Procurement Procedure P-073 - Purchases Between $0 - $2,500 (and $0 - $10,000 with MWBE suppliers)

PURPOSE

The purpose of this procedure is to define the process for the procurement of materials, supplies, equipment, and services where the total amount of the purchase is less than $2,500 ($10,000 with MWBE suppliers).

SCOPE

This procedure applies to all employees involved in the procurement of materials, supplies, and services.

PROCEDURES

Price verification is an integral part of the purchasing process.  It is the basic responsibility of all procurement staff--including the College's procurement cardholders--to verify the reasonableness of all prices paid for goods and services.

A.  PURCHASES $0 - $2,500

May be purchased from supplier of choice.  No additional documentation required for purchases less than $2,500.  However, price should be reasonable.  For purchases above $2,500 (with MWBEs $0 - $10,000), written documentation should be maintained to support both selection of vendor and the reasonableness of the price.

B.  MINORITY AND WOMEN-OWNED SUPPLIERS ($0 - $10,000)

It is University policy to take affirmative action to ensure that New York State certified minority and women-owned suppliers are given the opportunity to demonstrate their ability to provide goods and services. No competitive quotation is necessary.  However, documentation to support vendor selection and reasonableness of price should be maintained. Prices should be verified/confirmed by telephone, checking price list, etc.

C.  PROCUREMENT CARD REQUIRED FOR ORDERS < $500

Payment for transactions having a dollar value < $500 should be made with a College procurement card.  Please see Procurement Procedure No. P-73A - Corporate Procurement Cards.

Last updated 10/27/2023