPort to respond to an RFx. Please refer to the MOCS' website Learning to Use PASSPort section for more information on preparing and submitting RFx responses. Note: Only RFx in Released status can be responded to.

After you have logged in to PASSPort, go to the RFx tab and choose Browse My RFx Responses or Browse Public RFx to locate the RFx to which you're looking to respond. Enter the EPIN or Procurement Name in the Keywords search to find the RFx. Then, click the pencil icon next to the Procurement Name of the RFx you're interested in viewing.

To begin a response/proposal/bid, go to the Acknowledgement tab in the left navigation panel and click the “I acknowledge receipt…” button. Next, select the appropriate checkbox confirming that you WILL RESPOND, then click the Valid button. From the Manage Responses tab, you may begin working on your response and submit it.

For full instructions, refer to the User Manual: Finding and Responding to RFx (starting page 18). Ensure you have the proper user role assigned to be able to submit a response.

For more information, refer to the Quick Guide: Adding Vendor Users and Assigning Roles.


Note: All RFx are not published to the Procurement Navigator and some RFx are invitation only or based on eligibility on a Prequalification List. We encourage vendors to create PASSPort Accounts and search for contracting opportunities directly in PASSPort.

How will I know if any changes are made to an RFx in PASSPort?

Agencies update RFx through Addenda issued directly in PASSPort. All Addenda can be found in the Documents section of the View RFx tab. Vendors will be notified by email that an Addendum was issued. Ensure you have the proper user role assigned to receive notifications on RFx. For more information, refer to the Quick Guide: Adding Vendor Users and Assigning Roles.

I have questions about an RFx. Who can I contact?

For vendors that are completing an RFx response "In Process," contact the contracting agency for content clarification through the Discussion with Buyer (i.e., Agency) tab on the left-hand navigation pane.

How do I submit a response in PASSPort?

To respond to an RFx, vendor must have a PASSPort account. Learn more about Account Creation.

Once a vendor has a PASSPort account, it can click on the target RFx through the Procurement Navigator or Browse All RFx tab and it will be directed through the response process.  Please refer to the Learning to Use PASSPort section of the MOCS website for more information on preparing and submitting RFx responses.

How do I know that the City has received my response to an RFx?

Once a vendor has submitted a response, they will see a series of notifications with key details regarding the submission. Additionally, a vendor can confirm submission through its Manage Responses tab, where the Submission Status will update in green to Submitted.

I need to revise my submitted response/proposal/bid. How do I do this prior to the deadline?

If the RFx is still in Released status, you may Duplicate your response. The contents will carry over to a new response “In Progress” which you may edit, then Submit. After you have submitted your duplicated response with revised content, you may then cancel the response you wish to withdraw from competition.

For more information on RFx, refer to the User Manual: Finding and Responding to RFx.

Can I work on more than one response/proposal/bid for an RFx at the same time?

Yes, you can! You can leverage the option to duplicate a response (which can save time!). Click the Duplicate Response button in the response you want to copy. Then edit the response and submit. Note: Responses can be worked on simultaneously by contacts listed in the Team Setup tab.

For more information on RFx, refer to the User Manual: Finding and Responding to RFx.

I cannot find my draft response/bid/proposal. Where is it?

To locate your draft response to an RFx, follow these steps:

  1. Log in to PASSPort, click RFx on the top menu and then select Browse My RFx Responses from the drop-down menu.
  2. On the Browse My RFx Responses page, simply click the blue Search button.
  3. Click the pencil icon to access the RFx and then on the left-hand side navigation click the Manage Responses tab. Your organization’s In Progress status response will display.
  4. Click the pencil icon to access your RFx response and pick up where you left off.

For instructions on how to submit your response, refer to the User Manual: Finding and Responding to RFx.

How do I ensure that my team receives email notices on RFx opportunities?

