Purchasing and Contracts

The purchase and use of live, vertebrate animals for research at educational institutions is subject to state and federal regulation. Anyone wishing to use or house live vertebrate animals at the University at Albany for research or testing must have that use reviewed and approved by the Institutional Animal Care and Use Committee (IACUC) prior to order or use.

The IACUC reviews all classroom and research projects, sponsored or unsponsored, involving the use of living non-human vertebrate animals, or animals killed for the purposes of the study, to ensure the humane care and use of animals.

After IACUC approval, animals may be ordered by sending a Purchase Requisition to the Office of Research Compliance for approval. Investigators may not place orders directly with a vendor, nor will purchases be executed by the Office of Institutional Services without prior approval from the Office of Research Compliance.

The Purchase Requisition must include: the number of animals to be ordered, the species, specific requirements such as age, sex, timed pregnancies, etc., preferred vendor, requested delivery date, the account number to be charged, and the approved protocol number. The Office of Research Compliance will review the requisition to ensure that an approved protocol exists, and that the number of animals does not exceed the approved number. Once the request is reviewed and approved, the Requisition will be forwarded to the Office of Institutional Services for execution of the purchase.

Note: Live, vertebrate animals may not be purchased using a Purchasing Card. To do so is in violation of University Policy and federal regulations. For more information contact the Office of Research Compliance, 437-4569.

EQUIPMENT
General Definition: The acquisition cost must be $5,000 or more per unit and the item must have a useful life of more than one year. Cost of an item includes the cost of any modifications, attachments, accessories or auxiliary apparatus necessary to make it usable for the purpose acquired. Costs include charges for freight, duty, installation in-transit insurance, and so forth. Sponsor regulations may dictate a lower dollar threshold for equipment. In that case, the sponsor regulation will apply to purchases on that specific account.

Purchases From Multiple Funding Sources: When an equipment purchase is funded from multiple sources, one of which is a State account, the equipment becomes the property of the State of New York. The order should be requested on a State purchase requisition, with all accounts clearly marked, accompanied by the appropriate signature for each account. A state purchase order will be issued, and the Research account will be charged for the appropriate amount.

Equipment Screening: Sound fiscal management and Federal Regulations require procedures that assure the avoidance of purchasing "unnecessary or duplicative items". Prior to the procurement of items in excess of $25,000.00, a search will be conducted of campus inventory by the Property Control Officer. The project director is responsible to insure that purchases are appropriate and necessary to the conduct of their project.

Equipment Lease and Rental: Equipment lease and rental agreements must be executed on behalf of the Research Foundation by a designated University official. The Office of Purchasing and Contracts will negotiate the agreement and secure the appropriate signatures prior to issuing a purchase order for the equipment lease or rental. A fully executed copy of the agreement will be returned to you with the purchase order.

Maintenance Costs: An appropriate University official must execute equipment maintenance agreements on behalf of the Research Foundation. The Office of Purchasing and Contracts will negotiate the agreement terms and secure the appropriate signatures prior to issuing the purchase order for the maintenance agreement. A fully executed copy of the agreement will be returned to you with a copy of the purchase order.

Insurance: Insurance for Research Foundation and sponsor-owned equipment is available through the Research Foundation Central Office. Contact the Accounting Office, 518-442-3195, or download the application form from the EQUIPMENT FLOATER site. See The Research Foundation's Property Insurance Policy for additional information. See related information for Project Related Property Insurance and Administrative Property Insurance

Trade-Ins: Whenever possible, older equipment should be traded in when new equipment is purchased. (State-owned equipment cannot be traded in on a Research Foundation purchase.)

LAUNDRY SERVICE/UNIFORMS

LICENSE AGREEMENTS
License agreements must be executed on behalf of the Research Foundation by a designated University official. The Office of Purchasing and Contracts will negotiate the agreement and secure the appropriate signatures prior to issuing the purchase order for the license. A fully executed copy of the agreement will be returned with a copy of the purchase order.

LONG-TERM VEHICLE LEASES
Vehicle leases of greater than one year duration are processed by the Office of Purchasing and Contracts. A designated University official must execute these leases on behalf of the Research Foundation. Short-term leases are handled as travel expenditures by the Accounting office.

PRINTING
If you require printed items such as letterhead, envelopes, carbon-less forms, or other printed materials, these requests should be directed to the Office of Research Funded Purchasing & Contracts 437-4579.

RELOCATION OF OFFICE OR LABORATORY FURNISHINGS
Any individual or company involved in the relocation of office or laboratory equipment must provide an Insurance Certificate that names Research Foundation of SUNY and the State of New York as additional insured. The Office of Purchasing and Contracts can provide a sample certificate with the recommended minimum insurance levels.

SAMPLE ANALYSIS

SERVICE AND REPAIR

SUPPLIES
Office Supplies: Office Supplies are usually available with next day delivery when ordered through our direct order system. All office supplies are purchased on-line. Click on this link Office Supplies to find out more and to register for the program.

Chemicals: Requisitions for any chemical orders must be submitted to the Office of Purchasing and Contracts and procured through the Office of Purchasing and Contracts.

Syringes: Requisitions for hypodermic needles and/or syringes must be approved by the Chemistry Department prior to submission to the Office of Purchasing and Contracts.

Animals: Requisitions for animals (by definition all vertebrates, including fish, frogs, rodents, etc...) must be approved by the Office of Research Compliance prior to submission to the Office of Purchasing and Contracts.

Radioactive Materials: Requisition for radioactive materials and radiation producing agents must be submitted to the Safety Office prior to submission to the Office of Purchasing and Contracts. Safety Office staff will approve the purchase and fax the requisition to the Office of Purchasing and Contracts.

Apparel, Textiles or Sports Equipment: The Office of Purchasing and Contracts is required to procure apparel, textiles or sports equipment only from those vendors who provide certification that they are in compliance with the "Apparel Workers Fair Labor Conditions and Procurement Act." The vendor must complete a "Vendor Certification of Compliance" form before a purchase order can be issued.

TECHNICAL SERVICES
The cost of specialized technological services rendered to a project by a company, professional corporation or an individual; includes architects fees, typing services, X-ray technician charges, temporary office support services, etc. When the contractor is an individual, a "Request for Advance Approval" form must be sent to Sponsored Funds Personnel for review prior to submission to the Office of Purchasing and Contracts. These forms can be obtained from the Office of Sponsored Funds Financial Management.