Procurement Procedure P-074 - Purchases Between $2,500 - $10,000

PURPOSE

The purpose of this procedure is to define a process for the procurement of materials, supplies, equipment, and services where the total purchase order is equal to or greater than $2,500, but less than $10,000.

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

PROCEDURE

Upon receipt of a requisition, the following procedures should be followed:

A.  NYS Preferred Source - Check item to see if it is available from a New York State Preferred Source vendor.

B.  State Contract – Check item to see if it is available on a NYS Office of General Services contract.

C.  Item on State contract, but will be purchased from a supplier at less than State contract price – procurement record must include documentation of NYS contract price.

D.  Sole Source – If item is available only from a single supplier, obtain sole-source justification from the department and have signed by the appropriate Vice President or her/his designee. Obtain written quotation from supplier.

E.  Competitive Item – $2,500 - $10,000 -Obtain written quotation(s) and/or other documentation to support the selection of the vendor and reasonableness of price. 

F.  Item(s) up to $10,000 purchased from New York State Certified minority or women-owned suppliers – While a written quotation from the diversity supplier is necessary, additional competitive quotations are not.  Written documentation should be maintained to support the selection of the vendor and reasonableness of price.

G.  Emergency purchases – Must involve an accident or unforeseen occurrence requiring immediate action to ensure the health, safety, and operational capability of the campus community by requiring prompt ordering.

DOCUMENTATION REQUIRED FOR PAYMENT

For purchases between $5,000 - $10,000, copies of the quotations solicited and/or other documentation to justify vendor selection and reasonableness of price must be kept with the procurement record.  For sole source and emergency procurements, a copy of the written quotation and justification approved by the appropriate Vice President or his/her designee (and/or certification by the Director or Associate Director of Purchasing & Central Services) will be retained in the procurement record.

Last updated 10/27/2023