Centralized State Contracts with the Office of General Services (OGS) Small Business; New York State Certified M/WBE's (Minority/Women Owned Business')

IFB = Invitation for Bid
Awarded on the basis of lowest price and responsible Offerer
Written documentation of how the winning bid was selected

RFP = Request for Proposal
Highly complex procurements
Competitive procurements where comparative evaluation of proposals is necessary
Written documentation of evaluation process, criteria and determination of basis of award

Sole Source = only one vendor can provide the commodities or services required

• Written documentation must include:
  The unique nature of the requirement including a description of other models, brands, potential offers, etc., that were considered and explanation of their unacceptability
  The basis upon which it was determined that there is only one known vendor able to meet the need
  How the Campus determined the cost to be reasonable (i.e., a "fair market price" that could be anticipated had normal competitive conditions existed, and how that conclusion was reached)

Single Source = two or more vendors can supply the commodity or service required, but the Campus selects one vendor over the other based on a specific rationale.

• Written documentation must include:
  The circumstances leading to the selection of the vendor, including alternatives considered.
  The rationale for selecting the specific vendor
  How the Campus determined the cost to be reasonable

Emergency purchases = an unanticipated, sudden and unexpected occurrence beyond the control of the College which threatens (1) the life, health, safety of welfare of any person, or (2) the continued public use or function of property of New York State.
Written explanation of the emergency must be signed by the President or Vice President for Business & Finance