For colleagues to receive the PASSPort RFx notifications, they must be listed as a Contact in the Vendor Profile > Contacts tab and be given one of the following roles: Vendor Admin, Procurement L1 or Procurement L2. Please refer to Quick Guide: RFx Vendor Response Authorizations and Quick Guide: Adding Vendor Users and Assigning Roles for more information on these roles. Reminder: Only an individual with a Vendor Admin role can add contacts and assign roles.

I just submitted my response/bid/proposal. How can I confirm that the response went through successfully?

To verify successful response submission, follow these steps:

  1. Log in to PASSPort, click RFx on the top menu and then select Browse My RFx Responses from the drop-down menu.
  2. On the Browse My RFx Responses page, remove the RFx Status that is listed by default by clicking the x to the left of the word Released.
  3. Click Search.
  4. Click the pencil icon to access the RFx for which you submitted a response. Then, on the left-hand side navigation click the Manage Responses tab. Your organization’s response will display.
  5. If the Response Submission status reads Submitted then that verifies successful submission. See page 60 of the User Manual: Finding and Responding to RFx. You will be notified by email if your organization has been selected for award.

Note: It can take several weeks if not a few months to hear back. After response submission, agencies complete response evaluations tasks, and depending on how many responses were received, this process can take some time.

How do I know if an RFx response was selected for an award?

When a contracting agency completes its review of RFx responses and issues award selections, all proposing vendors will receive an email with a notification that there is an RFx status update available through their PASSPort Account.  Vendors may also check the status of any proposal in their PASSPort Account by directly navigating to the Browse Your RFx and Responses tab, and filtering responses to see all RFx with selections made. 

How can I submit the HHS Accelerator Prequalification (PQL) Application in PASSPort?

You may take the following steps to complete the HHS Accelerator Prequalification application in PASSPort: 

  1. Navigate to RFx on the top navigation menu and select Browse Prequalified Lists from the dropdown. 
  2. Search for “HHS Accelerator Prequalification” and click the PQL Label
  3. Click the Create New Application button located at the top of the page, complete the questionnaire, upload any required documentation, and click Submit for Review and then the Vendor Admin or Procurement L2 may click Sign and Submit Application to sign and submit the PQL application to be reviewed by MOCS. 
For details on the HHS Accelerator Prequalification steps in PASSPort, please refer to User Manual: HHS Accelerator Prequalification.


I’m not able to submit the HHS Accelerator PQL. What can I do?

If you are unable to submit the HHS Accelerator PQL application, please make sure that you have answered all of the questions in the questionnaire, submitted all required documents and confirm that you have the Procurement L2 or Vendor Admin role. For details on the HHS Accelerator Prequalification steps in PASSPort, please refer to User Manual: HHS Accelerator Prequalification.

I just got prequalified. Why is my HHS Accelerator PQL expired?

If a required document’s validity period passed and was part of your HHS Accelerator PQL application your prequalification will expire. To update your prequalification status, simply navigate to the HHS Accelerator PQL in PASSPort, click Update Application and submit your updated, valid document to MOCS for review. For more information on HHS Accelerator Prequalification in PASSPort, please refer to User Manual: HHS Accelerator Prequalification.

How does my organization update HHS Prequalification (PQL) filings documentation in PASSPort?

If providers need to update any Filings Documentation in connection with an HHS Accelerator PQL Application, they can click the Update Application button located at the top of the aplication screen. A new application is created with a new, unique Application ID. To upload new documentation, go to the Documents Tab and click the Upload New Version button. The Version # changes from 1 to 2 to reflect an update. Click the Save and Close button to finish uploading the new document. Click the Submit for Review button.

How can I see if my organization has an Approved HHS Accelerator Prequalification application?

