Jamestown Community college
Subject: Purchasing Procedures	Reference:	Adopted: October 7, 2014
Submitted by: Executive Director of Administration,	Approved by: Reviewed by:

Table of Contents

I.	OBJECTIVES	3

II.	GENERAL GUIDELINES	3

III.	HOW TO PROCURE GOODS OR SERVICES	4

A.	Processing the Requisition for Goods or Services (for all purchases over $100)	4

B.	Proper Authorization	5

C.	Purchase Orders	5

D.	Follow-Up on Order for Delivery	5

E.	Receipt of Goods	5

F.	Invoice from Vendor	6

G.	Change Order on a Purchase Order	6

IV.	REQUESTING QUOTES OR BIDS	6

A.	Obtaining Quotes	6

B.	Obtaining Competitive (Sealed) Bids	7

C.	Awarding the Quote	7

D.	Aggregate Purchases	7

E.	Standardization	7

V.	PURCHASES UNDER $100	8

A.	Purchases Charged to JCC’s Account with the Vendor	8

B.	Purchases Personally Paid and Requiring Reimbursement	8

VI.	PURCHASES OVER $100	8

A.	Purchases Charged to JCC’s Account with the Vendor	8

B.	Purchases Personally Paid and Requiring Reimbursement	8

VII.	NEW VENDORS	9

A.	Establishing a New Account	9

VIII.	PREPAYMENTS BY JCC CHECK FOR PURCHASES	9

IX.	JCC CREDIT CARD PURCHASES	9

X.	ONLINE PURCHASES	10

XI.	BLANKET PURCHASE ORDERS	10

A.	Procedures	10

XII.	Emergency Purchases	10

XIII.	CONFIRMING PURCHASE ORDERS	11

XIV.	MEMBERSHIPS AND SUBSCRIPTIONS	11

A.	New Memberships or Subscriptions	11

B.	Renewal Subscriptions	12

C.	Library Subscription Service	12

XV.	HONORARIA	12

A.	Processing a Cash Honorarium Payment	12

XVI.	GIFT CARDS/CERTIFICATES	12

XVII.	SERVICE CONTRACT AND INDEPENDENT CONTRACTOR	13

A.	Service Contract	13

B.	Procuring a Service Contract	13

XVIII.	PROFESSIONAL SERVICE	14

A.	Procuring a Professional Service	15

XIX.	APPENDICES	16

A.	Table 1.1 Commodities, Equipment & Goods	16

B.	Table 1.2 Public Works	17

C.	Table 1.3 Professional Services	18

XX.	GLOSSARY	19

OBJECTIVES

The objective of the Jamestown Community college Purchasing Procedure is:

To obtain services, materials, supplies and equipment required for the operation of the college at the right quality in the right quantity from the right source at the right price in compliance with all applicable legal requirements, including General Municipal Law, State Finance Law, and Correction Law,

To safeguard the assets of the college, and

To make the purchasing process efficient for the end user and the business office.

GENERAL GUIDELINES

The Senior Business Office Assistant assigned purchasing responsibilities shall assist all departments in complying with the Purchasing Procedure.

The Purchasing Procedure applies to all expenditures of the college, regardless of source of funds, including, but not limited to grants, gifts, and fees.

All college employees with authority to issue a purchase requisition, obtain quotes, approve a purchase, and authorize a purchase on behalf of the college shall be in compliance with the college’s Conflict of Interest Policy, e.g. employee’s with authority to purchase shall refrain from obligating the college where there is or would appear to be a conflict of interest between the employee’s private interests and the interests of the college.

Employees with authority to purchase cannot authorize their own expenditures for reimbursement. These expenditures for reimbursement must be authorized by the individual’s supervisor.

Purchases under $100 can be made without a purchase order but with few exceptions all purchases over $100 must have a purchase order completed PRIOR to the purchase.

Tables 1.1 through 1.3 provides a guide to purchasing of goods, public works and professional services noting thresholds for obtaining quotes or bids and for authorization.

Employees should refrain from personally paying for JCC purchases under $100 and should never personally pay for JCC items over $100.

You should use vendors that we already have an account with and will accept our purchase orders to charge the purchase.

