Office of Purchasing and Contracts: Efficient Procurement Solutions

1. The Office of 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 state funds by ensuring that all appropriate regulatory and oversight conditions are met in the utilization of these funds.

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

3. Procurement Card Purchases • University personnel are required to utilize their departments’ Procurement Card for all purchase up to $4,999. Any contracts associated with these purchases must still be reviewed and executed in the Purchasing Office but the actual expenditure charge must be completed with the procurement card. • You must apply for the card through the Procurement Card Administrator in the Accounting Office. View detailed information about the Procurement Card.

4. 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 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. Preferred sources must be considered whenever purchases of commodities, services or printing are required. DOLLAR THRESHOLD POLICY OF THE STATE OF NEW YORK $0.00 - $10,000 CERTIFICATION BY PURCHASING AGENT OF REASONABLE PRICE and NOTIFICATION TO AGENCY BIDDER’S LIST $10,000.01 - $50,000 CERTIFICATION BY PURCHASING AGENT OF REASONABLE PRICE andQUARTERLY CONTRACT REPORTER PUBLICATION and NOTIFICATION TO AGENCY BIDDER’S LIST $50,000.01 - $125,000 3 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: No external agency prior approval is needed for contracts and purchase orders up to $250,000 EXCEPT 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 Services: No external agency prior approval is needed for contracts and purchase orders EXCEPT if the procurement is a single or sole source. If so, the exemption approval limit is $50,000 but no external approval is required at any limit. $250,000.01 and ABOVE 5 SEALED QUOTES and INDIVIDUAL CONTRACT REPORTER NOTICE (15 BUSINESS 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: 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. THE PURCHASING STAFF RESERVES THE RIGHT TO SEEK COMPETITION AT ANY LEVEL Spending Thresholds

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

6. New York State Office of General Services • State Contracts are contracts negotiated by the New York State Office of General Services (OGS). These contracts, in part, are negotiated on volume discounts based upon usage by all State agencies. • 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 commodities including temporary service personnel and computer 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 commodity group number and then go back to the search engine and repeat the search using the commodity group number found by the first search. OGS contracts may besearched on the Office of General Services web page.

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

8. Single/Sole Source &Confirming Purchases • 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. • CONFIRMING PURCHASE • 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 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.

9. 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 be verbal or written for large dollar purchases 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 formal in nature, submitted sealed 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.

10. Construction, Service & Commodity • Construction is described as a creation that is put together out of pieces of often disparate materials. • Service is described as the performance of task or tasks that may include material goods which are the subject of a purchase or exchange. • Commodity is described as material goods, supplies, products or other standard articles of commerce which are the subject of any purchase or other exchange.

11. SUNY Procedures • Item 7553 – Purchasing & Contracting • Item 7554 – Construction Contracting • Item 7555 – Construction Related Consultant Contracting • Item 7556 – Procurement Opportunities for New York State Certified Minority-and Women-Owned Business Enterprises • Item 7557 – Participation by Minority Group Members and Women (MWBEs) with Respect to State University of New York Contracts

12. Tips for a Speedier Process • Have funds available. • Type or print a neat requisition. • Use your procurement card for purchases under $5,000. • Allow enough time for the order to be processed. • Establish a realistic timeline for purchase and delivery. • Include sufficient detail in the description. • Attach any supporting documents, quotes, or agreements. Do not sign anything to commit a financial obligation. • Contact the Purchasing Office in advance with questions or when planning a complicated or large purchase.

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

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