The practice of competitive bidding, whether formal or informal, not only tends to assure reasonable prices, but will guard against favoritism, improvidence, and fraud. Therefore, competitive bidding shall, to the extent practicable, be solicited and purchases shall be at the lowest available price consistent with quality requirements as will best promote the public interest.
All purchases must be justifiable and show reasonableness of cost.
0 - $1,000
The Campus may purchase commodities or services from a responsible vendor. While no
competition is required the department should take the steps to ensure that prices
are reasonable.
$1,001 - $50,000
The Campus may use is discretionary authority to purchase commodities or services
from a responsible vendor. While no competition is required the procurement officer
in coordination with the department must: 1) document reasonableness of price; 2)
justify the selection of vendor in the procurement record; and, 3) complete the procurement
record checklist.
$50,001 - $124,999
Purchases for commodities or services must follow the requirements above and solicit
three (3) informal quotes.
The procurement must also be advertised in the NYS Contract Reporter and respondents given the opportunity to submit a quote.
Purchases of $75,000 or more may also require pre-approval from the NYS Offices of the Attorney General and State Comptroller.
$125,000 or more
A minimum of five sealed bids or proposals must be solicited from responsible vendors
through an Invitation for Bid (IFB) or a Request for Proposal (RFP). The procurement
must be advertised in the NYS Contract Reporter and respondents given the opportunity
to quote. Contracts competitively bid over $250,000 may require approval by the New
York State Attorney General and the New York State Comptroller.
1. Procurement Staff are the only Campus Designated Contacts, and may designate other campus staff for specific types of procurements.
2. The Campus may elect to purchase any commodities or services, regardless of amount
from an existing Office of General Services (OGS) contract or a "PREFERRED SOURCE"
(CorCraft, Industries for the Blind etc.) without the need to solicit competitive
bids or proposals.
3. Purchases from NYS Certified Minority or Women Owned Businesses, NYS Small Business
or for Recycled or Remanufactured commodities or technology:
Discretionary purchase thresholds are:
- NYS Certified M/WBE and SDVOBE - $750,000
- Small Business - $500,00
- Recycled/Remanufactured commodities or technology - $500,000
- Food, milk and milk products, grown, produced or harvested in NY - $200,000
Exemption from bidding up to $750,000 (campus must still document reasonableness of price) for the purchase of commodities or services from New York State small businesses or certified Minority or Women-owned Business Enterprises or for the purchase of commodities or technology that are recycled or remanufactured. Contract Reporter advertising required. Contact the Purchasing Associate for further information.
4. If a procurement is valued at $15,000 or above, Vendor Responsibility forms, Procurement Lobbying Forms, Tax & Finance Form ST220CA, and/or Consulting Services Reporting forms may also apply.
5. The NYS Office of General Services and SUNY Contracts must be considered and utilized prior to using another procurement method of following an IFB or an RFP process.
6. The Purchasing Thresholds above do not apply to construction projects, they are governed by SUNY procedures 7554 and 7555.
A protesting party may submit a protest in accordance with the State University of New York Contract Award Protest Procedure.
An EMERGENCY situation is an unanticipated, sudden, and unexpected occurrence beyond the control of the campus which threatens:
a) the life, health, safety, or welfare of any person, or
b) the continued public use or function of property of the State of New York.
A CRITICAL situation is defined as a situation, excluding an emergency, that will or has occurred which impacts a significant campus operation requiring immediate campus action. A campus departments failure to properly and timely plan, in advance, for all procurements which then result in a situation in which normal procurement practices cannot be followed will not constitute a critical situation.
The campus procurement staff may assist in determining if a purchase is an Emergency purchase, a Critical purchase, or non-emergency/non-critical operating purchase.
Refreshments such as coffee, tea, juice, sodas, donuts, bagels, alcoholic beverages, etc. are not proper state charges for state employees either while on campus or in travel status off-campus.
Lunches for state employees are not a standard reimbursable expense while on campus or in travel status off-campus.
Breakfasts and/or dinners are not a reimbursable expense while on campus.