Operational Guidelines & Threshold Limits

 

What are the Operational Guidelines and associated Threshold Levels for purchases and contracts?

To ensure the appropriate and prudent expenditure of funds, operational guidelines and associated threshold levels have been developed by the campus to comply with SUNY policies and procedures and applicable NYS laws, as well as to promote generally accepted procurement practices, principles, and objectives.

In accordance with established campus policy, the Purchasing Department is the only office authorized to issue purchase orders or contracts to vendors.   Requisitions do not and cannot serve as authorization to vendors to provide goods or services.

The following are the campus’s operational guidelines currently in effect:

a)      Purchases via NYS Preferred Sources, OGS NY State contracts, and SUNY “CM” Contracts: Competitive quoting or bidding is not required.   Official Purchase Order must be issued by the Purchasing Department.

b)      Purchases of $0.01 to $2,499.99: No competitive quoting required, but, price must be reasonable.  Solicitation of quotes may be done at the department level.  Official Purchase Order must be issued by the Purchasing Department.

c)       Purchases of $2,500.00 to $4,999.99: Three (3) written quotes required.   Solicitation of quotes may be done at the department level.  Official Purchase Order must be issued by the Purchasing Department.

d)      Purchases/Contracts of $5,000.00 to $14,999.99: Three (3) written quotes required.   Solicitation of quotes may be done at the department level, but only after the department initially consults with the Purchasing Department.  Official Purchase Order must be issued by the Purchasing Department.

e)      Purchases/Contracts of $15,000.00 to $49,999.99: Departments must contact the Purchasing Department for guidance as soon as a need is identified and funding is secured.  Solicitation of quotes will be done by Purchasing Department personnel, or their designees.  A minimum of 3 quotes will be required.  Other requirements may apply.  Official Purchase Order must be issued, or a written Agreement must be developed, by the Purchasing Department.

f)       Purchases/Contracts of $50,000.00 and above: Departments must contact the Purchasing Department for guidance as soon as a need is identified and funding is secured.  For all purchases and contracts $50,000 or greater (unless available through Preferred Source, OGS NY State contract, or SUNY CM contract), advertising of the opportunity in the NY State Contract Reporter for a minimum of 3 weeks will be required before award can be made to any vendor.   Other requirements will also apply.  The procurement process will be managed by the Purchasing Department.  Official Purchase Order must be issued, or a written Agreement must be developed, by the Purchasing Department.

Please note that SUNY Procurement Policies and Procedures, which include SUNY’s M/WBE policy and procedure, will impact and influence specific purchasing plans and decisions with regards to all categories listed above.  More information about these policies and procedures can be found here:

SUNY Procurement Policies & Procedures

Also please note that for certain types of contracts above certain dollar thresholds, the Purchasing Department must obtain review and approval from the Offices of the NY State Attorney General and the NY State Comptroller before the contract can be considered fully approved and executed.

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