Procurement Procedure No. P-078 - Procurements $125,000 and Above

PURPOSE

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

SCOPE

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

PROCEDURE: 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 Officers 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
• 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
• Executive Order 16 Certification

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

I.  Submit to the Office of the State Comptroller (OSC) for contract review and approval and, if applicable, the Attorney General's Office prior to submitting to OSC.

DOCUMENTATION REQUIRED FOR PAYMENT

For purchases equal to or over $125,000, a certified summary of the bids/proposals received is to be retained in the procurement record, along with all original bids/proposals received, and a copy of the NYS Contract Reporter ad specific to the procurement.

For sole source and emergency procurements within this dollar range, the following documents must be retained with the procurement record:  a copy of the exemption from advertising in the NYS Contract Reporter granted by the State Comptroller, OSC approval copy of the contract or purchase order, written 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.

Last updated 10/27/2023