Purchases should be made through state contracts or through preferred source offerings according to Correction Law 184 and State Finance Law if they result in the best pricing.

The college will not reimburse for NYS sales tax charged by vendors.

The business office reserves the right to change vendors if it is deemed to be in the best interests of the college.

All furniture requisitions must be approved and authorized by the Director of Building and Grounds.

Computer/Technology/Telecommunication purchases must be approved by the Assistant Director of Hardware & Network Services, the Director of MIS, the Director of Instructional Computing and Software Support, or Executive Director of Technology as appropriate. (NOTE: This includes Toner /Printer Supplies.)

General office supplies should be requested from the office supplies storeroom at each campus (Senior Administrative Assistant in Dunkirk, Mail & Supply Clerk in Olean & Jamestown).

Capital equipment is defined as having a useful life of one (1) year or more and a cost of $5,000 or more. A group purchase can qualify as capital equipment if individual items are collectively more than $5,000 and have a useful life of one (1) year or more.

All purchases of goods and services must be properly authorized and have documentation completed prior to the actual procurement.

If you are unsure of the procedures, contact the business office prior to making a purchase.

HOW TO PROCURE GOODS OR SERVICES

Processing the Requisition for Goods or Services (for all purchases over $100)

First, determine if you must obtain a quote or bid based on Table 1. If it is necessary to get a quote, follow the procedures noted in “Obtaining Quote/Bid” below.

The department initiates a requisition (a copy of the requisition can be found on the “JCC Common Drive” in the “Purchase Requisitions” folder) PRIOR to the procurement of the goods or service.

Anyone in the department can prepare the requisition but ONLY individuals authorized to purchase in that department can approve the requisition. Processing of requisitions can be expedited by including the following essential information:

“Shipping Information” to assure delivery is made to the correct campus.

Complete vendor information.

Correct budget code, including the Fund, Department/Org and the Account. If you are unsure of the correct budget code, contact the business office for assistance.

NOTE: the purchase MUST be coded to the correct account regardless of any available balance in the account. If there are not sufficient funds available in the correct account, contact the business office regarding a budget transfer. It is critically important to code the purchase to the correct account.

Indicate if this is a Confirming PO OR Blanket Purchase Order.

Indicate the campus the goods are to be delivery and the date required.

Item code, if available, and description.

Quantity and unit package of the item.

Unit and extended price (if quotes required, please attach).

NOTE: If you don’t know the exact amount, you still must complete a requisition PRIOR to ordering the goods or service and you can enter on the requisition a “NOT TO EXCEED” amount.

Method of shipment and costs (show as individual line item).

Any special instructions to the vendor.

Indicate if the business office should:

Fax PO to vendor (include fax number with contact name)

E-mail PO to vendor (include e-mail address)

Mailing PO (include address if different that vendor address)

Return PO to requisitioner

Failure to communicate information to the vendor appropriately may lead to the wrong goods being delivered causing a delay as well as additional work for you and the business office.

Proper Authorization

Each requisition must be signed by a person in the department authorized to make such purchases. NOTE: The following are additional approvals that must be included:

All furniture requisitions must be approved and authorized by the Director of Building and Grounds.

All Computer/Technology/Telecommunication (computers, computer supplies, toner, telephones, etc.) purchases must be approved by the Director of Hardware & Network Services, the Director of MIS, the Director of Instructional Computing and Software Support, or the Executive Director of Technology as appropriate. (NOTE: this includes Toner /Printer Supplies.)

General office supplies should be requested from the office supplies store room at each campus (Senior Administrative Assistant in Dunkirk, Mail & Supply Clerk in Olean & Jamestown).

Purchase Orders

Email the properly approved requisition to Purchasing@mail.sunyjcc.edu. Generally requisitions will be processed within two (2) business days. If timing is an issue, be sure to indicate it either on the requisition, or in an email or telephone call.

NOTE: A failure to properly and timely plan in advance for a procurement does not constitute an emergency and proper purchasing procedures must be followed.

After the business office processes the requisition, a purchase order is issued with copies released as follows:

a)	A copy is faxed, e-mailed or mailed to the vendor or given to the ordering department for presentation to the vendor

b)	A copy is forwarded to the accounts payable office.

c)	A copy is forwarded to the ordering department.

