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Purchasing Office


Purchases using New York State funds are governed by the appropriate sections of the State of New York Finance law, the Office of the State Comptroller rules and regulations, State University of New York policies and procedures, and other applicable requirements. The basic procurement objective is to secure the most appropriate materials, supplies, equipment and services from the most reasonable and responsible source, consistent with quality requirements and delivery needs as will best promote the interests of the State University of New York and SUNY Delhi.

Currently departments are not permitted to obligate funds without the prior knowledge and approval of the Purchasing Department. This is accomplished by submitting a purchase requisition form to the Purchasing Department showing the intended purchase or service required. The Purchasing Department should be allowed sufficient time (up to 5 working days) to process the request and finalize the purchase. Purchases that do not follow this process may be rejected.

The total dollar amount or value of a procurement is used to decide what procurement method the Purchasing Department will follow (i.e. soliciting quotes, formal bids, request for information, request for proposal, etc.). It is important to note that when determining the total dollar amount or value, the total contract term must be considered. SUNY Delhi is not permitted to enter into one-year contracts with the same vendor in order to avoid obtaining a multi-year contract or soliciting competition. Please refer to the chart below as to what procurement method should be used based on total dollar amount of the requisition.

Procurements totaling:

General Purchases up to $9,999


$125,000 and $249,999

$250,000 and above

Document reasonableness of price

3 quotes may be requested 

Individual Ad in NYS Contract Reporter of projected procurements by commodity and/or service

Semi annual listing in NYS Contract Reporter for purchases over $200,000

See requirements for $125,001-$250,000 

Justify selection of vendor in the procurement record

Written documentation to support vendor selection and reasonableness of price



Solicit minimum of 5 formal sealed bids

Written quotes w/written approval of campus president or designee and complete procurement checklist w/signed campus procurement certification

See requirement for $125,001-$250,000

and must be sent to SUNY System Administration 

Complete procurement checklist & sign Campus Procurement Certification


Compliance with Procurement Lobbying Law and Consultant Reporting (if applicable)

Compliance with Procurement Lobbying Law; Consultant Reporting (if applicable); and document Vendor Responsibility

Approval of contract by Attorney General and State Comptroller


Quarterly Ad NYS Contract Reporter for anticipated purchases between $10,000-$50,000

Execute a formal contract or agreement including Exhibits A and A-1


*Exceptions: Centralized State Contract purchases; Preferred Sources; and Small Business, New York State Certified M/WBEs

Split ordering (also known as the $2,500 60-day rule) is not permitted. Split ordering is defined as the practice of splitting a transaction or group of like transactions into two or more individual smaller dollar value transactions to avoid competitive bidding requirements. In addition, our procurement guidelines state that multiple purchases by an agency of similar materials, equipment, supplies, and services within a 60-day period shall be considered a single purchase. As an example, two departments could simultaneously submit requisitions at $10,000 each for similar equipment. The Purchasing Department would be required to treat that as a single purchase and follow procurement requirements for a $20,000 purchase.

Purchases cannot be finalized, services cannot be authorized, and contract work cannot begin until all necessary approvals are granted. Authorizing a purchase, services, or contract work before all approvals are received is beyond the scope of a state employee's authority, and the EMPLOYEE MAY BE HELD PERSONALLY LIABLE.                            

Selecting a Vendor Before you make a purchase, you must check to see if the items/services can be provided by a Preferred Source Vendor, a NYS Certified Minority or Women-Owned Business (M/WBE) and/or if these items are already available under a NYS Contract (meaning NYS and the vendor have a contract with set pricing for items/services). Links to NYS Preferred sources can be found in the right side navigation.

Our Purchasing Department, just as every other NYS agency, has been given target goals for usage of Minority and Women Owned Businesses (MWBE's). The SUNY goal is a total of 30%: 15% for Minority Owned Business and 15% for Women Owned Business. Those state agencies that do not meet their goals will have penalties and sanctions placed on their purchasing ability. We are striving to meet these goals at every opportunity.
Empire State Development (ESD) has a link for the NYS MWBE directory where you can search by vendor, product or more specific criteria like market area or service type. Their mission is to promote equality of economic opportunities for MWBE's and to eliminate barriers to their participation in state contracts. Our Purchasing Department is here to help so please contact our department at x4500 with any questions. You can negotiate with MWBE vendors to reach mutually acceptable prices.

Local Vendor Options:We have charge accounts with several local vendors; County Tire, Cugino's, Curtis Lumber, Delhi Auto & Truck, Dubben Hardware, Haggerty Ace Hardware, McDowell & Walker, O'Neils Shire Pub, Price Chopper, Streat Foods, and Village Pizzeria. These local vendors each have different requirements for you to be able to charge with them.  Contact your department/division secretary or the purchasing department to find out what is required.  

*Failure to comply with local vendor requirements will result in your inability to utilize these vendors for state purchases*

Project Sunlight

Project Sunlight is a government-mandated component of the Public Integrity Reform Act of 2011 that all state agencies must comply with. It is an online database that provides the public with an opportunity to see what entities and individuals are interacting with government decision-makers. For our campus, we are most focused on complying with Project Sunlight for procurement purposes. When there is communication with a vendor (known as a "vendor appearance") via video or in person this communication must be reported. Written communications such as letters, faxes, forms and emails are not considered appearances and telephone conversations are now optional for SUNY to report. Please fill out and submit the appearance form to your appropriate campus liaison within 24 hours of communication. Communication via phone is optional to report and letter, email or fax does not need to be reported.

For capital construction-related projects, contact Steve Smith, x4027 For IT purchases, contact Ian Gallagher, x4234 For all other purchases, contact John Villanti, x4620

If you would like to schedule a meeting to further discuss Project Sunlight, please contact John Villanti at or x4620.


-If an item is on State Contract, you need to notify the Purchasing Dept. of the Contract Number that has been assigned to the vendor you are using. Most contract numbers begin with "PC", "PS" or "PT" and are followed by a five digit number.

-The College also has goals set by NYS to utilize Certified Minority or Women Owned Businesses when possible. Please view the directory at

-Price quotes should be obtained whenever possible if you are not using a preferred source or contract vendor. You MUST have at least three (3) written quotes if your total order exceeds $9,999.  

-Once you have determined which vendor you will be using, you can then fill out your purchase requisition and send it to the Purchasing Dept.

-Departments MUST contract the Purchasing Dept. for assistance before finalizing any contract or agreement that obligates SUNY Delhi. 

-As of 6/01/16 there are 3 people on this campus who are authorized to sign agreements or contracts.  President Vancko, VP of Business & Finance Bishop, and Controller Brown.

Questions may be directed to The Purchasing Department at 746.4500

Preferred Sources:
NYS Industries for the Disabled
NYS Industries for the Blind
OGS NYS Contracts
WMBE Vendor List
Empire State Directory of MWBE's
NYS Contracts

Ann Kochersberger
Purchasing Associate
(607) 746-4502
(607) 746-4515 (fax)

Cheryl Dietzman
Purchasing & Accounts Payable
(607) 746-4501
(607) 746-4515 (fax)

John Villanti
Contracts Coordinator
(607) 746-4620
(607) 746-4515 (fax)

Additional Resources:

New York State Lobby Law Information
Vendor Responsibility Information
Public Integrity and Reform Act
Project Sunlight FAQ


Purchase Requisition (PDF Version)
Vendor Appearance Form: Project Sunlight

Last Updated: 5/27/16