The Research Foundation for the State University of New York, University at Albany

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

2. Introduction • The Office of Purchasing and Contracts (Research Funds) is responsible for the procurement of all commodities and technical and support services that are funded by research administered grants and contracts. • The Office is responsible for the preparation and execution of all contracts administered with post award Research Foundation funds.

3. Things to Know Before Starting • Procurement Rules • Spending Thresholds • Online Ordering • Single/Sole Source • Confirming Purchases • Quotes, Bids, RFP’s • Apparel and Insignia Guidelines • Commodity, Equipment & Services • Tips for a Speedier Procurement

4. Procurement Rules • Each procurement is conducted in accordance with Research Foundation, University policies and/or sponsor guidelines. • Circulars A-21, A-110, and A-133 are federal publications issued by the United States Office of Management and Budget (OMB) which prescribes cost determinations (A-21), uniform administrative requirements (A-110) and audit standards (A-133) to be fulfilled by institutions in the management and performance of grants and agreements awarded by the Federal government. • New York State Office of General Services (OGS) centralized contracts may be utilized for best value and/or availability.

5. Procurement Rules • The policy of the University calls for the use of Preferred Source Vendors whenever possible. The current Preferred Sources are New York State Correctional Services, Industries for the Blind, Industries for the Disabled and the Office of Mental Health. A list of the commodities and services currently offered by the Preferred Sources is maintained by OGS. • The University and Section .44 of OMB Circular A-110, calls for positive efforts to utilize minority and women owned busiesses in the procurement process. • All purchases in excess of $100,000, require the contractor to certify that they are not debarred or have not been declared ineligible from covered transactions from federal agencies.

6. DOLLAR THRESHOLDPOLICY OF THE RESEARCH FOUNDATION FOR THE STATE UNIVERSITY OF NEW YORK $0.00 - $20,000 REASONABLE PRICE AS DETERMINED BY THE PURCHASING AGENT $20,000.01 - $50,000 SOLICITATION OF A MINIMUM OF THREE VERBAL OR WRITTEN QUOTES $50,000.01 - $100,000 SOLICITATION OF A MINIMUM OF THREE WRITTEN QUOTES, BIDS OR PROPOSALS $100,000.01 AND ABOVE SOLICITATION OF A MINIMUM OF THREE SEALED WRITTEN BIDS OR PROPOSALS THE PURCHASING STAFF RESERVES THE RIGHT TO SEEK COMPETITION AT ANY LEVEL Spending Thresholds

7. Online Ordering • The Office of Purchasing and Contracts offers a number of direct to vendor desktop ordering online systems for Office Supplies, Industrial Supplies, Stationery and Laboratory Supplies. • Please register with the Office of Purchasing and Contracts to access these systems.

8. Single/Sole Source • SINGLE SOURCE • A single source purchase is a purchase made from a supplier that was chosen without engaging in a competitive procurement process. • SOLE SOURCE • 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. A single/sole source determination can only be made by the Office of Purchasing and Contracts.

9. Confirming Purchases • A Confirming Purchase is one that has been conducted outside the scope and authorization of the person making it. Purchases made outside of the purchasing process may violate federal, sponsor or state guidelines and the individual may be held financially responsible for the transaction. • When an emergency purchase must be made, a purchase order number can be provided by the Office of Purchasing and Contracts. Contact the Office of Purchasing and Contracts for further assistance prior to committing personal resources.

10. Quote, Bid & RFP • Quote • 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. • A quote can either be verbal or written but quotes in excess of $50,000 must be written. • Invitation for Bid (IFB) • 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. • An IFB document is a formal document which is submitted in a sealed envelope and opened at a set time and place. • Request for Proposal (RFP) • An RFP is used when considerations other than financial will be contemplated when making an award (best value). • The RFP process is for large dollar services (technical, consultant). Commodity purchases must be done through the bid/quote process. • An RFP requires detailed specifications and an evaluation matrix. • An RFP document is a formal document which is submitted in a sealed envelope and opened at a set time and place.

11. Apparel Purchases and University Insignia • The University has adopted a policy aimed at ensuring that goods bearing the University insignia, and certain other goods purchased, rented or otherwise acquired by the University are not produced under sweatshop conditions. This policy affects the University's expenditures for textiles, apparel and sports equipment in particular and incorporates the University's Statement of Principles for Worker Rights and also the requirement that emblematic apparel, textile and equipment acquisitions must be from vendors licensed by the Collegiate Licensing Company. • The University’s Graphic Identity Manual provides a foundation for clear and consistent communication of the institution’s identity. The official policies and standards for the design of University stationery, publications and other applications are available within the Graphic Identity Manual.

12. Commodity, Equipment & Services • Commodity is described as material goods, supplies, products or other standard articles of commerce which are the subject of any purchase or other exchange. • Equipment is as an item with a value of $5,000 or more that has a useful life of more than one year. If the sponsor regulation dictates a lower value the lower value is to be used. • Service is described as the performance of a task or tasks that may include material goods which are the subject of a purchase or exchange.

13. Tips for a Speedier Process • Register and utilize the online vendors for desktop delivery. • Verify funds are available prior to requisition submittal. • Complete the online requisition (still need to print and submit via fax or mail) • Include sufficient detail in the description. • Attach any supporting documents, quotes, or agreements. • Have an authorized signatory execute the requisition. • Establish a realistic timeline for purchase and delivery. • Contact the Office of Purchasing and Contracts in advance with questions or when planning a complicated or large purchase.

14. Research Funded Procurement Questions??? • The Purchasing and Contract staff is comprised of competent, knowledgeable and well trained individuals with experience in all aspects of procurement and contractual services. • 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.

15. Thank you for your time and attention! Have a great day!!