Purchase orders encumber the budget and provide the vendor with NYS Sales Tax exemption documentation.

Follow-Up on Order for Delivery

The ordering department has the responsibility for following up on orders to expedite delivery.

Receipt of Goods

Upon receipt, goods should be checked for condition and for quantity and quality as stated in the purchase order or contract. This verification should then be communicated to accounts payable by having the individual receiving the goods do the following:

a) Sign the packing slip, invoice, and/or the receiving copy of the purchase order.

b) Forward it to the Accounts Payable Clerk as evidence of receipt of goods or materials.

If only a partial shipment is received, the individual receiving the goods should indicate this on the document being forwarded to the Accounts Payable Clerk.

Invoice from Vendor

When the invoice is received by the business office:

It will be sent to the ordering person/department. It is the responsibility of this person/department to verify that the goods have been received in acceptable condition, and that price and terms agree with quotations or contract. Sign the invoice and forward to the Accounts Payable Clerk within 24 hours of receiving the invoice to insure timely payment.

If the invoice is sent by the vendor to the ordering department first:

It is the responsibility of this department to verify that the goods have been received in acceptable condition, and that price and terms agree with quotations or contract. Sign the invoice and forward to the Accounts Payable Clerk within 24 hours of receiving the invoice to insure timely payment.

Change Order on a Purchase Order

A change order is required when there is a material change in a purchase order that has been processed.

You can e-mail Purchasing@mail.sunyjcc.edu for the following changes:

Budget Code change.

Description change.

Required by date change.

You must complete a requisition, noting “change order” and the original purchase order number and forward to the Senior Business Office Assistant for the following changes:

Quantity Increase.

Pricing increase.

REQUESTING QUOTES OR BIDS

The college has defined the dollar limits that require quotes or competitive (sealed) bids and you should refer to Tables 1.1 – 1.3 attached to determine if quotes or a bid will be necessary.

Obtaining Quotes

The purpose of obtaining bids or quotations is to encourage competition in the procurement of supplies, equipment, and services which will be paid for from public funds. It has the further purpose of discovering what a given item will cost, where it can be obtained, and when delivery will be made.

When quotes are required, it is the responsibility of the department purchasing the goods or service to obtain these quotes and attach them to or note on the requisition.

Once the quotes have been received and the vendor selected, the department should complete the purchasing process as noted above.

Purchases not subject to quotes (see glossary for definitions):

Commodities under $1,500

State contracts

Emergency purchases as define in Municipal Law Section 103

Goods purchased from Preferred Sources

Sole Source

A SUNY initiative agreement is in place with the vendor and Jamestown Community College is authorized to use the agreement.

Piggybacking on other political subdivision contracts as permitted

Obtaining Competitive (Sealed) Bids

If the purchase or service will require a competitive bid, then please contact the Senior Business Office Assistant and this person will assist you in the preparation of the competitive bid.

Competitive bidding can be waived for the following (see glossary for definitions):

Commodities less than $20,000

Public Work Contracts less than $35,000

State Contracts

Professional Services

Emergency purchases as define in Municipal Law Section 103

Goods purchased from Preferred Sources

Sole Source

Piggybacking on other political subdivision contracts as permitted

NOTE: You should allow for at least three (3) weeks for the competitive bidding process to be completed PLUS the additional time needed to receive the good or service.

Awarding the Quote

Typically the lowest, responsible vendor providing a quote will be awarded the quote, however, there can be occasions when this is not the case. In these circumstances, the purchasing person/department must provide a rationale to the business office for not selecting the low quote.

Aggregate Purchases

Competitive bidding or quotes are required when it is known or can reasonably be expected that the aggregate amount to be spent on commodities or public works will exceed the thresholds noted in Table 1.1 or Table 1.2 in a fiscal year. Items of a similar nature which are generally handled by one vendor should be grouped together for the purpose of determining whether the limit is exceeded.

