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.
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 should 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).
New York State Department of Correction Services
Division of Industries
Menands, NY 12204
P: 518.436.6321 or 800.43636321
F: 518.472.1614 or 800.898.5895
NEW YORK STATE INDUSTRIES FOR THE DISABLED, INC. (NYSID)
155 Washington Avenue Suite 400
Albany, NY 12210
INDUSTRIES FOR THE BLIND OF NEW YORK STATE, INC.
296 Washington Avenue Extension
Albany, NY 12203
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*
To find NYS CONTRACT VENDORS visit www.ogs.state.ny.us click on Procurement Contracts then put in a key word(s) to try to locate the items/services you are looking for.
-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 https://ny.newnycontracts.com
-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 4/14/14 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
(607) 746-4515 (fax)
Assistant Manager of Purchasing
(607) 746-4515 (fax)
(607) 746-4515 (fax)