If a campus department deems an order or service to be an emergency they must contact the Procurement Office for written authorization prior to purchasing the goods or initiating the emergency service. The Procurement Office staff is available weekdays from 08:00AM to 05:00PM to assist you in placing and expediting your emergency orders. Use the contacts noted below. Campus departments are also encouraged to apply for the State Corporate Procurement Visa Card to expedite the placement and receipt of emergency orders. For more information on the corporate card program please contact Gerardina Paduano at (631) 632-6017.
- Michael Standridge, (631) 632-6046 (Services and Commodities)
- Mary LaCorte, Assistant Director- Contracts and Documents, (631) 632-9849 (Services)
- Karin Waslo, Manager State Commodities, (631) 632-6057 (Commodities)
Campus departments are not authorized to enter into agreements with prospective vendors by signing formal or informal vendor contracts. The Office of the President and the Procurement Office are the only authorized administrative offices that can enter the University into contractual agreements with prospective vendors. If you or your department plan to enter into a contractual agreement with a prospective vendor please have the appropriate department representative(s) review the contract for verification of technical terms and conditions and then upload the contract to a Service Request form in Wolfmart (attn: Mary La Corte, 631-632-9849 or Michael Standridge, (631) 632-6046) who will route to the appropriate contract officer for review and final approval. Please note the Procurement Office does not review unfunded agreements.
Individuals who enter into an agreement with a vendor to start providing goods or services on behalf of the University or whom intend to bind the University to financial commitments without prior authorization from the Procurement Office are in violation of State law and University policy. Individuals may be subject to the imposition of discipline and may be held personally liable for any indebtedness that is ultimately held to be owed to the contractor/vendor.
Contact the Procurement Office to:
- Stop payment of an invoice for goods that have already been received. Contact Alfred DiVenuto, Accounts Payable Supervisor at (631) 632-9838.
- Make arrangements with the Buyer for the return of merchandise and obtain a Return Authorization Number from vendor.
- Contact Central Receiving for merchandise return and appropriate documentation. Contact Cyril Rickson, Manager of Central Receiving at (631) 632-6290.
A catering order requires the following information:
a.) Quote from vendor
b.) List of attendees
c.) Justification for event
A Non-Catalog form is used for food delivered on campus;
A Non-Encumbered form is used for dining out in restaurants;
A Service Request form is used when food is provided at a conference facility and may include a contract to be signed in Procurement.
A Service Request form is used to initiate a Service Request, examples of which are repairs, maintenance agreements, printing, software agreements and anything involving labor. After submitting, the form will be routed to Procurement for processing. All Service Requests will require end users to enter a Cost Receipt to confirm that services have been rendered.
This information can also be found on the WolfMart homepage. Click on the Service Request Form and locate instructions on the left side of the page.
- Best Value
- The basis for awarding contracts for services and technology that optimizes quality, cost and efficiency, among responsive and responsible offerers, which shall reflect, wherever possible, objective and quantifiable analysis.
Centralized State Contracts
- A campus may elect to purchase any commodities or services, regardless of amount, from an existing Office of General Services (OGS) centralized state contract following the procedures and requirements established by OGS, as appropriate for SUNY.
- Material commodities, supplies, products, construction items or other standard articles of commerce other than technology or printing, which are the subject of any purchase or other exchange. The State Finance law requires commodity contracts to be awarded based on lowest price from a responsive and responsible offerer.
- A new agreement, permit, memorandum of understanding or lease, or an amendment of same.
- Is defined as "an urgent and unexpected requirement where health and public safety or the conservation of public resources is at risk." A failure to properly and timely plan in advance for a procurement, which then results in a situation in which normal procurement practices cannot be followed, will not constitute an "emergency."
- Is defined as meeting ENERGY STAR criteria and therefore qualifying for the ENERGY STAR label or meeting New York State Energy Research Development Authority (NYSERDA) guidelines for target efficiency levels.
Invitation for Bid (IFB)
- A form of solicitation used for procurements where the needed commodities, services or technology can be translated into exact specifications and the award can be made on the basis of lowest price or best value when the best value determination can be made on price alone.
Small Business, New York State Certified M/WBEs, Recycled or Remanufactured Purchases
- Where commodities or services are available from small businesses or New York State certified M/WBEs; or where commodities or technology that is recycled or remanufactured is available, purchases may be made in amounts not exceeding $200,000 without competitive bidding, in accordance with Section II (B)(1) above. Advertising requirements under NYS Economic Development Law still apply. For any purchase that exceeds $2,500.00, there must be information in the Procurement Record that establishes price reasonableness.
Sole Source, Single Source or Emergency Contracts
- 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 Contract Reporter and only receive one response.