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Purchasing

Suppliers & Contractors

Welcome to Purchasing
The SUNY New Paltz Purchasing Department is located at the Haggerty Administration Building, Room 307, 1 Hawk Drive, , New Paltz, NewYork 12561-2443. You may call 845-257-3190 to schedule an appointment.

Purchasing Policy
We believe that an open, competitive atmosphere is beneficial to both the buyer and seller, and it is our policy to foster this environment. Purchases are made based on the basis of definitive specifications, quality of product and service, competitive price and delivery.

Campus Supplier List
In order to be placed on the campus supplier list, either complete and submit the Supplier Registration Form* or submit a written request on company letterhead to the address noted above or via facsimile to 845-257-3189. Include the following information in your letter:

  1. Company name.
  2. Contact person.
  3. Order from address, telephone and facsimile numbers.
  4. Remit to address, telephone and facsimile numbers.
  5. Federal Employee Identification Number or Social Security Number.
  6. A typed and completed "Inquiry to determine compliance with the provisions of Public Officers law S73(4)" as follows:
    " Please indicate if you or any officer of your organization, or any party owning or controlling more than 10 percent of your stock if you are a corporation, or any member if you are a firm or association, is an officer or employee of the State of New York or of a public benefit corporation of the State of New York.
    ___Yes ___No"
  7. A list of products and/or services. Include a line card if available.

Minority and Women-owned Business Enterprise Development
SUNY New Paltz is strongly committed to supporting the development of Minority and Women-owned Business Enterprises. In support of this interest and commitment, the college regularly engages in a variety of initiatives designed to utilize the goods and services provided by Minority and Women-owned Business Enterprises.

Purchase Orders and Contracts
All merchandise shipped and any service performed must have an authorized purchase order or contract. In the case of telephone or emergency orders, a purchase authorization number will be given by Purchasing personnel. Campus departments are not authorized to place orders directly, except with their Citibank Visa Procurement Card.

Purchase order numbers must appear on all shipping documents and invoices. All shipments are FOB Destination. Freight charges, if authorized, must be prepaid and added to the invoice. The purchase order document signifies tax exempt status.

Terms and Conditions
All information preprinted, written, and/or typed on the front and reverse side of the purchase order is important. Should you have any disagreement with the information, please contact the Purchasing Department immediately. If no contact is made, the terms on the order become controlling and the invoice will be adjusted and paid accordingly.

Gifts and Entertainment
SUNY New Paltz policy strictly prohibits the receipt of any gifts, gratuities, premiums, or other incentives by all employees under any circumstances. Further, gift acceptance is strictly limited by the NYS Public Officers Law. It is preferred that incentives be expressed in acceptable business terms, e.g., quality, service, price, responsibility and responsiveness.

Catalogs and Price Lists
Your interest and assistance is solicited to keep our catalog file and other product literature/information up to date and accurate. Purchasing maintains both a hard copy and electronic library as may be appropriate. Please visit the Purchasing Department to update or replace information as necessary.

Deliveries
It is important that all products or services be delivered according to the delivery date agreed upon at the time the order was placed. Deliveries can be made to the Receiving Department, Service Building, Monday through Friday, from 8:30 a.m. until 3:00 p.m. Deliveries at any other time or location must be arranged in advance.

Invoices
Invoices are paid within thirty (30) days following receipt of goods or invoice in accordance with NYS Prompt Payment Legislation. No statements can be paid without an original, or certified facsimile, invoice, which must reference the purchase order number. Discounts are taken from the date of receipt of the invoice or the date of actual receipt of the material, whichever is later. Questions regarding status of invoices may be directed to Accounts Payable at 845-257-3175.

Vendor Performance and Savings
As a matter of good purchasing practice, vendors are periodically evaluated on the basis of actual delivery performance compared to promised delivery date, ability to meet emergency requirements, unauthorized partial deliveries, number of items rejected due to poor quality, and adherence to purchase order terms and conditions. Subsequent buying decisions are strongly influenced by this evaluation. When appropriate, SUNY New Paltz will advise vendors of their ratings. Unsatisfactory ratings may result in removal from the campus vendor list. The ability to provide competitive prices consistent with quality and service requirements is of significant importance in vendor selection.

Return of Merchandise
SUNY New Paltz reserves the right to return merchandise that does not meet specifications. Such goods are returned at the vendor's expense.

SUPPLIER REGISTRATION FORM *

 

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