Under current statute, State-owned surplus equipment and supplies (other than vehicle/vehicle related item) may be used against any purchase of equipment, supplies, repairs, leases or services. Vehicles may only be used as a trade-in for replacement vehicles. The resultant benefit derived from the trade-in must be in support of state operations and any resultant ownership must be with the State. A State trade-in cannot be used in support of non-State operations such as the Research Foundation, UAS, etc. The value of the trade-in cannot exceed the value of the item being purchased. Trade-ins transactions must be made directly with the provider of goods or services and cannot be deferred or credited against future transactions. Requisitions that are submitted to the Office of State Purchasing & Contracts that include a trade-in must reference the asset number from the item being traded in and the value of the credit. The asset number is required so that the trade-in can be retired from the Property Control System. A trade-in must be processed thru the Office of Purchasing and Contracts with approval from the Office of Asset Management.
When submitting a purchase requisition to procure a new piece of equipment be sure to give as much detail as possible such as manufacturer, model number, etc. Please also provide other vendors who can supply the product as well as noting whether any other necessary features/ specifications are required. If the procurement requires bidding your specification will need to be detailed enough to ensure that the award can be made to a vendor meeting all of your requirements. If a requirement is not in the bid it cannot be used to determine the award of the bid.
Most major brand computers are available under NYS Contract through the Office of General Services (OGS). Each contract for computers that is on the OGS web site is usually connected to the Computer Vendor's site so that agencies may configure their own computer and or contact the vendor by phone. It is recommended that departments contact their IT manager to assure their configuration will be compatible with the requirements of IT. Keep in mind a quote from a computer vendor is usually only valid for 30 days after which the pricing often has changed. Submit your purchase requisition along with your quotation to the Purchasing Office for processing.
Equipment is defined as an item with a value of $5,000 or more that has a useful life of more than one year. The cost of an item includes the cost of any expenses necessary to have the item in working order. These expenses include installation, shipping, modifications, attachments, accessories, or apparatus necessary to make it usable for the purpose acquired. If a sponsor regulation defines equipment differently or with a lower dollar threshold that definition and lower dollar threshold will apply to purchases on that specific award.
The purchase requisition should provide detail such as manufacturer, model number, vendors who can supply the product and it should note any required features/specifications. The information provided on the requisition should be detailed enough to ensure that the award can be made to a vendor meeting all of the features/specifications.
If the equipment is purchased with state and Research funds, the equipment will become the property of the State of New York. A State purchase requisition must be submitted.
The State and Research accounts must be noted on the requisition and be accompanied by the appropriate signature for the State and Research accounts. The nature of such an order requires the Office of Purchasing to follow both State and Research procurement regulations and guidelines. A state purchase order will be issued to the vendor with the Research account being referenced. A Research Foundation purchase order is issued to the state for the Research Foundation portion of the purchase.
Section _ .44 of the White House Office of Management and Budget Circular A-110 requires the establishment of procedures that assure the avoidance of “purchasing unnecessary items". Prior to the procurement of items in excess of $25,000, a search will be conducted of campus inventory by the Property Control Officer. The project director is responsible to ensure that purchases are appropriate and necessary to the conduct of their project.
Insurance for Research Foundation and sponsor-owned equipment is available through the Research Foundation Central Office. The Research Foundation offers property insurance, project related property insurance and administrative property insurance. Information can be obtained by contacting the Office Of Research Programs.