Standardization

General Municipal Law 103 makes it possible for the college to standardize a particular type of material or equipment. A resolution approved by the Board of Trustees must state that for reasons of efficiency or economy that there is a need for standardization. The adoption of a resolution does not eliminate the necessity for conformance to the competitive bidding requirements. Standardization restricts the purchase to a specific model or brand or type of equipment or supply, but it does NOT limit the vendors from which a purchase can be made.

PURCHASES UNDER $100

For purchases under $100, it is more efficient to process these purchases without going through the requisition/purchase order process. The following steps should be followed when making these purchases:

Purchases Charged to JCC’s Account with the Vendor

When making the purchase, advise the vendor that JCC is a tax exempt organization.

After making the purchase, the original invoice should be signed by a person authorized to make purchases to verify the receipt of the goods.

Include on the original invoice codes for the following: Fund, Org/dept and account.

Attach packing slip to invoice (if available).

Forward to the Accounts Payable Clerk for payment.

Purchases Paid for Personally and Requiring Reimbursement

The college prefers you use a vendor that allows JCC charges and that you not make purchases using personal resources. But if it is necessary to personally pay for a legitimate purchase UNDER $100, the college will reimburse you. You will need to:

Verify the receipt of the goods by having the original invoice signed by an individual authorized to approve purchases;

Complete the “Accounts Payable Check Request” form. Enter the name and address of the person being reimbursed in the vendor area, attach the signed invoice, have the form signed by a supervisor of that department

Forward to the Accounts Payable Clerk for payment;

NOTE: You cannot approve a reimbursement to yourself. You must have your supervisor sign the request.

The college CANNOT reimburse you for any taxes that you may have paid.

PURCHASES OVER $100

Purchases Charged to JCC’s Account with the Vendor

ALL purchases over $100 must have a purchase order and follow the procedures described above.

Depending on the amount of the purchase, quotes or bids may be required. Refer to Table 1 attached.

Purchases Paid for Personally and Requiring Reimbursement

You should never personally pay for an item over $100, and JCC reserves the right not to reimburse you for such purchase. Under these circumstances, you should:

Use another vendor that will accept charges from JCC and go through the normal requisitioning process described above or;

Contact the business office to complete the necessary paperwork to open up a JCC credit account with this vendor.

NEW VENDORS

JCC has established accounts with a wide variety of vendors. Before using a new vendor please check to see if an existing vendor can meet your requirements at a competitive price (the business office can assist you with this). If there is, then the requisitioning department should use the existing vendor.

Establishing a New Account

It is the requisitioning department’s responsibility to obtain the necessary application from the vendor to open up an account (if possible, please ask the vendor for their Employer Identification Number and forward this information also). Forward the credit application to the Senior Business Office Assistant to complete. It can take up to two weeks for some companies to establish an account.

PREPAYMENTS BY JCC CHECK FOR PURCHASES

If a prepayment is required by the vendor to procure goods or services, then:

Complete an “Accounts Payable Check Request” form and have it properly authorized;

Attach any documentation that verifies the cost and describes the good or service;

Send the request and documentation to the Accounts Payable Clerk;

NOTE: Prepayments may take up to 7-10 days.

If you receive the receipt/invoice, sign it, mark the invoice “PREPAID” and return it to the Accounts Payable Clerk within 24 hours.

JCC CREDIT CARD PURCHASES

If a prepayment by credit card is needed to procure the goods or services, then:

Complete a requisition and have it properly authorized. Note on the requisition “CREDIT CARD” purchase.

Attach any documentation that verifies the cost and describes the good or service.

Forward all documents to the Senior Business Office Assistant who will then place the order with the vendor using JCC’s credit card (no purchase order will be completed for a credit card purchase).

If you receive the receipt/invoice, sign it, mark the invoice “PREPAID BY CREDIT CARD” and return it to the Accounts Payable Clerk within 24 hours.

ONLINE PURCHASES

Goods ordered online must follow the normal purchasing procedures as follows:

If the goods can be charged to JCC, use the normal purchasing procedures

If prepayment is needed, then following the prepayment procedures

If a credit card is needed, then following the credit card procedures

BLANKET PURCHASE ORDERS

Blanket Purchase Orders are to be used for multiple small dollar purchases from the same vendor. Once a blanket purchase order has been set up, you can place your own orders by fax, phone, or pick up, referencing the assigned purchase order number on communications with the vendor and assuring that this PO # is on the receipt/invoice.

