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General Procurement Guidelines

This information is intended as a general guide only to assist in determining proper purchasing procedures and is applicable for procurements of non-construction commodities or services only. For specific guidelines and further assistance please contact the Purchasing Department.

Procurements totaling:

General Purchases up to $50,000


$125,001 and $250,000

$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


Any NYS employee acting on behalf of SUNY must comply with all applicable New York State and SUNY Laws and Regulations.


Guidelines are subject to change without notice.




Preferred Sources:
NYS Industries for the Disabled
NYS Industries for the Blind
OGS 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)

Last Updated: 4/14/14