Funds of the State University of New York are handled by pre-established policies of the Research Foundation at Stony Brook and in accordance with the individual provisions established by the Sponsor. Since the policies of the Research Foundation are subject to the Sponsor's rules and regulations, there may be individual cases in which the latter are more restrictive. The Office of Research Services is responsible for monitoring compliance and approving requisitions before they are processed by Purchasing.
Our policy is to take all of the above into consideration: processing requisitions in accordance with general Research Foundation Policy, but having additional flexibility to serve the unique needs of the Project Director for prompt and dependable action.
To encourage competitive procurement, the following guidelines are established:
|Requirements for Solicitations of Bids or Proposals||Up to
|No requirement for solicitations of bids or proposals. When the suppliers are used repeatedly or on an ongoing basis for various procurements within this range, pricing and quality of goods and services must be reviewed periodically and the results maintained in a supplier procurement file.|
|Solicitation of bids or proposals required, and procurement requires selection from a minimum of three written or verbal quotes.|
|Solicitation of written bids or proposals required, and procurement requires selection from a minimum of three written bids or proposals.|
The competitive bid process or the Single/Sole Source justification related to procurement is limited to the period defined by the agreement with the vendor including any agreed-upon extensions or options for extensions or renewals. If a change to or renewal, extension, or continuation of a procurement that was not competitively bid would result in an actual aggregate expenditure that exceeds the thresholds for required solicitation of bids, it must be approved by an RF Officer or operations manager after a Single/Sole Source justification documenting that the failure to determine the reasonably expected aggregate amount on the date of initial purchase was reasonable and justified.
Some form of cost or price analysis must be made and documented in the procurement files for all purchases. Price analysis may be accomplished in various ways including the comparison of price quotations submitted, market prices, or similar assessments.
Bid and Proposal Policy for IDC Funds - Overview and Basis for Policy
As stated in OMB Circular A110 and as is the practice of Stony Brook University and the State of New York, all procurement transactions utilizing indirect cost (IDC) funds shall be conducted in a manner to provide, to the maximum extent practical, open and free competition. To avoid unfair advantage and conflict of interest, contractors that develop or draft specifications, requirements, statements of work, invitations for bid (IFB), request for proposal (RFP), etc. shall be excluded from competing for such procurements. Award shall be made to the bidder or offer whose bid is responsive to the solicitation and is most advantageous to the end user and University, price, quality, timeliness and other factors considered. Any and all bids or offers may be rejected when it is deemed be in the best interest of the end user or University.
Effective July 1, 2000 the requirement of prior review and pre-audit of IDC funded purchase requisitions, travel reimbursements, personnel changes, journal transfers and other expenditures and encumbrances by the Office of Grants Management was eliminated. Responsibility for the proper processing of these transactions was delegated to the administrative units involved (Accounting, Procurement, Human Resource Services).
Bid and Proposal Policy for IDC Funds - Types of Bids
The three types of bids or proposals in the solicitation process are verbal, written and sealed.
- A verbal bid or proposal is a supplier's oral statement of price and any other information requested, made in person or via telephone, in response to a solicitation.
- A written bid or proposal is a supplier's written statement of price and any other information requested, in response to a solicitation.
- A sealed bid or proposal is a supplier's written statement of pricing and any other information requested, in response to a solicitation, that is received in a sealed envelope, then opened and the supplier's response declared in a scheduled, open forum.
Requirements/Thresholds for Bids and Proposals When Bids are Required
Bids and proposals are required based on total dollar amount of the submitted requisition. Requisitions should not be split to circumvent the following guidelines:
- Requisition amount of $0.01 to $50,000.00: No bids or proposals required. It shall be the responsibility of the cognizant buyer to ensure that the best interests of the institution are served by this selection.
- Requisition amount of $50,000.00 to $100,000.00: A minimum of three written or verbal quotes are required.
- Requisition amount of over $100,000.00: A minimum of three written bids or proposals are required.
When Bid and Proposals are NOT Required
- Bids or proposals are not required for procurements of any amount made under existing New York State contracts or through campus store operations and service centers.
- Purchases up to $200,000 from New York State certified small, minority, or women-owned businesses.
- Single Source Procurements: 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 factors (e.g. experience/service of supplier, product or service quality, market conditions). Single source procurements require justification of selection that includes a clear and accurate description of the technical and programmatic requirements for the material, product, or services being procured, and a statement of reasonableness of cost from the ordering entity as well as approval of the University President or designee.
- Sole Source Procurement: a sole source procurement is a purchase from the only available supplier of the product or service. A sole source requires a statement from the ordering entity that includes a clear and accurate description of the technical and programmatic requirements for the material, product, or services being procured.
For Blanket Order Request
Research Foundation funded Blanket Order requests should be for expenditures with a specific vendor over a period of time, not for one-time purchases. Research Foundation funded Blanket Order requests submitted must adhere to all appropriate Research Foundation Procurement procedures. For RF Blanket Order requests that are $50,000.00 and above, a written justification must be provided to the Procurement Office.
Blanket Order requests should not be made for Hosted or Punchout vendors in the WolfMart Showcase.
Blanket Order requests for any type of food purchases will not be processed.
Blanket Orders for all services must utilize the Service Contract form; not the Blanket Order form.
All Blanket Order requests will require end users to enter a Cost Receipt to confirm that goods have been received.
All Research Foundation funded Blanket Orders will terminate once the estimated encumbrance has been expended. When this occurs, a new Blanket Order request must be submitted to Procurement.
Research Foundation Blanket Orders cannot extend beyond the term date of the designated award.
Supporting documentation must be attached (i.e. Quotes, Justifications) where appropriate.
Teri Noto Sentowski