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State Procurement


Overview

State operating funds and IFR funds are covered by the State Finance Law and Flexibility Legislation applicable to the State University. These laws and regulations apply to all University departments and activities using State Operating and IFR Funds. Following are specific requirements that apply to these funding sources.

Please note:

  • Estimated order times vary based on workload, timely response by department if questions arise, timely response of vendor for insurance documentation or exhibit submittal as dictated by dollar threshold, time of year and additional terms and conditions required by vendor. If additional terms are required by the vendor SBU must ensure those T & C's conform to NYS statutes and are acceptable to the NYS Attorney General and NYS Office of the State Comptroller (where required) upon post audit.
  • State purchase of requirements exceeding $2,500 without competitive bidding may be made under the situations listed below only after approval is granted by the appropriate campus designee: 
    1. Sole source, single source and/or proprietary purchase.
    2. Emergency purchase (unanticipated purchase required to protect personal safety, life or property).
    3. Small Business, New York State Certified M/WBEs.
    4. Centralized State Contracts.

For more details, please go to State Purchasing FAQs

  • Purchasing Dollar Thresholds

    Purchasing Dollar Thresholds

    Estimated Cost Requirements 
    $0- $49,999
    • Orders above $2,500 require 3 Quotes or statement of reasonableness of price required (Price Justification)
    • Estimated order time:  1- 10 business days, excludes software. All software purchases require a lead time of at least two weeks and should be vetted with DoIT if implementation/integration is required. If SBU data will be stored on a third party's server please add an additional 21 days for CISO review.

      *No competition required for purchases less than $2,500, but should ensure that prices are reasonable

    $50,000 - $125,000
    • Advertisement in NYS Contract Reporter for 15 business days or OSC approval of Contract Reporter Exemption Request if the purchase is a single or sole Source
    • Solicitation of 3 Quotes or (Price Justification)
    • Estimated order time: 15 to 120 business days for services, 15 - 120 business days for commodities.
    $125,000. 01-$249,999
    • Advertisement in New York State Contract Reporter for 15 business days, or OSC approval of Contract Reporter Exemption Request if Single or Sole Source
    • Minimum of 5 formal sealed bids solicited by Purchasing
    • Estimated order time: 15 to 120 business days
    $250,000 and over 
    • Advertisement in NYS Contract Reporter or Contract Reporter Exemption Request if the purchase is a single or sole Source
    • Prior Attorney General and OSC approval required.
    • Estimated order time: 60 to 180 business days.
    • Minimum of 5 formal, sealed bids solicited by Purchasing
  • Statement of Reasonableness of Prices

    Statement of Reasonableness of Prices


    Price justification can include, but is not limited to:

    • The Vendor's published price list;
    • Prior invoices from this vendor to other consumers;
    • Invoices or cost sheet from prior state contracts;
    • Comparisons to other vendors' prices for similar products/services;
    • Comparison to similar purchases by other campuses;
    • Historical cost or price comparison.
  • Catering and Food

    Catering and Food 

    General Guidelines:

    • You are strongly encouraged to hold events on campus at campus meeting centers.
    • No payment will be issued for catering when engaged in routine University business. There must be non-University guests or students present and the meeting is clearly for business.
    • Routine staff meetings and holiday events are not an allowable use of State or Research Foundation (RF) funds.
    • The use of personal funds/credit cards are discouraged. Please contact the dining establishment before dining to determine if direct billing is available. 
    • P-cards cannot be used for food purchases. Limited exceptions may be granted by contacting the P-Card Administrator.
    • Payment for alcoholic beverages is not permitted. Payment for alcohol may be allowable through Stony Brook Foundation funding.
    • Orders should not exceed the 2022 per-person meal allowance rates of $14.00 for breakfast, $25.00 for lunch, and $55.00 for dinner.


    CulinArt State Funded Catering Procedure:

    As of July 5, 2022, Campus departments that purchase from CulinArt using STATE FUNDS are no longer required to submit a Wolfmart Non-Catalog Form. This is ONLY for State funded CulinArt orders. PO’s are still required in Wolfmart for CulinArt purchases using RF Funds.

    Please follow the process below to place your orders:

    1. Go to Catertrax – CulinArt’s on-line ordering system https://sbucatering.catertrax.com/
    2. Include an event justification in the Catertrax “Order Name” field.
    3. Under “Payment Information” enter STATE in the “Payment” field and enter your 8-digit account number in the “State Account” field. 
    4. Acknowledge having read both the CulinArt rules/requirements in Catertrax and the Stony Brook University Food Policy that includes the current per-person meal allowances rates.
    5. Orders should not exceed the 2022 per-person meal allowance rates of $14.00 for breakfast, $25.00 for lunch, and $55.00 for dinner. 
    6. Ensure your CulinArt Catertrax order is correct before the event and communicate all changes with CulinArt.
    7. Ensure that someone is available to receive and sign for the food. CulinArt will no longer leave food unattended. 

     If you have any problems, questions or need a log-in for Catertrax then please contact:

    Lisa Battiste, Director of Operations Phone: 631.632.6489 | Cell: 631.969.6938  LBattiste@culinartinc.com |Main Office: (631) 632-6522  


    CulinArt RF Funded Catering Procedure:

    Campus departments that purchase from CulinArt using RF Sponsored or IDC Funds must order through WolfMart.

