Form 65A "Subcontractor Approval Form" - New York City

What Is Form 65A?

This is a legal form that was released by the New York City Department of Parks and Recreation - a government authority operating within New York City. As of today, no separate filing guidelines for the form are provided by the issuing department.

Form Details:

  • Released on August 24, 2015;
  • The latest edition provided by the New York City Department of Parks and Recreation;
  • Easy to use and ready to print;
  • Quick to customize;
  • Compatible with most PDF-viewing applications;
  • Fill out the form in our online filing application.

Download a printable version of Form 65A by clicking the link below or browse more documents and templates provided by the New York City Department of Parks and Recreation.

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Download Form 65A "Subcontractor Approval Form" - New York City

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SUBCONTRACTOR APPROVAL FORM
Instructions for Agencies
The attached form is intended to assist agencies in the subcontractor approval process, provide uniformity
in collecting the appropriate data, and address the requirements of LL1/MWBE. Subcontractors should
not start work until they have been granted approval by the Agency. Subcontractors may be proposed
at any time, but for contracts subject to LL 1 of 2013, within 30 days of the notice to proceed, the prime
contractor must identify those to which it intends to award for work during the first year of such contract.
SUBCONTRACTOR APPROVAL PROCESS
For subcontractors that must be approved prior to contract registration:
Instruct the prime contractor that after the contract is registered they are responsible for going on PIP to
enter the subcontract information as you have approved it on the form. Be aware that some subcontractors
may already have FMS Vendor Numbers, while some are new. If the approved subcontractor does not have
an FMS Vendor Number, they must use PIP to create one.
For subcontractors added after contract registration:
Step 1 – Make sure the prime contractor has a PIP account. Documentation on creating and maintaining
PIP accounts is available here:
http://www.nyc.gov/pip
Step 2 – Instruct the prime contractor to fill enter the required information for each subcontract in PIP. Once
it is submitted in PIP, the subcontract record will be routed to you in FMS for your approval.
Step 3 – At this point you may grant or deny preliminary approval. Preliminary approval decisions should be
made in writing. If granted, you should request additional information in an email to the vendor to ensure
compliance with contact requirements (see Compliance section).
You may use this form with the Page 2 (instructions) attached to communicate the requirements to the
prime contractor.
Step 4 – Prime Contractor returns all of the appropriate documentation requested.
Step 5 – You then complete your review of the submission within a reasonable time, notifying the contractor
by approving or rejecting the submission in FMS.
Step 6 – Remind your prime contractor of the ongoing requirement to enter payment data into PIP for each
subcontract.
Last revised 8-24-15
MOCS Subcontractor Approval Form – 65A
SUBCONTRACTOR APPROVAL FORM
Instructions for Agencies
The attached form is intended to assist agencies in the subcontractor approval process, provide uniformity
in collecting the appropriate data, and address the requirements of LL1/MWBE. Subcontractors should
not start work until they have been granted approval by the Agency. Subcontractors may be proposed
at any time, but for contracts subject to LL 1 of 2013, within 30 days of the notice to proceed, the prime
contractor must identify those to which it intends to award for work during the first year of such contract.
SUBCONTRACTOR APPROVAL PROCESS
For subcontractors that must be approved prior to contract registration:
Instruct the prime contractor that after the contract is registered they are responsible for going on PIP to
enter the subcontract information as you have approved it on the form. Be aware that some subcontractors
may already have FMS Vendor Numbers, while some are new. If the approved subcontractor does not have
an FMS Vendor Number, they must use PIP to create one.
For subcontractors added after contract registration:
Step 1 – Make sure the prime contractor has a PIP account. Documentation on creating and maintaining
PIP accounts is available here:
http://www.nyc.gov/pip
Step 2 – Instruct the prime contractor to fill enter the required information for each subcontract in PIP. Once
it is submitted in PIP, the subcontract record will be routed to you in FMS for your approval.
Step 3 – At this point you may grant or deny preliminary approval. Preliminary approval decisions should be
