Purchase Requirements- Quick Tips on Purchasing
Effective January 1, 2006, The New York State Finance Law was amended to regulate efforts to influence the procurement process. All State facilities must abide by strict procedural requirements relating to the award of any contract/purchase order for goods or services estimated to be in excess of $15,000.00.
All "contact" relating to potential awards in excess of $15,000.00 including in-person meetings and video conferences between vendors or their representatives and the awarding State entity is now regulated. Only designated Agency personnel may have contact with the vendors or their representatives or lobbyist. In the case of Stony Brook University, the only designated contact person/s are Procurement Office Staff. It is strictly prohibited for anyone else to have contact with the vendors during the procurement "restricted period."
The restricted period starts when the end-user's department submits their State requisition to the Procurement Office and ends when an award (Purchase Order/Contract) is officially forwarded to the vendor. During this restricted period, all inquiries must be referred to the designated Procurement Office contact.
The New York State Finance Laws require us to purchase available goods and services that meet our form, function and utility requirements from certain New York State "Preferred Sources" (NYS Department of Corrections Services, NYS Industries for the Blind, NYS Industries for the Disabled, Office of Mental Health and Veterans Industries) up to any dollar amount without competition.
In addition to departmental authorized signatures, the following approvals must be obtained prior to the submission of a purchase request to the Procurement Office:
- Door Locks approved by: Locksmith and Building Manager
- Radioactive, Biological Select Agents and Toxins (BSAT), approved by: Environmental Health & Safety, 2-6410
- Live Animals approved by: Director of DLAR
- Electronic Security Equipment approved by: Public Safety
- Space Heaters/Air Conditioners/Electric Fans approved by: Campus Operation and Maintenance
- Rehab or Repairs to Buildings and Facilities and Site Work Done by Outside Contractors approved by: Assistant Vice President of Campus Planning, Design and Construction
- Communication equipment (modems, walkie-talkies etc) approved by: Police Department, Lawrence Zacarese 2-6540
- Security Systems approved by: Don Coleman, Access Control Department
- All vehicle purchases must be reviewed and approved by: Neil Werner, Director of Transportation & Parking Operations, Zip 2001.
Requests covering the procurement of security systems and related items/services now require the approval of Campus Operation and Maintenance, and Access Control, prior to purchase and include all items related to the installation and operation of security systems. The definition of security related items includes the following:
- CCTV Systems (or parts or service thereof)
- Card Access door hardware, wire, card readers, cards (prox, Mg stripe or smart cards), access software, etc.
- Intrusion alarm systems components and replacement parts.
- Any request for electrified door access systems (even if they are for individual doors and not part of the campus-wide system).
- Requests for biometric ID systems used for security control.
- Interior security systems that track people or property.
- Computer alarm systems such as fiber optic system controlling several computers.
- This procedure takes effect immediately and will affect State and Research Procurement transactions.
If you have surplus, obsolete, unused equipment, consider trading it in against a future purchase. Many vendors will accept trade-in equipment and offer value for them. Contact Purchasing if you are interested.
Sole and Single Source Purchase
Where competition would otherwise be required, but is not feasible due to the sole source, single source or emergency nature of a commodity or service, the campus must be able to justify and document the selection of the vendor and establish the reasonableness of the price. In accordance with the State Finance Law, exceptions to the general requirement for competitive selection shall only be made under unusual circumstances. The campus must maintain in its Procurement Record written justification supporting the sole source, single source or emergency determination. An example of substantiating single source procurement (limited number of suppliers) might be written documentation detailing prior substantial experience of the contractor in provision of the products or services customized to the SUNY environment or a certain service that only one contractor provides in addition to the service or technology being procured. An example of substantiating sole source procurement (only one supplier) would be written documentation detailing the unique nature of the requirement, how it was determined only one vendor could meet the need, and how it was determined the cost is reasonable. One method available to document the sole source status is to advertise in the NYS Contract Reporter and only receive one response. Sole and single source purchases greater than $50,000 require the submission of a Contract Reporter Exemption Request by The Office of the State Comptroller (OSC).
Current State Commodity and Service Contracts (P-Contracts)
The NYS Office of General Services (Albany) awards Statewide centralized term contracts for many commodities and services at reasonable prices. Departments should take advantage of these whenever possible. For most items, an unlimited dollar amount can be purchased without the need for further competition or approvals. State contracts are available to view on the Internet at http://www.ogs.state.ny.us/purchase/SearchBrowse.asp