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Purchasing

Purchasing Guide

What are the limits of purchases?

To insure the appropriate and prudent expenditure of funds, operational guidelines have been developed to comply with the State University of New York Purchasing and Contracting Procedures. In accordance with established campus policy, the Purchasing Department is the only office authorized to issue purchase orders/contracts to vendors.

Following are the operational guidelines currently in effect:

a) Purchases from NYS Preferred Sources and NYS Term Contracts - no solicitation required at any dollar amount. Official Purchase Order must be issued by the Purchasing Department.

b) Purchases up to $10,000.00 from NYS Certified Minority- and Women-owned Businesses - no solicitation required; price must be reasonable. Pricing may be done at the departmental level. Official Purchase Order must be issued by the Purchasing Department.

c) Purchases up to $2500.00 - no competitive bidding required. Pricing may be done at the departmental level. Official Purchase Order must be issued by the Purchasing Department.

d) Purchases of $2500.01 to $5000.00 - three (3) written quotes required. Pricing conducted solely by the Purchasing Department. Official Purchase Order must be issued by the Purchasing Department.

e) Purchases of $5000.01 to $30,000.00 - Pricing conducted solely by the Purchasing Department. Formal/informal solicitations at the discretion of the Director of Procurement Services, or designee, in accordance with the requirements of the SUNY Procedures for Purchasing and Contracting.

f) Purchases of $30,000.01 to $75,000.00 - Pricing conducted solely by the Purchasing Department. Minimum of three (3) written quotations or sealed bids at the discretion of the Director of Procurement Services, or designee, in accordance with the requirements of the SUNY Procedures for Purchasing and Contracting

g) Purchases in excess of $75,000.00 - pricing conducted solely by the Purchasing Department. Minimum of five (5) sealed bids required.

Certified State University campuses may, in most cases at the agency level, enter into contracts up to $150,000 without the prior approval of the Attorney General and State Comptroller.

While the increased flexibility levels will enable the Purchasing Department to more effectively meet the needs of the campus community, it remains necessary to: insure the appropriateness of expenditures; adhere to campus policies; comply with State University regulations, Economic Development Law and State Finance Law; and promote generally accepted procurement practices, principles, and objectives.

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