Procedures

Complete a purchase requisition in the normal manner, but write “BLANKET PURCHASE ORDER” in the first line of description field.

Describe the types of goods/services that will be covered by the blanket purchase order.

Include time period the order will cover however note that all blanket purchase orders will expire on August 31 of that fiscal year.

Include the maximum amount anticipated to be needed not to exceed $5,000; If you need to request a blanket purchase order in excess of $5,000 it must be prior approved by the Executive Director of Administrative Services.

Blanket purchase order’s cannot be used for technology purchases by any department other than the IT departments;

Persons who use this procedure must always refer to the blanket purchase order number when placing orders with vendors and the blanket purchase order number MUST be on the invoice;

Departments will maintain a running tabulation (log) of expenditures made under the blanket purchase order and shall not exceed the authorized limit of the blanket purchase order.

Departments must sign the packing slip, and/or receipt/invoice and forward to the Accounts Payable Clerk within 48 hours.

Individual purchases on a Blanket PO cannot exceed $1,500.

Emergency Purchases

An emergency situation is an unanticipated, sudden, and unexpected occurrence beyond the control of the campus.

For purposes of waiving the need for competitive bidding, General Municipal Law #103 (4), defines an emergency as "a public emergency arising out of an accident or other unforeseen occurrence or condition whereby circumstances affecting public buildings, public property or the life, health, safety or property of the inhabitants require immediate action."

NOTE: A failure to properly and timely plan in advance for a procurement, which then results in a situation in which normal procurement practices cannot be followed, does not constitute an “emergency”.

If it is an emergency, handle the emergency and then contact the business office as soon as possible but within 24 hours.

Typically, you should complete a requisition as soon as possible for the completion of a confirming purchase order once the emergent situation has passed. This provides the business office with information to pay and charge the proper account number.

If you receive a receipt and/or invoice, sign and forward to the Accounts Payable Clerk within 24 hours to insure timely payment.

CONFIRMING PURCHASE ORDERS

A confirming purchase order is used to provide a purchase order number in cases where an emergency has occurred and immediate action is necessary.

When a department has an emergent situation, the following procedure will be followed:

The ordering department prepares the confirming requisition following the normal requisitioning process. The requisition should be marked "confirming."

Justification for the use of a confirming purchase order will be in writing and included with the confirming requisition within 24 hours of the actual order.

If a receipt/invoice is available at the time of completing the requisition, it should be signed and attached to the requisition.

If the receipt/invoice is obtained by the ordering department after the purchase order has been completed, then it must be signed by the ordering department and forwarded to Accounts Payable Clerk within 24 hours to insure timely payment.

MEMBERSHIPS AND SUBSCRIPTIONS

New Memberships or Subscriptions

No Prepayment Needed:

A properly completed and authorized requisition must be submitted to the business office PRIOR to processing membership and/or subscription.

Attach the completed membership or subscription form to the requisition, keeping a copy for your records.

A purchase order will be completed and the business office will process the membership/subscription unless otherwise directed.

Prepayment Needed:

Complete an “Accounts Payable Check Request” form and have it properly authorized.

Attach the completed membership or subscription form, keeping a copy for your records.

Accounts payable will process the membership/subscription with payment.

Renewal Subscriptions

The renewal invoice is sent to the department for approval. An “Accounts Payable Check Request” should be completed with the invoice attached and forwarded to accounts payable for payment.

Library Subscription Service

The subscription service used by the Library (such as EBSCO) is not considered a subscription but rather a service. As such, procuring such a service requires that a purchase order or agreement be processed.

Should the service exceed the thresholds listed in Table 1, quotes or bids may be required.

GIFT CARDS/CERTIFICATES

Gift cards and certificates are considered like "cash" and in most cases, should not be purchased as this presents an internal control issue and the college will be cited by our auditors. Should there be that rare circumstance where a gift card is considered the most appropriate, then it cannot exceed $25.

Purchasing of gifts cards should follow the normal purchasing procedures of goods noted above EXCEPT that the Assistant Dean/Executive Director of that department must sign the requisition and the intended purpose must be noted on the requisition.

