The Office of Purchasing and Contracts provides efficient, professional, non-The Office of Purchasing and Contracts provides efficient, professional, non-intrusive support to the University community in meeting their procurement intrusive support to the University community in meeting their procurement and contractual needs while serving as a diligent custodian of state funds by and contractual needs while serving as a diligent custodian of state funds by ensuring that all appropriate regulatory and oversight conditions are met in ensuring that all appropriate regulatory and oversight conditions are met in the utilization of these funds.the utilization of these funds.

State State ProcurementProcurement

Things to know before starting….Things to know before starting…. Procurement Card PurchasesProcurement Card Purchases Spending ThresholdsSpending Thresholds Preferred Source ItemsPreferred Source Items Office of General Services State-wide ContractsOffice of General Services State-wide Contracts Certified Minority/Women Business Enterprise VendorsCertified Minority/Women Business Enterprise Vendors Single/Sole Source & Confirming PurchasesSingle/Sole Source & Confirming Purchases Quotes, Bids, RFP’sQuotes, Bids, RFP’s Construction, Services & CommodityConstruction, Services & Commodity SUNY Procedures SUNY Procedures Tips for a Speedier ProcessTips for a Speedier Process

Procurement Card Procurement Card PurchasesPurchases

University personnel are required to utilize their departments’ University personnel are required to utilize their departments’ Procurement Card for all purchase up to $4,999. Any Procurement Card for all purchase up to $4,999. Any contracts associated with these purchases must still be contracts associated with these purchases must still be reviewed and executed in the Purchasing Office but the reviewed and executed in the Purchasing Office but the actual expenditure charge must be completed with the actual expenditure charge must be completed with the procurement card.procurement card.

You must apply for the card through the Procurement Card You must apply for the card through the Procurement Card Administrator in the Accounting Office. View detailed Administrator in the Accounting Office. View detailed information about the information about the Procurement CardProcurement Card..

Spending ThresholdsSpending ThresholdsSTATE PURCHASING GUIDELINES COMMODITIES, SERVICES & PRINTING STATE PURCHASING GUIDELINES COMMODITIES, SERVICES & PRINTING

It is the policy of the State University of New York to take affirmative action to ensure that minority and women owned business enterprises (M/WBEs) are given the opportunity to It is the policy of the State University of New York to take affirmative action to ensure that minority and women owned business enterprises (M/WBEs) are given the opportunity to demonstrate their ability to provide the University with commodities, services and printing at competitive prices. Additionally, it is the declared policy of the State University that utilization of demonstrate their ability to provide the University with commodities, services and printing at competitive prices. Additionally, it is the declared policy of the State University that utilization of preferred sources occur whenever possible. In accordance with State Finance Law and Corrections Law, the University is required to make purchases of commodities and services from preferred sources occur whenever possible. In accordance with State Finance Law and Corrections Law, the University is required to make purchases of commodities and services from preferred sources. Preferred sources must be considered whenever purchases of commodities, services or printing are required.preferred sources. Preferred sources must be considered whenever purchases of commodities, services or printing are required.

DOLLAR THRESHOLDDOLLAR THRESHOLD POLICY OF THE STATE OF NEW YORKPOLICY OF THE STATE OF NEW YORK

$0.00 - $10,000$0.00 - $10,000 CERTIFICATION BY PURCHASING AGENT OF REASONABLE PRICECERTIFICATION BY PURCHASING AGENT OF REASONABLE PRICE

$10,000.01 - $19,999.99$10,000.01 - $19,999.99 CERTIFICATION BY PURCHASING AGENT OF REASONABLE PRICE CERTIFICATION BY PURCHASING AGENT OF REASONABLE PRICE andand QUARTERLY QUARTERLY CONTRACT REPORTER PUBLICATION CONTRACT REPORTER PUBLICATION andand NOTIFICATION TO AGENCY BIDDER’S NOTIFICATION TO AGENCY BIDDER’S LISTLIST

$20,000 - $50,000$20,000 - $50,000 CERTIFICATION BY PURCHASING AGENT OF REASONABLE PRICE CERTIFICATION BY PURCHASING AGENT OF REASONABLE PRICE andand INDIVIDUAL INDIVIDUAL CONTRACT REPORTER NOTICE (15 BUSINESS DAYS ADVANCE NOTICE)CONTRACT REPORTER NOTICE (15 BUSINESS DAYS ADVANCE NOTICE)

$50,000.01 - $125,000$50,000.01 - $125,000 3 QUOTES 3 QUOTES andand INDIVIDUAL CONTRACT REPORTER NOTICE (15 BUSINESS DAYS INDIVIDUAL CONTRACT REPORTER NOTICE (15 BUSINESS DAYS

ADVANCE NOTICE)ADVANCE NOTICE)

$125,000.01 - $250,000$125,000.01 - $250,000 5 SEALED QUOTES 5 SEALED QUOTES andand INDIVIDUAL CONTRACT REPORTER NOTICE (15 INDIVIDUAL CONTRACT REPORTER NOTICE (15 BUSINESS BUSINESS DAYS ADVANCE NOTICE)DAYS ADVANCE NOTICE)

No external agency prior approval is needed for contracts and purchase orders up to $250,000 No external agency prior approval is needed for contracts and purchase orders up to $250,000 EXCEPTEXCEPT if any one condition exists: if any one condition exists: a)a) bid protest; bid protest; b)b) low bid or best value not used; low bid or best value not used; c)c) award not made in accordance with provisions of bid; award not made in accordance with provisions of bid; d)d) single or sole source procurement. If any single condition exists the approval limit is reduced to $125,000. single or sole source procurement. If any single condition exists the approval limit is reduced to $125,000.

