Making Purchases: How to Buy

Making a Competitive Purchase

• Preferred Sources

  A preferred source is a designated vendor, who in an effort to advance certain social and economic goals, has received special provider status under New York state statute. The preferred sources are the Department of Correctional Services (Corcraft), Industries for the Disabled, Industries for the Blind and Office of Mental Health. The acquisition of commodities/services has been given exemption from statutory competitive procurement guidelines. It is the obligation of the university to procure goods and services from a designated preferred source provider whenever possible. Regional Procurement Services should be contacted in the early stages of any planned purchases (such as office furnishings) that may be affected by these regulations.  Note: OSC pre-approval is required for purchases valued at $75,000 or more from Preferred Sources.

  Corcraft
  Provides furniture including landscape, modular systems, desks chairs and file cabinets to name a few of the items.

  Industries for the Disabled
  Provides janitorial and housekeeping supplies and services, field marking paint, printed apparel as well as certain office and school supplies.

  National Industries for the Blind (formerly, Industries for the Blind)
  Provides file folders, post-it notes, transparencies, examination gloves and CD-R products to name a few.

  New York State Office of Mental Health
  Provides frames, benches, wastebaskets and plant stands.

• State Contracts

  On behalf of the state, the Office of General Services (OGS) negotiates contracts with vendors that provide discounted pricing to all State agencies. The college is obligated to purchase commodities from OGS State Contracts when they meet our form, function, and Utility requirements. SUNY is encouraged, but not obligated to purchase services from NYS contracts.

  THE OGS WEB SITE CAN BE USED TO DETERMINE IF A COMMODITY OR SERVICE IS AVAILABLE UNDER STATE CONTRACT.

  Contracts are available for a wide variety of commodities and services. Note: OSC pre-approval is required for purchases valued at $200,000 or more from OGS State Contracts.

• University-Wide Contracts

  SUNY Plattsburgh is able to utilize university-wide or multi-campus contracts for a wide variety of commodities and services. The college is obligated to use University-Wide contracts where possible.  Departments wishing to procure goods or services available from University-Wide Contracts from another vendor must obtain an exemption from the Assistant Vice Chancellor for Procurement. Please contact Procurement Services for more information on the exemption process.

  For information on University Wide Contracts.

• Open Market Purchases

  A campus may purchase commodities or services directly from a responsible vendor of its choice after determining that it is NOT available from a Preferred Source, State Contract, or University-Wide Contract.

  For purchases over $2,500 written documentation should be maintained to support both the selection of the vendor and reasonableness of the price. The vendor selection and Price Justification Checklist is required to be submitted with the Jaggaer purchase requisitions for all purchases greater than $2,500 that are not being advertised or going through a formal bid.

  There are many other requirements that apply when making Open Market Purchases. These are summarized in the chart below.

  Learn more about the Vendor Selection and Price Justification Checklist

• SUNY Procurement Policies & Procedures

  SUNY POLICY #6902 — SYSTEM-WIDE PRINT RESOURCE USE

  SUNY PROCEDURE #6903 — SYSTEM-WIDE PRINT RESOURCE USE, PROCEDURE

  SUNY Procedure #7550 — ACQUISITION AND DISPOSAL OF REAL PROPERTY INTERESTS, PROCEDURES FOR

  SUNY Procedure #7553 — Purchasing & Contracting (Procurement)

  SUNY Procedure #7554 — Construction Contracting

  SUNY Procedure #7555 — Construction-Related Consultant Contracting Procedures

  SUNY POLICY #7556 — PROCUREMENT OPPORTUNITIES FOR NYS Certified Minority- and women-owned businesses

  SUNY Procedure #7557 — Participation by MWBE with Respect to State University of New York Contracts

  SUNY POLICY #7558 — State University Procurement Card Policy and Guidelines

  SUNY POLICY #7559 — ANTI-SWEATSHOP POLICY

  SUNY PROCEDURE #7560 — ANTI-SWEATSHOP PROCEDURE

  SUNY PROCEDURE #7561 — CONTRACT AWARD PROTEST PROCEDURE

  SUNY PROCEDURE #7564 — Participation by Service-Disabled Veteran-Owned Business (SDVOBs) with Respect to State University of New York Contracts

• How does the purchasing process work?
  1. Consult the purchasing threshold matrix to determine what processes you need to utilize.
  2. Create purchase requisition in Jaggaer (eProcurement). Once submitted, requisition will route to appropriate parties for approval. Please consult Procurement Services if you have any questions.
  3. When received by the purchasing office, it is checked for accuracy and completeness including valid authorized signatures. Incomplete or erroneous requisitions are returned for correction.
  4. If appropriate, requisition will be approved by Procurement Services, created into a purchase order (PO), or AC340 contract encumbrance and issued to the vendor. Upon approval, requisitioner will be notified within Jaggaer that a PO has been created.

  Purchasing threshold matrix

• How long does it take to get items requested?

  The process varies based on several factors, with cost being the most significant impact.

  Generally, items with an estimated value up to $50,000 can be processed, approved and distributed within 5 to 10 business days upon receipt of a completed purchase requisition. Contracts requiring approval by the attorney general or Office of the State Comptroller will take approximately three months longer. Such items do not require formal competitive quotes, however, departments are strongly encouraged to obtain a minimum of three (3) informal quotes to establish reasonableness of price. This can be done by completing the Vendor Selection and Price Justification Checklist.

  Generally, items with a value in excess of $50,000 will have a processing time of 4 to 12 weeks or longer. Such items require formal competitive quotes or public solicitations (e.g., invitation for bids, request for proposals, etc.), and advertising in the New York State Contract Reporter.

  Learn More About the Purchasing Process

• Why do I have to get bids or quotes?

  The bid process ensures that the procurement of all goods and services purchased with tax payer dollars is conducted in an honest, competitive, fair and transparent manner.

  Obtaining informal quotations and competitive bidding, tends to not only assure reasonable prices, but also guard against favoritism, waste, and fraud, according to NYS finance laws and SUNY procurement procedures.