If reimbursement for the purchase of gift cards is being requested, then:

Verify the receipt of the goods by having the original invoice signed by the Assistant Dean/Executive Director of that department;

Complete the “Accounts Payable Check Request” form. Enter the name and address of the person being reimbursed as the vendor, attach the signed original invoice, have the form signed by the Assistant Dean/Executive Director of that department and forward to the Accounts Payable Clerk for payment;

NOTE: You cannot approve a reimbursement to yourself. You must have your supervisor sign the request.

The college cannot reimburse you for any taxes that you may have paid.

SERVICE CONTRACT AND INDEPENDENT CONTRACTOR

Service Contract

A service contract is appropriate when a service is provided by a company or an individual meeting the independent contractor test but does not meet the definition of a professional service such as attorney, auditor, engineer, architect, etc. (See Glossary).

A service contract is subject to the limits in Table 1.1 and depending on the total cost of the contract, quotes or a competitive bid must be obtained. (A service contract is different than a professional service. (See Glossary).

Independent Contractor Test:

Human Resources will determine independent contract status. Generally, consultants are considered Independent if they are:

Significantly free from supervision, direction, and control by the employer in the performance of their duties, and;

In business for themselves, and;

Offer their services to the general public.

(If the individual does NOT meet the independent contractor criteria, then the individual will be considered an employee and must be processed through human resources and paid via payroll.)

Procuring a Service Contract

You can use a purchase order when the amount is under $1,500 and the terms are not complex or a contract/agreement.

Use a contract agreement when the amount is over $1,500 and/or the terms are such that they could be open to interpretation if not spelled out, such as reimbursement for travel or meals, etc

If you have any questions regarding the use of a purchase order or contract please contact the business office.

Using a requisition/purchase order

Contact Human Resources to determine the independent contractor status.

Complete a requisition detailing the terms of the contract.

Have the independent contractor complete a W-9.

Obtain quotes if necessary and include the quotes with the requisition.

Request a Certificate of Insurance (contact the Executive Director of Administrative Services for the limits required).

Submit a properly authorized requisition with W-9, Certificate of Insurance and quotes (if necessary) to business office for a purchase order.

When the service is complete, contractor must submit an invoice on their letterhead.

Using a contract/agreement

Contact Human Resources to determine the independent contractor status.

Complete a contract/agreement detailing the terms of the service. (A template is available in the business office. Be sure to include the budget code on the contract.

Have the independent contractor complete a W-9.

Obtain quotes if necessary and include the quotes with the contract;

Request a Certificate of Insurance (contact the Executive Director of Administrative Services for the limits required).

If procedures in Table 1.1 allow for the contract to be signed by the Assistant Dean/Director of the department, then submit a contract signed by the contractor and Assistant Dean/Director, along with W-9, Certificate of Insurance and quotes (if necessary) to accounts payable.

If procedures in Table 1.1 does NOT allow for the contract to be signed by the Assistant Dean/Director of the department, then submit a contract signed by the contractor, along with W-9 and quotes (if necessary) to the Executive Director of Administrative Services for signature. This will then be forwarded to accounts payable with a copy back to the department.

The contractor must submit an invoice on their letterhead for payment.

PROFESSIONAL SERVICE

If the services required (a) are subject to state licensing or testing requirements or (b) require substantial formal education or training as a necessary prerequisite to the performance of the services, they may be considered a Professional Service and are subject to the procedures in Table 1.3.

Professional or technical services will include, but not be limited to, the following: services of an attorney; services of a physician; technical services of an engineer engaged to prepare plans, maps and estimates; securing insurance coverage and/or services; and computer software or programming services for customized programs, or services involved in substantial modification and customizing of prepackaged software.

Professional Services must have a contract completed and executed prior to procuring the services. A copy of the executed contract must be sent to the business office.

Procuring a Professional Service

Using a contract/agreement

Complete a contract detailing the terms of the service. Be sure to include the budget code on the contract.

Have the independent contractor complete a W-9.

Obtain quotes if necessary and include the quotes with the contract.