You may view your HHS Accelerator Prequalification (PQL) status in PASSPort by following these steps: 

  1. Navigate to RFx on the top navigation menu and select Browse Prequalified Lists from the drop-down. 
  2. Search for “HHS Accelerator Prequalification”. You will see in the results, the Current Status for this particular PQL. 
  3. Additionally, you may click the PQL Label to view more PQL related information including the Vendor Status section which includes your Current Status as it relates to HHS Accelerator Prequalification (PQL). In the same section, you will see the Qualification Expiration Date which is the expiration date for the current PQL. 
For more information on HHS Accelerator Prequalification in PASSPort, please refer to User Manual: HHS Accelerator Prequalification.


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What contracts are registered through PASSPort?

Any RFx released in PASSPort will also go through the PASSPort contract registration process once awarded. Cleared City Council Discretionary awards are processed through PASSPort starting Fiscal Year 2021. MOCS is working with City contracting agencies to phase in current contracts. Contracts currently in the registration process will remain outside of PASSPort.

My contracting Agency has asked me to complete a task in PASSPort, but I cannot find my contract.

Log in to PASSPort, click Contracts in the top navigation menu, and then select Manage My Contracts. Your organization’s contracts in PASSPort will display. Click the pencil icon to access the contract you’d like to view or work on. To learn which contracting tasks are required of you, refer to Guide: Contract Registration for Vendors starting on page 9.

How do I complete the LL34 tab and submit vendor documents to my contract?

Vendors need to complete the contract’s Sites, Documents, and LL34 Compliance tabs, all of which are located along the left-hand side of the contract.

Start by clicking the Sites tab and entering the site address(es) for your contract. Please reach out to your agency contract manager if you are not sure what to enter here.

Next, click the Documents tab. Here, you must upload all documents requested by the agency. Be sure to expand the full list of requested document types by clicking the double down arrows icon located all the way on the right-hand side of the page. Note: You must select the appropriate document type when uploading a document; Otherwise, the system cannot verify that the required document was indeed uploaded. If you have questions about the content of any of the requested documents, please reach out to your agency contract manager for guidance.

Finally, you must complete the LL34 Compliance tab. To populate information within the LL34 Compliance tab on the contract, you must first make sure the contacts are updated within the vendor profile to include the positions of the Principal Owners, Principal Officers, and Senior Managers and to indicate that they are LL34 contacts. To do this, you may navigate to Profile > Vendor Profile and select the Contacts tab. Then, please check off the LL34 Contact checkbox for each contact who must be identified and select any applicable positions from the Position drop-down. Positions are correctly selected when they appear underneath the field. You may click on the pencil icon associated with each contact which opens a larger window where you may enter their dates of birth and phone numbers (please enter the 10-digit phone numbers without dashes). After you have completed the steps above, you may refer to pages 35-38 of our User Manual: Contract Registration for Vendors for instructions on completing the LL34 Compliance tab for your contract.

And finally, we encourage all vendors to regularly view the Award Milestones tracker for the latest status of the contract, and to see whether any tasks need completing on the vendor side. Please review the Award Milestones Tracker guide to learn more.

I uploaded documents to my Contract, why am I still getting a blocking alert?

To complete the Document tab for your Contract task, you must upload all documents requested by the agency which have been specified by Document Type. Be sure to expand the full list of Requested Document Types by clicking the double down arrows icon located all the way on the right-hand side of the page.

Note: You must select the appropriate Requested Document Type when uploading a document; Otherwise, the system cannot verify that the required document was indeed uploaded. Example: Let's say one of the required document types was Budget Detail. You must select Budget Detail as document type when uploading the document. As for naming the document itself, you can name the document to your preference but as a best practice we recommend including your organization's name, document type, and a date in any document you upload to PASSPort, e.g., CompanyABC_BudgetDetail_April2022.doc.

If you have questions about the content of any of the requested documents, please reach out to your agency contract manager for guidance.

You may refer to the User Manual: Contract Registration for Vendors for instructions on completing this task. Additionally, you may watch the recorded training Completing the Vendor Document Submission Task in PASSPort for City Council. While this video details discretionary contract steps, the Document Submission steps apply to all contract types. Skip directly to minute 25 and 36 seconds (25m:35s) for the training segment on the Documents tab.

