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.
Who is Authorized to Purchase?
Only the Director of Procurement Services is authorized to sign a purchase order or contract to commit a financial obligation on behalf of the college.
Contracts, agreements, licenses and any other contractual document requiring a college representative to sign must be reviewed and signed by the purchasing office. It is in violation of NYS finance laws to procure a service or commodity without acquiring the necessary approvals and documents in advance. Individuals doing so without proper authorization may be subject to the imposition of discipline and may be held personally liable for any indebtedness that is ultimately held to be owed to the contractor/vendor.
Competitive Purchases
Procurement Services has available a wide variety of primary and open market sources for competitive purchases. Below is a prioritized list of sources for making competitive purchases.
Making a Competitive Purchase
A preferred source is a designated vendor, who, in an effort to advance certain social and economic goals, has received special provider status under New York state statute. The preferred sources are the Department of Correctional Services (Corcraft), Industries for the Disabled, Industries for the Blind and Office of Mental Health. The acquisition of commodities/services has been given exemption from statutory competitive procurement guidelines. It is the obligation of the university to procure goods and services from a designated preferred source provider whenever possible. Procurement Services should be contacted in the early stages of any planned purchases (such as office furnishings) that may be affected by these regulations. Note: OSC pre-approval is required for purchases valued at $75,000 or more from Preferred Sources.
Corcraft
Provides furniture including landscape, modular systems, desks chairs and file cabinets to name a few of the items.
Industries for the Disabled
Provides janitorial and housekeeping supplies and services, field marking paint, printed apparel as well as certain office and school supplies.
National Industries for the Blind (formerly, Industries for the Blind)
Provides file folders, post-it notes, transparencies, examination gloves and CD-R products to name a few.
New York State Office of Mental Health
Provides frames, benches, wastebaskets and plant stands.
On behalf of the state, the Office of General Services (OGS) negotiates contracts with vendors that provide discounted pricing to all State agencies. The college is obligated to purchase commodities from OGS State Contracts when they meet our form, function, and Utility requirements. SUNY is encouraged, but not obligated, to purchase services from NYS contracts.
The OGS website can be used to determine if a commodity or service is available under State Contract.
Contracts are available for a wide variety of commodities and services. Note: OSC pre-approval is required for purchases valued at $200,000 or more from OGS State Contracts.
SUNY Potsdam is able to utilize university-wide or multi-campus contracts for a wide variety of commodities and services. The college is obligated to use University-Wide contracts where possible. Departments wishing to procure goods or services available from University-Wide Contracts from another vendor must obtain an exemption from the Assistant Vice Chancellor for Procurement. Please contact Procurement Services for more information on the exemption process.
A campus may purchase commodities or services directly from a responsible vendor of its choice after determining that it is NOT available from a Preferred Source, State Contract, or University-Wide Contract.
For purchases over $2,500 written documentation should be maintained to support both the selection of the vendor and reasonableness of the price.
There are many other requirements that apply when making Open Market Purchases. These are summarized in the thresholds below.
Learn more about the Vendor Selection and Price Justification
Threshold for Open Market Sources
The total amount of the purchase represents the total financial obligation incurred by the college. In a multi-year contract, the obligation incurred over the entire contract term must be considered, rather than the annual amount alone.
This table has been developed to assist departments with understanding New York State Procurement Requirements. It provides a general overview of requirements when purchasing commodities, services, construction, and constructed-related services from the open market. Different rules govern the purchase from NYS Preferred Sources; New York State Centralized Contracts; as well as emergency, single source, or sole source procurements. Rules for these purchases can be found below.
- No publication in New York State Contract Reporter required.
- No competitive selection required. However, the department should take steps to ensure price is reasonable and be able to justify, if requested.
- No outside approval generally required.
- No M/WBE goals required.
- No publication in New York State Contract Reporter required.
- No competitive selection required. However, supporting documentation (e.g. 3 quotes) are required to justify reasonableness of price and selection of vendor.
- No outside approval generally required.
- No M/WBE goals required.
- Quarterly publication in New York State Contract Reporter required.
- No competitive selection required. However, supporting documentation (e.g. 3 quotes) are required to justify reasonableness of price and selection of vendor.
- No outside approval generally required.
- M/WBE goals required for service, commodity, and construction-related service contracts exceeding $25,000.
- 15-business day notice in New York State Contract Reporter required.
- Competitive selection required. Must solicit a minimum of three informal quotations from vendors.
- No outside approval generally required.
- M/WBE goals required for service, commodity, and construction-related service contracts.
- 15-business day notice in New York State Contract Reporter required.
- Competitive selection required. Must solicit a minimum of three informal quotations from vendors.
- Must be pre-approved by the attorney general and Office of State Comptroller.
- M/WBE goals required for service, commodity, and construction-related service contracts. Construction contracts exceeding $100,000 must also have MWBE goals.
- 15-business day notice in New York State Contract Reporter required.
- Competitive selection generally required. Must solicit a minimum of five formal sealed bids or proposals.
- Must be pre-approved by the attorney general and Office of State Comptroller.
- M/WBE goals required.