$250,000.01 and ABOVE$250,000.01 and ABOVE 5 SEALED QUOTES 5 SEALED QUOTES andand INDIVIDUAL CONTRACT REPORTER NOTICE (15 INDIVIDUAL CONTRACT REPORTER NOTICE (15 BUSINESS BUSINESS DAYS ADVANCE NOTICE) DAYS ADVANCE NOTICE) withwith APPROVAL OF THE ATTORNEY GENERAL APPROVAL OF THE ATTORNEY GENERAL andand OFFICE OF OFFICE OF THE STATE COMPTROLLERTHE STATE COMPTROLLER

In addition to the above listed guidelines, the Office of the State Comptroller has issued directives with regard to the following legislation: a) Procurement Lobbying Act; b) Consultant In addition to the above listed guidelines, the Office of the State Comptroller has issued directives with regard to the following legislation: a) Procurement Lobbying Act; b) Consultant Disclosure; c) Tax Law 5-A and d) Vendor Responsibility. Please consult your Purchasing Agent for specific instruction related to these requirements. Disclosure; c) Tax Law 5-A and d) Vendor Responsibility. Please consult your Purchasing Agent for specific instruction related to these requirements.

THE PURCHASING STAFF RESERVES THE RIGHT TO SEEK COMPETITION AT ANY LEVELTHE PURCHASING STAFF RESERVES THE RIGHT TO SEEK COMPETITION AT ANY LEVEL

Preferred SourcePreferred Source

In accordance with Section 162 of the New York State Finance In accordance with Section 162 of the New York State Finance Law and Section 184 of the New York State Corrections Law, the Law and Section 184 of the New York State Corrections Law, the University is required to make purchases of commodities and University is required to make purchases of commodities and services from Preferred Sources Vendors such as services from Preferred Sources Vendors such as CorcraftCorcraft, , Industries for the Industries for the Blind, Industries for the Disabled and Blind, Industries for the Disabled and workshops for the workshops for the Office for Mental HealthOffice for Mental Health. A Preferred Source . A Preferred Source must be considered whenever their commodities or services meet must be considered whenever their commodities or services meet the form, function or utility requirements.the form, function or utility requirements.

A written notice of rejection must be served to the Preferred A written notice of rejection must be served to the Preferred Source prior to the award to another vendor.Source prior to the award to another vendor.

New York State New York State Office of General ServicesOffice of General Services

State Contracts are contracts negotiated by the New York State Office of State Contracts are contracts negotiated by the New York State Office of General Services (OGS). These contracts, in part, are negotiated on General Services (OGS). These contracts, in part, are negotiated on volume discounts based upon usage by all State agencies. volume discounts based upon usage by all State agencies.

The OGS web site is very useful in determining if an item is available under The OGS web site is very useful in determining if an item is available under State Contract. Contracts are available for services as well as State Contract. Contracts are available for services as well as commodities including temporary service personnel and computer commodities including temporary service personnel and computer consultants. In order to ensure that you review the latest amendments to consultants. In order to ensure that you review the latest amendments to each contract it is suggested that you search first by description to find the each contract it is suggested that you search first by description to find the commodity group number and then go back to the search engine and commodity group number and then go back to the search engine and repeat the search using the commodity group number found by the first repeat the search using the commodity group number found by the first search. OGS contracts may besearch. OGS contracts may be searched on the Office of General on the Office of General Services web pageServices web page..

Minority/Women Owned Minority/Women Owned BusinessBusiness

Article 15-A of the New York State Executive Law Article 15-A of the New York State Executive Law encourages all State agencies to maximize encourages all State agencies to maximize business opportunities for New York State certified business opportunities for New York State certified minority and women-owned firms by making every minority and women-owned firms by making every effort to place orders with such firms. The effort to place orders with such firms. The University therefore places high priority on doing University therefore places high priority on doing business with these firms. The Empire State business with these firms. The Empire State Development Corporation has a searchable Development Corporation has a searchable database that is useful in locating certified database that is useful in locating certified businesses. businesses.

Single/Sole Source &Single/Sole Source &Confirming PurchasesConfirming Purchases

SINGLE SOURCESINGLE SOURCE A single source purchase is a purchase made from a supplier that was chosen without A single source purchase is a purchase made from a supplier that was chosen without

engaging in a competitive procurement process.engaging in a competitive procurement process.

SOLE SOURCE SOLE SOURCE A sole source purchase is a purchase made from the only available supplier of the product or A sole source purchase is a purchase made from the only available supplier of the product or

service. Therefore, no bids or proposals can be obtained. service. Therefore, no bids or proposals can be obtained.