I’m having trouble completing the signature for my contract. What do I do?

For instructions on how to sign a contract, please reference this Video: E-Signature Contracts Using DocuSign.

To be able to sign a contract, at least one vendor contact must have been assigned the Vendor Contract Signatory role. To assign a Vendor Contract Signatory role to your contract you will need to add the role to a contact in your Vendor Profile:

  1. From the PASSPort homepage, click Profile and select Vendor Profile from the drop-down list.
  2. Click the Contacts tab.
  3. To add the role to a contact, simply click on the Role drop-down menu and assign the Vendor Contract Signatory role.
  4. Click Save and Refresh.

To add to a new contact to whom you want to be able to sign the contract, please follow the below steps instead:

    1. Click Add a Contact.
    2. Enter in their First Name, Last Name, and email address.
    3. Click Save and Close.
    4. Once the contact is saved, you may then select the Vendor Contract Signatory role from the Roles drop-down.
    5. Click Save.

Once you have assigned the required user role, navigate back to the contract or have the contact who’s been assigned the Vendor Contract Signatory role navigate to the contract and complete the signature.


I was told I need to sign the contract, but I don’t see a task in PASSPort.

The e-Signature portion of your contract completion is managed outside of PASSPort via DocuSign. Please look out for an email from DocuSign. It contains a link to begin the contract signing process. Don’t see an email from DocuSign? Check your Junk and Spam folders. The DocuSign email will be sent from an address containing @docusign.net.

Can a vendor track the status of a contract in PASSPort, including registration?

Yes! The Award Milestones tracker listed in the Overview tab of a Contract allows both vendors and City Agencies to view the status of a contract as it progresses from Award Creation to Contract Registration. Be sure to review the Guide: Award Milestones Tracker to learn where to find the tracker and which contracting tasks require your organization’s action. Note: Contract Registration is required before vendors can begin to submit invoices – until after the contract’s start dates have passed already.

City Council Discretionary Funding

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I’m looking to complete the Capacity Building Training. The code to enroll in the training isn’t working.

Awardees that receive more than $10,000 in discretionary funding, but less than $1 million in cumulative City funding, must complete City Council's Capacity Building Training and obtain certification. A Capacity Building Training Certificate is valid for three years and flows with the specific individual that completed the course. Enroll in the online Capacity Building Training at http://mocs.matrixlms.com using code UDKE-BQAO. Please refer to these instructions for step-by-step guidance.

Is my discretionary award cleared? How can I tell?

Please refer to the discretionary award tracker to identify and fulfill any outstanding requirements. Note: The Discretionary Award Tracker/Cleared list is typically updated every 6 to 8 weeks after City Council votes on transparency resolutions. If your organization’s pending Discretionary Award items were completed after the “Data as of” date noted next to the "Search Discretionary Awards” title on the Award Tracker, your new status will be reflected in the next update in up to 6-8 weeks depending on when the last update occurred.

Can I check the status of my Discretionary contract in PASSPort?

Yes! The Award Milestones tracker listed in the Overview tab of a contract allows both vendors and City Agencies to view the status of a contract as it progresses from Award Creation to Contract Registration. Be sure to review the Award Milestones Tracker guide to learn where to find the tracker and which contracting tasks require your organization’s action. Note: Contract Registration is required before vendors can begin to submit invoices – until after the contract’s start dates have passed already.

Path to Contract Registration

Click a topic, or press the enter key on a topic, to reveal its answer.

How can I tell what’s the status of our contract?

Consult the Award Milestones tracker to view the status of your contract. The tracker is listed in the Overview tab of a contract and allow both vendors and City Agencies to view the status of a contract as it progresses from Award Creation to Contract Registration.
Be sure to review the Guide: Award Milestones Tracker to learn where to find the tracker and which contracting tasks require your organization’s action.

Note: Contract Registration is required before vendors can begin to submit invoices – until after the contract’s start dates have passed already.