    Please follow the process below to place your orders:

    1. Go to Catertrax – CulinArt’s on-line ordering system https://sbucatering.catertrax.com/
    2. Once you have completed your on-line order a Catertrax Order Number will be generated.
    3. Complete a non-catalog requisition in WolfMart and attach the following:
      • The Catertrax Order
      • Business purpose/event justification
      • List of Invitees 
    4. Ensure your CulinArt Catertrax order is correct before the event and communicate all changes with CulinArt.
    5. Orders should not exceed the 2022 per-person meal allowance rates of $14.00 for breakfast, $25.00 for lunch, and $55.00 for dinner. 
    6. Ensure that someone is available to receive and sign for the food. CulinArt will no longer leave food unattended. 


    Procedures for State and RF Catering (other than CulinArt)

    1. Plan ahead to anticipate your need for catering services. A WolfMart non-catalog requisition is required to be submitted at least one week prior to the event for a purchase order to be issued.
    2. Complete a non-catalog requisition in WolfMart and attach the following:
      • The vendor's quote
      • Business purpose/event justification
      • List of Invitees 
    3. Orders should not exceed the 2022 per-person meal allowance rates of $14.00 for breakfast, $25.00 for lunch, and $55.00 for dinner. 
    4. The maximum gratuity is 20% and applied to the cost of the meal. Meal allowance rates are inclusive of the gratuity. 
    5. Make sure there is someone available to receive and sign for the food. 


    Procedures for dining out

    Dining out for University business does not require a purchase order. 

    Campus departments have two payment options:

    1. The preferred method is direct vendor billing.  Please contact the dining establishment before dining to determine if direct billing is available. 
            • After the event the department must submit a WolfMart Non-Encumbered Payment Form. Attach the vendor's itemized invoice, business purpose/justification and list of attendees. 
    2. If direct billing is not available, personal funds/credit cards may be used. To request for reimbursement, complete a paper purchase requistion PROC0065.

    Reminders:

    • Meals should not exceed the 2022 per-person meal allowance rates of $14.00 for breakfast, $25.00 for lunch, and $55.00 for dinner.
    • The maximum gratuity charge is 20% and is applied to the cost of the meal. Meal rates are inclusive of the gratuity.
    • Payment for alcoholic beverages is not permitted. Payment for alcohol may be allowable through Stony Brook Foundation funding.
    • Stony Brook University is exempt from New York State and local sales taxed. A tax-exempt certificate should be provided to the establishment.
  • Blanket Order Requests

    Blanket Order Request


    State funded Blanket Order encumbrances must be estimated for an entire fiscal year and must be submitted for each vendor. When State funded Blanket Order requests exceed $2,500.00, all appropriate SUNY Procurement procedures must be followed

    Blanket Order requests should be for annual expenditures with a specific vendor; not for one-time purchases.

    Blanket Order requests should not be made for Hosted or Punch-out vendors in the Wolfmart Showcase.

    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 State funded Blanket Orders will be automatically terminated on June 30th.

    Supporting Documentation must be attached (i.e. Quotes, Justifications)

  • Furniture Purchases

    Furniture

    Stony Brook University supports furniture purchasing.


    1. All Furniture must be a commercial grade from a reputable source.
    a. Quality furniture has a lifetime warranty and is built to withstand heavy usage.
    b. The dealers will to come to your workspace and design your space free   of charge. Please reach out to Procurement at ext. 2-6071 if you are   looking for one chair or to redesign a new space.
    c. Once you have an approved design and quote please use a non-catalog   form in WolfMart and attach the quote. Separate manufacturers require   separate requisitions
    d. Surplus inventory may be available, please contact Property Control at   ext. 2-6306
    e. If you have a surplus, please donate it to the Property Control Office.   State property should be returned to the state not discarded.


    2. When you are ready to place your order, furniture will take 6-8 weeks and is made to order:
     a. Furniture is not returnable as it is custom made
     b. There are quick ship items please ask the vendor if your need is       immediate.


    3. Prevailing wage is required to be paid for all items being bolted or screwed to the building including: 
    a. White boards
    b.  Bulletin boards
    c.  Displays
    d.  Cubicles


    4. Who can you purchase furniture from? The hierarchy is:
     a. The NYS Preferred Source has a limited portfolio of furniture items.   Please contact Procurement at 2-6071 to determine if a release is   recommended from utilizing the Preferred Source.
     b. Office of General services (OGS) hold dozens of furniture contracts   with   reputable manufacturers and dealers. There furniture is designed for   commercial and educational use. You do not need three quotes as this   has   already been bid out and is on contract.
     c. Consortium’s, Minority Woman Owned Business (MWBE’s), Service-   Disabled Veterans (SDVOB) and SUNY Contracts have become widely     accepted and can help expedite your furniture purchase.


     

  • Lobbying Law

    Lobbying Law

    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.

  • Preferred Sources

    Preferred Sources

    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.

  • Purchase Approvals

    PURCHASE APPROVALS

    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.

  • Advertising

    Advertising

    All requests for advertising are processed by the in-house agency. Requests should be referred to that office at advertising@stonybrook.edu. For more information go to stonybrook.edu/brand.

  • Trade-Ins

    Trade-Ins

    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

    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

    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