Request a Certificate of Insurance (contact the Executive Director of Administrative Services for the limits required).

If procedures in Table 1.3 allow for the contract to be signed by the Assistant Dean/Director of the department, then submit a contract signed by the contractor and Assistant Dean/Director, along with W-9, Certificate of Insurance and quotes (if necessary) to accounts payable.

If procedures in Table 1.3 does NOT allow for the contract to be signed by the Assistant Dean/Director of the department, then submit a contract signed by the contractor, along with W-9, Certificate of Insurance and quotes (if necessary) to the Executive Director of Administrative Services for signature. This will then be forwarded to accounts payable.

When the service is complete, contractor must submit an invoice on their letterhead.

APPENDICES

Table 1.1 Commodities, Equipment & Goods

This includes the purchasing of equipment or goods and typically does not have a labor component.

Dollar Limits (Estimated Annual Use)	Purchases of Commodities, Equipment or goods Procedures	Approved Purchase Order or Contract	Signed Approval
$1- 100	No quotes required	No	Invoice signed by Dept. Supervisor or designee or Dean
$101 – $1,500	No quotes required but recommended (best efforts should be made to obtain the best price for the value)	Purchase Order or agreement required	Requisition/contract signed by Dept. Supervisor or designee or Dean
$1501-$7,500	Documented telephone quotes from at least three vendors OR buying from the NYS Contract list, a SUNY initiative agreement, or piggybacking on another political subdivision’s contract.	Purchase Order or agreement required	Purchase Order/contract signed by President, VP/Dean of Admin, or Ex Dir of Admin
$7,501-$19,999	Formal written quotes from at least three vendors OR buying from the NYS Contract list, a SUNY initiative agreement, or piggybacking on another political subdivision’s contract.	Purchase Order or agreement required	Purchase Order/contract signed by President, VP/Dean of Admin, or Ex Dir of Admin
$20,000 or greater	Sealed Bids in conformance with Municipal Law, section 103 (Contact business office for instructions) OR buying from the NYS Contract list, a SUNY initiative agreement, or piggybacking on another political subdivision’s contract.	Purchase Order or agreement required	Signed by President, VP/Dean of Admin, or Ex Dir of Admin

Purchase contracts in excess of $20,000 or with a term of greater than one year must be signed by the President, Vice President and Dean of Administration, or the Executive Director of Administrative Services.

If a contract is used to purchase goods or services, then a copy of the executed contract MUST be sent to the Executive Director of Administrative Services.

Table 1.2 Public Works

Public works includes any work that has a significant labor component (maintenance, construction, technology services that include technicians, etc.) The cost may include materials for the service; however, the labor costs must outweigh the cost of the required materials.

Dollar Limits (Estimated Annual Use)	Public Works Contract Procedures	Approved Purchase Order or Contract	Signed Approval
$1-100	No quotes required	No	Invoice signed by Dept. Supervisor or designee or Dean
$101-5000	No quotes required but recommended (best efforts should be made to obtain the best price for the value)	Purchase Order or agreement required	Purchase Order Signed by President, VP/Dean of Admin, or Ex Dir of Admin
$5,001- $9,999	Documented written quotes from at least three vendors	Purchase Order or agreement required (contract or agreement preferred)	Purchase Order Signed by President, VP/Dean of Admin, or Ex Dir of Admin
$10,000 - $34,999	Formal Request for Proposals from at least three vendors.	Contract or agreement (Purchase Order can be acceptable)	Signed by President, VP/Dean of Admin, or Ex Dir of Admin
$35,000 and up	Sealed Bids in conformance with Municipal Law, section 103 (Contact business office for instructions) OR buying from the NYS Contract list.	Contract or agreement	Signed by President, VP/Dean of Admin, or Ex Dir of Admin

Public Works contracts in excess of $10,000 or with a term of greater than one year must be signed by the President, Vice President and Dean of Administration, or the Executive Director of Administrative Services.

A copy of the executed contract MUST be sent to the Executive Director of Administrative Services.

Table 1.3 Professional Services

Professional services (architects, lawyers, accountants, etc.) is a category that the courts have exempt from competitive bidding but may require an RFP based on Table 1.3 below.

