Procurement Procedure P-076

Procurement Procedure No. P-076 - Purchases Between $50,000 and $125,000

PURPOSE

To define a procedure for the procurement of materials, supplies, equipment, and services when the value is equal to or greater than $50,000, but less than $125,000.

SCOPE

This procedure covers the procurement of supplies and equipment not available through a NYS Preferred Source, NYS OGS contract, or SUNY contract, and having a value equal to or greater than $50,000, but less than $125,000.

POLICY: COMPETITIVE SITUATIONS

A.  Review specifications to ensure they are complete and offer enough information to supplies to complete the request for quotation.

B.  The requisitioning department should provide the names and contact information for at least three (3) qualified suppliers.  A minimum of three (3) informal quotes must be solicited.

C. Set MWBE utilization goals prior to advertising.

D. If applicable, obtain NYS Prevailing Wage Rate schedule specific to the procurement.

E. Advertise in the NYS Contract Reporter for fifteen (15) business days.

F. The following documents should be included with every solicitation document for procurements within this dollar range:

  • Form XIII - Public Offficers Law Form - Ownership of Controlling Interest
  • Procurement Lobbying Act Certification
  • New York State Vendor Responsibility Questionnaire (= or > than $100,000 only)
  • Form ST-220-CA - New York State Department of Taxation & Finance "Contractor Certification to Covered Agency" (= or > than $100,000 only).
  • Form ST-220-TD - New York State Department of Taxation & Finance "Contractor Certification" (= or > than $100,000 only)
  • Executive Order 16 Certification

EXTERNAL APPROVALS

Purchases having a dollar value = or > $75,000 will require external review and approval by the Office of the State Comptroller and, if the transaction requires a contract, also the Attorney General's Office.  

DOCUMENTATION REQUIRED FOR PAYMENT

For purchases between $50,000 - $125,000, copies of the quotes solicited and/or other documentation to justify vendor selection and reasonableness of price must be kept with the procurement record.  In addition, a copy of the NYS Contract Reporter ad specific to the procurement must be retained in the procurement record.   

Transactions = or > $75,000 also will require additional documentation as specified in the Office of the State Comptroller's Guide to Financial Operations.

For sole source and emergency procurements within this dollar range, a copy of the written quotation and justification approved by the appropriate Vice President or her/his designee (and/or certification by the Director or Associate Director of Purchasing & Central Services) will be retained in the procurement record, along with documentation to demonstrate reasonableness of price and a copy of the NYS Contract Reporter notice specific to the procurement.

Updated 10/27/2023