Office of Purchasing and Contracts

1. Office of Purchasing and Contracts Procurement Outreach Training Level II – Orders Up To $50,000 Module B - Special Purchasing Methods

2. Special Purchasing Options In addition to an open market procurement, the Office of Purchasing & Contracts has a few other options available. We have access to previously established contracts, preferred sources, and unique situations where an open market purchase is not feasible. This slide show details some of these options. As always, if you don’t find the answer to your question or concern, please give us a call at 437-4579.

3. Special Purchasing Methods • Preferred Sources • MWBE Procurements • NYS OGS Contracts • Single/Sole Source Procurements • Confirming Purchases

4. Preferred Sources • It is the policy of the University that utilization of preferred sources occur whenever possible. Preferred sources should be considered for all purchases. • 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. NYS Correctional Services (CORCRAFT), Industries for the Blind, Industries for the Disabled and the NYS Office of Mental Health are the lead Preferred Source vendors. • The Office of Purchasing & Contracts holds an annual Preferred Source Vendor Fair. The Fair allows the vendors to showcase their commodities and/or services to the campus community. • Visit our web for more information: http://www.albany.edu/purchasing/research_funded/preferred_source_vendor_rf.html

5. Minority and Women-Owned Business Enterprises (MWBE) • An minority business enterprise is defined as a business owned at least by 51 minority group members. In the case of publicly-owned businesses, if 51 percent or more of the stock is owned by minorities, then that business also qualifies as a minority-owned business. Minorities include African Americans, Puerto Ricans, Spanish-Speaking Americans, Asian Americans, Native Americans, American Eskimos, and American Aleuts. • A women business enterprise is a business that is at least fifty-one percent owned by women who are United States citizens and who also control and operate the business. • The White House’s Office of Management and Budget Circular A-110 calls for positive efforts to utilize small businesses, minority-owned firms and women business enterprises. • The Research Foundation follows Presidential Executive Order 12138 with regard to subcontracting opportunities of prime contracts that exceed $100,000 in the utilization of women-owned small businesses. • NYS Certified MWBEs can be found by searching the NYS Department of Economic Development located at: http://www.nylovesmwbe.ny.gov/cf/search.cfm • The Office of Purchasing & Contracts holds an annual MWBE Vendor Fair. The Fair allows the vendors to showcase their commodities and/or services to the campus community.

6. State OGS Contract • The Office of General Services enters into State Wide contracts for a variety of goods and services. • The Office of Purchasing and Contracts can utilize OGS State Wide contracts for Research Funded purchases.

7. Single and Sole Source Procurements • Single Source procurement is defined as one where two or more vendors supply the product or service however, based on reasons such as expertise, availability or warranty issues, one vendor is chosen over the others. The rationale of the selection process must be documented and becomes part of the procurement record. • Sole Source procurement occurs when only one vendor is capable of supplying the product or service required. The rationale of the selection process must also be documented and becomes part of the procurement record. • Sole and single sources are special processes that require pre-approval of the University’s Controller’s.

8. Confirming Purchases • Except under certain instances, confirming purchases are illegal. At the very least, they are considered poor business practice and require additional scrutiny by the Office of Purchasing and Contracts and the University Controller. • A confirming purchase is a purchase commitment made without following the required guidelines and only after the order is placed is a requisition submitted to simply confirm that the order has been placed. • Commitments made directly to vendors without following the purchasing process may violate a Federal or sponsor regulation or requirement. Purchases made outside of the purchasing process may become the liability of the person making the commitment. • Under certain events, most notably that of an emergency repair, there may be instances where a confirming purchase is needed. For example, a technician has been called to the site to fix a failed boiler after hours and discovers that a new part is needed. Rather than following the normal purchasing process the vendor replaces the item and submits a bill for it. • There is no suspension of rules in an emergency. An official emergency must be formally declared by the Campus designee and an advertising exemption must be obtained from OSC. A procurement process must follow with a justification of the emergency purchase. Before committing personal resources, please contact the Office of Purchasing and Contracts.

9. In closing…. There are many levels of procurement, with unique requirements and regulations. Thank you for taking time to review this information. Additional training presentations can be found at our website at http://www.albany.edu/purchasing/research_funded/index.html