The College’s basic procurement objective is to secure the most appropriate materials, supplies, equipment and services from the most reasonable and responsible sources, consistent with quality requirements and delivery needs as will best promote the interests of the College.
The practice of competitive bidding, whether formal (sealed bids or proposals) or informal (quotations), not only tends to assure reasonable prices, but also guard against favoritism, improvidence and fraud, and should therefore be used to the extent practicable, as provided herein. Purchases may be made directly by a campus or pursuant to any contract for commodities or services let by the Office of General Services or SUNY Systems Administration.
All purchases made using state funds are subject to the New York state finance law and rules and regulations promulgated by the Office of the State Comptroller (“OSC”). They are also subject to procedures developed by SUNY and/or the university.
OSC performs pre- and post-audits on various transactions processed by Procurement Services. OSC has the authority to approve or deny payments and/or contracts.
Dollar Limit Requirements
The department should take steps to ensure the price is reasonable. You need to provide a quote or product specification.
Traditional purchasing procedures still apply:
- Purchases are tax exempt
- Do not split order
- Deposits/Pre-Payment are not acceptable
- Do not sign anything
The Campus may purchase commodities or services from a responsible vendor. While no competition is required the department should take steps to ensure that prices are reasonable. Written documentation should be maintained to support the selection of the vendor and the reasonableness of the price. (3 Quotes)
The Campus may purchase commodities or services from a responsible vendor. While no competition is required the department should take steps to ensure that prices are reasonable. Written documentation should be maintained to support the selection of the vendor and the reasonableness of the price. (3 Quotes)
- Need to establish MWBE goals
- Need approval from SUNY Budget
The Campus may purchase commodities or services from a responsible vendor. While no competition is required the department should take the steps to ensure that prices are reasonable. Written documentation should be maintained to support the selection of the vendor and the reasonableness of the price. (recommend 3 or more quotes)
Note: Construction contracts exceeding $20,000 and construction-related services exceeding $25,000 require formal competitive bid procedures.
- Need to establish MWBE goals for $25,000 and above.
- Need approval from SUNY Budget for $25,000 and above.
Competitive selection is required. A minimum of three bids or proposals, written proposals, or written quotations, must be solicited from responsible vendors offering such commodities or services. The procurement must be advertised in the NYS Contract Reporter for 15 days and respondents given the opportunity to quote.
- Need to establish MWBE goals for $25,000 and above.
- Need approval from SUNY Budget for $25,000 and above.
$75,000 and above requires NYS Offices of the Attorney General & State Comptroller pre-approval.
A minimum of five sealed bids or proposals must be solicited from responsible vendors. The procurement must be advertised in the NYS Contract Reporter and respondents given the opportunity to quote.
- Need approval from SUNY Budget for $25,000 and above.
- Requires NYS Offices of the Attorney General & State Comptroller pre-approval.
This process can take 2-3 months at a minimum, which should be taken into consideration when planning for the purchase.
A minimum of five sealed bids or proposals must be solicited from responsible vendors. The procurement must be advertised in the NYS Contract Reporter and respondents given the opportunity to quote. RFP/IFB documents, bidder proposals, committee evaluations and resulting contract to the Attorney General and the Office of the State Comptroller for their review and approval.
- Need approval from SUNY Budget for $25,000 and above.
This process can take 2-3 months at a minimum, which should be taken into consideration when planning for the purchase.
Exemptions & Important Notes
The Campus may elect to purchase any commodities or services, regardless of amount from an existing Office of General Services (OGS) contract or a “Preferred Source” (Corcraft, Industries for the Blind of New York State, Inc., New York State Industries for the Disabled, Inc., New York State Office of Mental Health, etc.) without the need to solicit competitive bids or proposals.
Purchases from Small, Certified Minority or Women Owned Businesses, or for Recycled or Remanufactured commodities or technology:
Exemption from bidding $20,000 to $125,000 (campus must still document reasonableness of price) for the purchase of commodities or services from New York State small businesses or certified Minority or Women-owned Business Enterprises or for the purchase of commodities or technology that are recycled or remanufactured. Contract Reporter advertising required.
Where competition would otherwise be required, but is not feasible due to the sole source, single source or emergency nature of a commodity or service, the campus must be able to justify and document the selection of the vendor and establish the reasonableness of the price. In accordance with State Finance Law, exceptions to the general requirement for competitive selection shall only be made under unusual circumstances.
In accordance with the Worker's Compensation law no permit, license, or contract (Purchase orders are included) shall be issued without proof of worker's compensation and disability benefits compliance. This covers construction, services and commodities.
A protesting party may submit a protest in accordance with the State University of New York Contract Award Protest Procedure - Policy 7561.
New York State requires that prevailing wage rates (as published by the NYS Department of Labor) be paid for any work performed of a "building trades" nature, unless that work is performed by a graded civil service position titled employee. Building trades cover a wide variety of skilled and semi-skilled specialties, including but not limited to, communications worker, carpenter, welder, sheet metal worker, machinist, painter, glazier, mason-bricklayer, plumber, etc. While virtually all construction project work fall under "trades," even work which does not alter or add to the physical structures, such as painting, must comply. It is for this reason that all contracted services must be carefully reviewed, given pre-approval, and executed via a purchase order or contract issuance by the Director of Procurement with no prior commitment made to the vendor.