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. SUNY Delhi requires three (3) informal written quotes for purchases of $10,000 or more. You should refer to the SUNY Threshold Chart for more information on what procurement method should be used based on the total dollar amount of the purchase you need to make.
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 The SUNY Delhi purchasing hierarchy is as follows:
- Preferred Sources must use if form, function & utility are met
- NYS Contracts
- NYS Certified MWBE's
- NYS Certified SDVOB
SUNY has been tasked with spending 15% of discretionary funds with MBE's and 15% with WBE's, and 6% with SDVOB's.
Local Vendor Options: We have charge accounts with several local vendors: Cugino's, Curtis Lumber, Delhi Auto & Truck, Dubben Brothers Hardware, Haggerty Ace Hardware, McDowell & Walker, O'Neill's Shire Pub, Price Chopper, Tuna III, and Crossroads Café. 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 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 purchases, contact Steve Smith, x4027. For technology related purchases, contact Ian Gallagher, x4234. For all other purchases, contact Cheryl Dietzman, 4501.
- If an item is on State Contract, you need to notify the Purchasing Department 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.
- 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 order totals $10,000 or more.
- Once you have determined which vendor you will be using, you can then fill out a purchase requisition and send it to the Purchasing Department.
- Departments must contact the Purchasing Department for assistance with finalizing any contract or agreement that obligates SUNY Delhi.
** President Michael Laliberte, VP of Business and Finance Carol Bishop and Controller Amy Brown are the only persons authorized to sign agreements or contracts. If you sign an agreement or contract you are NOT binding the college and may find yourself liable for payment**
Questions may be directed to the Purchasing Department at 746-4500.