Research Purchasing Guidelines

STATE PURCHASING GUIDELINES

COMMODITIES, SERVICES & PRINTING

(Construction & Construction Related Activity Not Included)

MAY 1, 2013

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

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 preferred sources occurs 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.

DOLLAR THRESHOLDPOLICY OF THE STATE OF NEW YORK

$0.00 - $10,000CERTIFICATION BY PURCHASING AGENT OF REASONABLE PRICE & VENDOR SELECTION

$10,000.01 - $50,000CERTIFICATION BY PURCHASING AGENT OF REASONABLE PRICE, VENDOR SELECTIONand QUARTERLY CONTRACT REPORTER PUBLICATION

$50,000.01^ - $125,0003 QUOTES and INDIVIDUAL CONTRACT REPORTER NOTICE (15 BUSINESS DAYS ADVANCE NOTICE)

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

(^)**For Services: prior approval is not needed for contracts and purchase orders up to $250,000 EXCEPTfor *select procurements” as defined by SUNY at $50,000 or greater whereby the 9-Point Procurement Plan must be submitted and approved; and/or procurements if any one condition exists: a) bid protest; b) low bid or best value not used; c) award not made in accordance with provisions of bid; d) single or sole source procurement. If any single condition exists the approval limit is reduced to $125,000.

(^)**For Commodities: No Attorney General or Office of State Comptroller prior approval is needed for contracts and purchase orders EXCEPTfor *select procurements” as defined by SUNY at $50,000 or greater whereby the 9-Point Procurement Plan must be submitted and approved;and/or if the procurement is a single or sole source. If so, the exemption approval limit is $50,000 but no external contract approval is required at any limit.

$250,000.01 and ABOVE5 SEALED QUOTES and INDIVIDUAL CONTRACT REPORTER NOTICE

(Services Only)(15 DAYS ADVANCE NOTICE) with APPROVAL OF THE ATTORNEY GENERAL and OFFICE OF THE STATE COMPTROLLER

In addition to the above listed guidelines, the Office of the State Comptroller has issued directives with regard to the following legislation for purchases with a value of at least $15,000: 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.