made in writing. If granted, you should request additional information in an email to the vendor to ensure
compliance with contact requirements (see Compliance section).
You may use this form with the Page 2 (instructions) attached to communicate the requirements to the
prime contractor.
Step 4 – Prime Contractor returns all of the appropriate documentation requested.
Step 5 – You then complete your review of the submission within a reasonable time, notifying the contractor
by approving or rejecting the submission in FMS.
Step 6 – Remind your prime contractor of the ongoing requirement to enter payment data into PIP for each
subcontract.
Last revised 8-24-15
MOCS Subcontractor Approval Form – 65A
CITY OF NEW YORK
SUBCONTRACTOR APPROVAL FORM
For subcontracts to be approved after contract registration
Column on left indicates whom that section is to be completed by
PRIME CONTRACT INFORMATION
Agency:
Unit/Div:
Contract ID:
Prime Vendor:
Prime Contract Description:
Subcontract Value:
st
1
Tier
Est. Start Date:
Subcontractor Name:
nd
2
Tier
Est. Start Date:
Subcontractor Name:
Est. End Date:
Subcontractor EIN:
Subcontract Work Description:
Agency Preliminary Review Completed By:
Date
1. VENDEX
2. Employment
3. References
4. PLA
5. Apprenticeship
6. Licenses
PRIME CONTRACTOR RESPONSE
For each of the boxes checked in the agency preliminary response above, I have informed the Subcontractor of
all relevant requirements and provided all requested documentation.
General Contractor Signature
Date
AGENCY FINAL APPROVAL
Approved
Denied
Agency Final Signature: ____________________________________
Date:_________________
Last revised 8-24-15
MOCS Subcontractor Approval Form – 65A
CITY OF NEW YORK
SUBCONTRACTOR APPROVAL FORM
Page 2
Prime Vendor Preliminary Review Follow-up Instructions
After completing the Preliminary Review, the agency will mark, on Page 1, the box for any item requiring
follow-up and return the form the to the Prime Vendor. The Prime Vendor should follow the instructions
below for each of the boxes checked in the Agency Preliminary Review on Page 1, and return the form to
the agency with any required documentation.
1. VENDEX
If Box 1 (VENDEX) is checked, the agency has granted preliminary approval, and determined that
the subcontractor is required to file VENDEX Questionnaires with the Mayor's Office of Contract
Services. A VENDEX Vendor Questionnaire and Principal Questionnaire must be filed where the
subcontract dollar amount is ≥ $100,000 or where the aggregate business with the City is ≥
$100,000 during the preceding twelve months. The VENDEX Questionnaires and Guide can be
downloaded from http://www.nyc.gov/html/selltonyc/html/tocvendex.html.
2. Employment
If Box 2 (Employment) is checked, the subcontractor must complete a Division of Labor Services
(DLS) Construction Employment Report. A subcontractor selected to perform work on a construction
project funded or assisted by the City of New York must complete a DLS Construction Employment
Report if the subcontract dollar amount > $750,000.For construction projects funded in whole or in
part by the federal government, a DLS Construction Employment Report must be completed if the
proposed subcontract value > $10,000.For non-construction goods/services subcontracts >
$100,000, employment reports are required for any subcontractor with > 50 employees, and a
certificate is required for those with fewer employees.
3. References
If Box 3 (References) is checked, you as the prime contractor must provide references with respect
to the subcontractor’s ability to perform, consisting of a list of three completed comparable projects.
References shall include a full description/location of each project, scope of work, value of project,
and the names and phone numbers of owners, architect or engineer who supervised the work.
Please attach your documentation to your response.
4. PLA
If Box 4 (PLA) is checked, you as the prime contractor must obtain signed Letter of Assent from the
subcontractor which demonstrates that the subcontractor agrees to the terms of the PLA. Please
attach the subcontractor's signed Letter of Assent to your response.
5. Apprenticeship
If Box 5 (Apprenticeship) is checked, you as the prime contractor must provide the agency with proof
that the subcontractor maintains an apprenticeship agreement appropriate for the scope of work to
be performed, that the apprenticeship agreement has been registered with and approved by the
New York State Commission of Labor, and that the program has three years of current, successful
experience in providing career opportunities.
6. Licenses
If Box 6 (Licenses) is checked, you as the prime contractor must document that the subcontractor
has all required licenses. Please attach your documentation to your response.
Last revised 8-24-15
MOCS Subcontractor Approval Form – 65A
Last revised 8-24-15
MOCS Subcontractor Approval Form – 65A