For the purchase of equipment, supplies and services.
One method of purchasing work-related materials, supplies, equipment and services under $2500, is using the procurement card. Price should be competitive. Note: per NYS law we must purchase from Preferred Sources - Minority, Women Owned, and state contract suppliers if they can provide goods and/or services that can fulfill the form, function, and utility required. Follow all guidelines for the procurement card. Do not use for restricted items.
REQUISITIONS PROCESSED THROUGH PROCUREMENT SERVICES - All purchases over $2500 should be processed through Procurement Services.
GENERAL GUIDELINES - Processing time may vary depending on complexity/situation. Some restrictions apply.
Suppliers must be on the State Financial System before processing a purchase order.
|$0-$2,500||On a requisition. Prices should be reasonable. Processing time 3-5 business days.|
|$2,500-$50,000||Price justification is required. 2-3 competitive quotations. If the department has obtained quotations, please send over with requisition. If sole source or single source, documentation from the department is required. See guidelines for sole/single source.|
|$50,001-$125,000||For non-state contracts - Notification in the Contract Reporter required. At least three written bids. If sole source or single source, documentation from the department is required. Price justification required. See guidelines for sole or single source. All bidding should go through Procurement Services. Processing time 3-5 weeks.|
For non-state contracts - Notification in the Contract Reporter, at least 5 formal sealed bids. Forms required - Vendor Responsibility, ST220, Lobbying Law, and Consultant Law, if applicable. If single or sole source, documentation from the department/supplier is required. Processing time 3-5 weeks.
NOTE: If the award is not made to the low bidder, or a bid protest is received, or it is a sole or single source, prior approval from the Attorney General and the Office of the State Comptroller is required. Processing time - over 5 weeks. Items purchased from state contracts - no Contract Reporter, bids or approvals required.
|Over $250,000||For non-state contracts - All of the above, plus approval at the Office of the State Comptroller and Attorney General's Office. Processing time - over 5 weeks. Items purchased from state contract, no Contract Reporter, bids, approvals required.|
When in doubt, check it out with Procurement Services at 716-878-4113.
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