Purchasing and Contracts

Prior to issuing purchase orders, the Purchasing staff verifies that sufficient funds are available and all applicable guidelines and regulations are met. If the terms of the grant or contract do not provide for the specific purchase being requested, it may be necessary to obtain either sponsor or institutional approval. Contact the Office of Purchasing and Contracts for assistance.

FAX REQUISITIONS

The Office of Purchasing and Contracts accepts FAX copies of requisitions. The FAX number is 518-437-4571. Make sure that all information is provided on the requisition, including authorized signature and Project, Task, Award, Organization information, prior to Fax transmission. Do not submit the original requisition as a follow up; duplication of the purchase could result. Requisition forms are available from the Office of Purchasing and Contracts. Since these are pre-numbered forms, please do not make copies, but rather call the Office of Purchasing and Contracts for a supply of forms.

SELECTING VENDORS

SINGLE SOURCE JUSTIFICATIONS

A single source procurement is a purchase from a supplier who is chosen without soliciting the minimum number of bids or proposals, despite the fact that competition exists, because of limiting circumstances (e.g., experience or service of the supplier, or product quality). A written request for single source waiver must accompany the requisition.

SOLE SOURCE JUSTIFICATIONS

A sole source procurement is a purchase from the only available supplier of the product or service. Therefore, no bids or proposals can be obtained. A written sole source justification must accompany the requisition.

SEALED BID PROCESS

Bids and solicitations are required when procuring goods and services that are expected to exceed certain dollar amounts. The project director can solicit the bids before submitting the requisition, or the Office of Purchasing and Contracts will solicit bids after receiving the requisition. Consult the Procurement Level/Bid Requirement Fact Sheet for the procurement levels that require bids. If sealed bids are required, Purchasing will initiate that process.

PROCUREMENT LEVELS/BID LIMITS

The Bid Requirement Fact Sheet (see below) gives information on the bid requirements based on dollar value of the purchase. Purchasing office may issue Requests for Bids and Requests for Quotes to selected vendors, depending on the dollar value of the purchase. If you want a specific vendor contacted, add that information to the requisition.

Purchasing Staff reserve the right to seek appropriate competition at any procurement level. When appropriate, Purchasing staff will advertise procurements in the NYS Contract Reporter.

DOLLAR THRESHOLD

POLICY OF THE RESEARCH FOUNDATION

UP TO $20,000 REASONABLE PRICE (as determined by Purchasing Agent)

$20,000.01 TO $50,000 SOLICIT A MINIMUM OF THREE VERBAL OR WRITTEN QUOTES

$50,000.01 TO $100,000
SOLICIT A MINIMUM OF THREE WRITTEN QUOTES, BIDS OR PROPOSALS

$100,000.01 AND ABOVE SOLICIT A MINIMUM OF THREE SEALED WRITTEN BIDS OR PROPOSALS

Purchasing Staff Reserve the Right to Seek Appropriate Competition at Any Level

SERVICE AND PURCHASING CONTRACTS

The Office of Purchasing and Contracts is responsible for assisting and advising researchers in the preparation and processing of service and miscellaneous purchasing contracts. The office will also assist with other matters related to purchasing contracts that require coordination and/or advice from the Research Foundation Counsel's office. Formal contracts are recommended for all service agreements. Technical service contracts and agreements can be drawn up for any level of expenditure, but are required for contracts in excess of $10,000.00. Purchase contracts and agreements that are drawn up in the name of the Research Foundation may be signed only by the University President or a designee. Any one not so designated who signs such a contract may be held personally responsible for its performance (payment, liability, etc.). Under no circumstance should work be authorized under contract until the contract has been approved and signed by all appropriate parties. Depending on the nature of the services and the risk of liability, an Insurance Certificate may be required from the contractor prior to contract execution. Project Directors planning to retain the services of a contractor may use the standard Vendor Contract developed by the Research Foundation Counsel. The Office of Purchasing and Contracts will assist you in the preparation and execution of these contracts.

CONFIRMING PURCHASES

Project Directors who make commitments directly to vendors without following the Purchasing process may inadvertently violate either a Federal or sponsor regulation or requirement. Additionally, purchases made outside of the purchasing process could become the personal liability of the individual making the commitment. When a situation arises where an emergency purchase must be made, a purchase order number can be provided by the Office of Purchasing and Contracts. Generally, this is limited to purchases of less than $500 or for emergency repairs. Contact the Office of Purchasing and Contracts for further assistance before committing personal resources.

CAMPUS STORES AND SERVICE CENTERS

Purchases made from University service centers and central stores do not require quotations or bids since the goods have been obtained through competitive pricing or through state contracts. Orders for these services can be placed directly with the service center.

PROCUREMENT CARD

The Office of Purchasing and Contracts has implemented a procurement card program that, in order to facilitate the needs of our end-users, will be used by the Purchasing Associates when placing orders. As a customer service tool using the procurement card will not only speed up the procurement process by eliminating the need to have a purchase order printed, but will also allow orders to be placed by phone to a vendor who may not accept a purchase order number.

For this reason, instead of a paper copy of the purchase order, you will receive an e-mail acknowledgment of your order from our processing staff. Please match this acknowledgement to your copy of the requisition that you submitted and keep for your records. Full copies of the procurement can be found in the Office of Purchasing and Contracts. If you have question, or concerns, please contact us.