A single/sole source determination can only be made by the Office of Purchasing andA single/sole source determination can only be made by the Office of Purchasing andContracts.Contracts.

CONFIRMING PURCHASECONFIRMING PURCHASE A Confirming Purchase is one that has been conducted outside the scope and authorization A Confirming Purchase is one that has been conducted outside the scope and authorization

of the person making it. Confirming Purchases are a violation of the New York State Finance of the person making it. Confirming Purchases are a violation of the New York State Finance Law and will not be processed by the Purchasing Office. The person making the confirming Law and will not be processed by the Purchasing Office. The person making the confirming purchase will be responsible for the financial obligation incurred by the act.purchase will be responsible for the financial obligation incurred by the act.

Quote, Bid & RFPQuote, Bid & RFP QuoteQuote

A quote is used when the needed commodity/service is specific in nature and the resultant A quote is used when the needed commodity/service is specific in nature and the resultant award is made on the basis of lowest price.award is made on the basis of lowest price.

A quote can be verbal or written for large dollar purchases must be written.A quote can be verbal or written for large dollar purchases must be written.

Invitation for Bid (IFB)Invitation for Bid (IFB) An IFB is used when the needed commodity/service can be translated into exact specifications An IFB is used when the needed commodity/service can be translated into exact specifications

and the award can be made on the basis of lowest price or best value.and the award can be made on the basis of lowest price or best value. An IFB document is formal in nature, submitted sealed and opened at a set time and place.An IFB document is formal in nature, submitted sealed and opened at a set time and place.

Request for Proposal (RFP) Request for Proposal (RFP) An RFP is used when considerations other than financial will be contemplated when making an An RFP is used when considerations other than financial will be contemplated when making an

award (best value).award (best value). The RFP process is for large dollar services (technical, consultant). Commodity purchases The RFP process is for large dollar services (technical, consultant). Commodity purchases

must be done through the bid/quote process.must be done through the bid/quote process. An RFP requires detailed specifications and an evaluation matrix.An RFP requires detailed specifications and an evaluation matrix.

Construction, Service & Construction, Service & CommodityCommodity

Construction is described as a creation that is put together out of Construction is described as a creation that is put together out of pieces of often disparate materials.pieces of often disparate materials.

Service is described as the performance of task or tasks that Service is described as the performance of task or tasks that may include material goods which are the subject of a purchase may include material goods which are the subject of a purchase or exchange.or exchange.

Commodity is described as material goods, supplies, products Commodity is described as material goods, supplies, products or other standard articles of commerce which are the subject of or other standard articles of commerce which are the subject of any purchase or other exchange.any purchase or other exchange.

SUNY ProceduresSUNY Procedures Item 7553 – Item 7553 – Purchasing & ContractingPurchasing & Contracting

Item 7554 – Item 7554 – Construction ContractingConstruction Contracting

Item 7555 – Item 7555 – Construction Related Consultant ContractingConstruction Related Consultant Contracting

Item 7556 – Item 7556 – Procurement Opportunities for New York State Certified MinProcurement Opportunities for New York State Certified Minority-and Women-Owned Business Enterprisesority-and Women-Owned Business Enterprises

Item 7557 – Participation by Minority Group Members and Item 7557 – Participation by Minority Group Members and Women (MWBEs) with Respect to State University of New Women (MWBEs) with Respect to State University of New York ContractsYork Contracts

Tips for a Speedier ProcessTips for a Speedier Process

Have funds available.Have funds available. Type or print a neat requisition.Type or print a neat requisition. Use your procurement card for purchases under $5,000.Use your procurement card for purchases under $5,000. Allow enough time for the order to be processed.Allow enough time for the order to be processed. Establish a realistic timeline for purchase and delivery.Establish a realistic timeline for purchase and delivery. Include sufficient detail in the description.Include sufficient detail in the description. Attach any supporting documents, quotes, or agreements. Do not Attach any supporting documents, quotes, or agreements. Do not

sign anything to commit a financial obligation.sign anything to commit a financial obligation. Contact the Purchasing Office in advance with questions or when Contact the Purchasing Office in advance with questions or when

planning a complicated or large purchase.planning a complicated or large purchase.

State ProcurementState Procurement

Questions???Questions???

The Purchasing and Contract staff are competent, knowledgeable and The Purchasing and Contract staff are competent, knowledgeable and well trained individuals who have experience in all aspects of well trained individuals who have experience in all aspects of procurement and contractual service. The Purchasing staff endeavors to procurement and contractual service. The Purchasing staff endeavors to evaluate new procurement methods and modern technologies to find evaluate new procurement methods and modern technologies to find potential innovations that can be adapted for campus use. potential innovations that can be adapted for campus use.

Please feel free to contact the Office of Purchasing and Contracts at 437-Please feel free to contact the Office of Purchasing and Contracts at 437-4579 for any questions you may have. We will be happy to assist you. 4579 for any questions you may have. We will be happy to assist you.

Thank you for your time and Thank you for your time and attention!attention!

Have a great day!!Have a great day!!