Dollar Limits (Estimated Annual Use)	Professional Services & Consultants Procedures	Approved Purchase Order or Contract	Signed Approval
Up to $4,999	Documented telephone quotes from at least three vendors when practical	Contract or agreement	President, VP/Dean of Admin, or Ex Dir of Admin
$5,000 - $34,999	Documented quotes from at least three vendors when practical	Contract or agreement	Signed by President, VP/Dean of Admin, or Ex Dir of Admin
$35,000 and up	Formal RFP recommended when practical	Contract or agreement	Signed by President, VP/Dean of Admin, or Ex Dir of Admin

Professional Contracts in excess of $10,000 or with a term of greater than one year must be signed by the President, Vice President and Dean of Administration, or the Executive Director of Administrative Services.

A copy of the executed contract MUST be sent to the Executive Director of Administrative Services.

GLOSSARY

Commodities

This includes the purchasing of equipment or goods and typically does not have a labor component. Examples of commodities can include supplies, equipment, maintenance contract, and software.

Emergencies

An exception to competitive sealed bidding requirements exists when all of the following are met:

The situation arises out of an accident of other unforeseen occurrence or condition;

The circumstances affect public buildings, public property or the life, health, safety, or property of the political subdivision’s residents;

The situation requires immediate action which cannot await competitive bidding.

Lowest Responsible Bidder

Is determined by considering the following:

Conformity of the goods, public work and/or service quoted with the requirements of the

bid/quote;

Ability, capacity, and skill of the firm/individual to provide the good or perform the contract;

Character, integrity, reputation, judgment, experience and efficiency of the firm/individual;

Whether the firm/individual can perform the contract within the time specified;

Quality of performance on past contracts;

Compliance with laws relating to the contract;

Lack of uniformity or interchangeability, if such is important;

Energy efficiency over the expected life.

If the lowest bidder is not selected, then documentation must be provided justifying the decision. However, they have a right to a due process hearing.

Piggy Backing

Effective August 1, 2012, a new subdivision 16 was added to General Municipal Law (GML) § 103 to authorize political subdivisions and districts therein to purchase apparatus, materials, equipment and supplies, and to contract for services related to the installation, maintenance or repair of those items, through the use of contracts let by the United States or any agency thereof, any state or any other political subdivision or district therein. The contract must be made available for use by other governmental entities and let to the lowest responsible bidder or on the basis of best value in a manner consistent with General Municipal Law § 103.

Preferred Sources

You may purchase many items from the New York State Preferred Sources:

NYS Industries for the Disabled (NYSID) (www.nysid.org),

Industries for the Blind (www.ibnys.org), and

Division of Correctional Services (CORCRAFT) (www.corcraft.org).

Professional Service

If the services required (a) are subject to state licensing or testing requirements or (b) require substantial formal education or training as a necessary prerequisite to the performance of the services, they may be considered a Professional Service.

Professional or technical services will include, but not be limited to, the following: services of an attorney; services of a physician; technical services of an engineer engaged to prepare plans, maps and estimates; securing insurance coverage and/or services; and computer software or programming services for customized programs, or services involved in substantial modification and customizing of prepackaged software.

Public Work

Public works includes any work that has a significant labor component (maintenance, construction, technology services that include technicians, etc.) The cost may include materials for the service; however, the labor costs must outweigh the cost of the required materials.

Sole Source – only one vendor can provide the commodities or services required

Written documentation must include:

The unique nature of the requirement including a description of other models, brands, potential offers, etc., that were considered and explanation of their unacceptability;

The basis upon which it was determined that there is only one known vendor able to meet the need;

How the Campus determined the cost to be reasonable (i.e., a "fair market price" that could be anticipated had normal competitive conditions existed, and how that conclusion was reached).

State Contracts

Purchases of materials, supplies, and equipment (except printed material) may be made through the Office of General Services state contract subject to rules established by OGS. The requisitioner should obtain the NYS contract number from the vendor and clearly note the contract number of the requisition. The Senior Business Office Assistant can provide assistance to assure that the contract number is active.

SUNY Initiative Agreement

Purchases may be made through the SUNY Initiative agreements in place with vendors.