State Funded PurchasingPurchasing Department
Requisitions must be signed. Deliver completed forms in person or via campus mail to the Purchasing Office, 100 Bray Hall.
- State Purchase RequestComplete on-screen (or by hand), print and deliver to the Purchasing Office.
- How to complete a purchase requisition (includes special instructions for hazardous materials)
Only authorized signatories may approve the requisition. Once approved, the requisition is submitted to Purchasing where it is reviewed for compliance, and then a Purchase Order is issued. The Purchase Order is a binding contract and must be issued before purchases can be made. Purchase Orders are normally faxed to vendors (fax number must be provided on the purchase requisition) unless stated that they need it to be emailed or items ordered by the requisitioner.
The Purchasing Manager may sign requisitions in urgent situations upon verification of the intent of the submitting department and conversation with the authorized signatory of the account.
If the purchase is utilizing a NYS Contract, the contract number must be noted on the Purchase Requisition. If a vendor is a New York State Certified Minority or Woman Owned Business, it should also be noted on the Purchase Requisition.
- Expenditure Guidelines (PDF)
The University is governed by SUNY Procurement Policy, specifically document numbers 7553 (Purchasing and Contracting), 7556 (Procurement Opportunities for New York State Certified Minority-and Women-Owned Businesses), 7557 (Participation by Minority Group Members and Women (MWBEs) with Respect to State University of New York Contracts), Exhibit A (Standard Contract Clauses) and Exhibit A-1 (Affirmative Action Clauses).
Selection of Vendors
SUNY-ESF selects vendors in the following required order:
- New York State Preferred Sources
- Vendors with New York State Contracts (OGS)
- New York State Certified Minority or Woman Owned Businesses, Small Business
- Consortia Purchasing Guidelines
- SUNY ESF College Vendors ListPlease contact ESF Purchasing for a current listing.
|This information is intended as a general guide only to assist in determining proper purchasing procedures and is applicable for procurements of non-construction commodities or services only. For specific guidelines and further assistance please contact the Purchasing Office.|
|$1 - $2,500||$2,500 - $15,000||$15,000 - $50,000||$50,000-$125,000||$125,000 and over|
|Quarterly publication in NYS Contract Reporter of projected procurements by commodity and/or service||Quarterly publication in NYS Contract Reporter of projected procurements by commodity and/or service||Quarterly publication in NYS Contract Reporter of projected procurements by commodity and/or service||Publication in NYS Contract Reporter at least 15 days in advance of vendor selection - entertain all vendor replies||Publication in NYS Contract Reporter at least 15 days in advance of the date bids are due|
|Use of PCard is Preferred for this dollar range||Written documentation to support vendor selection and reasonableness of price - (3 Quotes, can be email, verbal, online, etc.)||Written documentation to support vendor selection and reasonableness of price - (3 Quotes)||Solicit minimum of 3 quotes or proposals-no formal bidding required||Solicit minimum of 5 formal sealed bids|
|Compliance with Procurement Lobbying Law and Consultant Reporting (if applicable)||Compliance with Procurement Lobbying Law; Consultant Reporting (if applicable); and document Vendor Responsibility||Compliance with Procurement Lobbying Law; Consultant Reporting (if applicable); and document Vendor Responsibility|
|Execute a formal contract or agreement including Exhibits A and A-1||Execute a formal contract or agreement including Exhibits A and A-1|
|Exceptions: Centralized State Contract purchases; Preferred Sources; and Small Business, New York State Certified M/WBEs|
Any NYS employee acting on behalf of SUNY must comply with all applicable New York State and SUNY Laws and Regulations. Guidelines are subject to change without notice. Workers Compensation and Disability required for all vendors doing business with NYS.
Any one of the following is what is needed for reasonableness of price:
- A price quote from one other vendor
- Cost vs. benefit in monetary terms
- Purchases made by other State agencies
- Purchases made by similar facilities
- Discount from list price
- OGS pricing
- Historical cost
- Manufacturers published price list
- Manufacturing costs plus profit
- Cost comparisons of similar projects, etc.
- Average weighted bid prices or similar average costs in a region
- A statement from the vendor documenting that such charges to the State are better, equal to or lower than charged to other Government agencies
State Contract Vendors (OGS)
Go to: http://www.ogs.state.ny.us Go to "Procurement Contracts" - ENTER. Then put in a "key word(s)" and try to locate the items and/or services you are looking for. The system is not the most user-friendly, so just do your best and try different words choices.
- If an item/service is on STATE CONTRACT, please include the contract number on your purchase requisition. The contract numbers begin with a "PC", "PS" or a "PT" and are followed by a five-digit number.
- SUNY’s policy and New York State Executive Law Article 15-A require campuses and the vendors whom they do business with to make a “good faith effort” toward the realization of SUNY’s M/WBE goals in its procurement of commodities and services. Please see the Business Enterprise/MWBE page for more information on doing business with M/WBE vendors. Please view the directory at http://www.esd.ny.gov/MWBE/Certification.html
- Price quotes should be obtained whenever possible if you are not using a preferred source or a contract vendor.
- Once you have determined which vendor you will be using, you can then fill out your requisition and send it to the Purchasing Department.
Procurement Time Savers
The procurement process is very cumbersome but there are steps that can be taken to speed up the process. These steps include:
- Contact the Purchasing Office in advance with any questions.
- Use state procurement card for purchases under $2,500.
- Utilize the online vendors for desktop delivery.
- Verify that funds are available prior to requisition submittal.
- Have an authorized signatory on the account sign the requisition. A listing of authorized Signatures is held in Accounting @ x6640.
- Establish a realistic time line for purchase and delivery.
- Complete the requisition online and refer to instructions if needed. (still need to print and mail).
- Include sufficient detail in the description, including need by date.
- Attach any supporting documents, quotes, or agreements.
- Submit all documents requiring a signature to the Purchasing Office
- include pricing obtained from all vendors. If quote was verbal, please make note of vendor name, who you spoke to, date, and price even if not the chosen vendor. Including documentation of vendors you solicited assists in the purchasing process.
Perhaps the most important factor driving the procurement process is the dollar value of the purchase. The dollar threshold of the purchase will impact the time frame, whether the quotes have to be sealed, documentation to be provided and if outside agency approval, is needed.
The above serves just as a quick synopsis of getting the purchasing process started.
To change the order after it has been placed, the requisitioner should notify the vendor of the cancellation/change and communicate the PO # and the corresponding change via email to the purchasing office. An original of the revised PO is sent to the vendor and a copy is returned to the requisitioner via email.
Reporting Damages, Shortages & Return Authorizations
Please be sure to check all boxes, packages, envelopes, etc., for shortages or damages IMMEDIATELY upon receipt. Any problems with delivered supplies, equipment, furniture, etc. should be reported to the Purchasing Department immediately. Call Michele Khasidis at 470-6685 if any items are in dispute, such as damaged or incorrect items. Send any invoices and/or packing slips received within your department to the Accounts Payable Office in Room 100 Bray Hall with a note indicating the applicable purchase order number (or purchase requisition number).
Unless the Accounts Payable Office is advised by Purchasing to withhold payment because there is a problem, they will process the invoice as normal.
Please be advised that vendors often have time limits for returned items and/or may charge a restocking fee which is often 10 - 20% of the purchase price and sometimes more.