Procurement Procedure No. P-077 - Procurements = or > $125,000

PURPOSE

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

SCOPE

This procedure covers the procurement of goods and services not available from a NYS Preferred Source, NYS OGS contract, or SUNY contract, and having a value equal to or greater than $125,000.

POLICY: COMPETITIVE SITUATIONS

A.  Review specifications to ensure they are complete and offer enough information for suppliers to respond to the IFB or RFP.

B.  The requisitioning department should provide the names and contact information for at least five (5) qualified suppliers. A minimum of five (5) sealed formal bids/proposals must be solicited.

C.  Set MWBE utilization goals (prior to advertising).

D. If applicable, obtain New York state Prevailing Wage Rate schedule specific to the procurement.

E. Advertise in the New York State Contract Reporter for fifteen (15) business days.

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

• SUNY Exhibits A and A-1
• Form IX - SUNY Notary Acknowledgement
• Form XIII - Public Offficers Law Form - Ownership of Controlling Interest
• Procurement Lobbying Act Certification
• Non-Collusive Bidding Certification
• New York State Vendor Responsibility Questionnaire
• Form ST-220-CA - New York State Department of Taxation & Finance "Contractor Certification to Covered Agency"
• Form ST-220-TD - New York State Department of Taxation & Finance "Contractor Certification"
• New York State Required Subcontractor Disclosure
• Bidder's Notice - MWBE Program of State University of New York
• Executive Order 16 Certification
• SUNY MWBE Form 104 - Minority and Women's Business - Equal Opportunity Policy Statement
• SUNY MWBE Form 107 - Utilization Plan
• SUNY MWBE Form 108 - EEO Staffing Plan

G. Complete the Office of the State Comptroller Procurement Record Checklist

DOCUMENTATION REQUIRED FOR PAYMENT

For purchases = or > $125,000, approval by the State Comptroller's Office (and Attorney General's Office, if applicable) and a certified summary of the bids/proposals received is to be retained in the procurement record, along with the all original bids/proposals received, a copy of the NYS Contract Reporter ad specific to the procurement, and all required procurement forms and insurance certificates.

For sole source and emergency procurements within this dollar range, approval by the State Comptroller's Office (and Attorney General's Office, if applicable), along with 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), documentation to demonstrate reasonableness of price, and a copy of the NYS Contract Reporter notice specific to the procurement, is to be retained in the procurement record.

Last updated 10/27/2023