COURAGE STRENGTH FORTITUDE
Purchasing & Contracts is responsible for the procurement of goods and services, and making sure that the college complies with the relevant laws and guidelines.
Only after the college has determined that these suppliers cannot meet your requirements for form, function, quality, and value can we go to the “Open Market.” Once this determination has been made dependent on the details, costs, and requirements for your project we would proceed with one of the processes below:
These quotes should be uploaded into the CUNYfirst module as an attachment.
The following involve situations where the opportunity to obtain better pricing may be limited due to the restricted number of vendors on the Open Market.
After the all the required approvals are completed then the requisition will get routed to the buyer (Purchasing). Purchasing will then Source that requisition into a PO.
As a general rule the purchase requisition exists merely as a request to purchase. Only the Purchasing Department is authorized to transform that purchase requisition into a legally binding Purchase Order; therefore, departments should not be ordering goods and services without a contract. If this is done, then your department will have to either use another source of funds or the INDIVIDUAL may be personally liable for payment.
As much of the following information as possible should be included on all purchase requisitions: (Which can be inputted in the comments section of CUNYfirst). It is also suggested you put your department Name and room number in the requisition title.
Documentation requirements are based upon the total dollar amount of the request as follows:
(All quotes are to be uploaded into the CUNYfirst system as an attachment to the requisition).
One (1) price quote is required. Quotes may be in any of these forms
If the goods/services are available from a preferred source or existing government contract, please mention the contract number in the comments section and provide an uploaded quote.
If the goods/services are being procured on the open market, evidence of reasonableness of price must be provided. The usual way to show this is by getting and attaching at least 3 quotes from different vendors in any of these forms:
If you have trouble or are unable to find suppliers to bid or would prefer Purchasing to do the legwork, please contact us.
If the goods/services are available from a preferred source or existing government contract, please mention the contract number and provide a quote as an attachment. If the goods/services must be procured on the open market, it may be necessary to proceed via a more formal bidding process. Purchasing will make this determination, so you should contact Purchasing before contacting any vendors.
If the goods/services are available from a preferred source or existing government contract, we’ll mention the contract number and attach a quote. If the goods/services must be procured competitively on the open market, NYS and CUNY rules require us to go through a more formal bidding process, which includes placing advertisements in the New York State Contract Reporter and the New York City Record. These advertisements must run for three weeks, so it is important that departments anticipate this extra time.
If the goods/services must be procured via the sole source or single source process, NYS rules require that we seek special approvals from the Office of the State Comptroller (OSC), which OSC does not always grant. This is a very difficult and time consuming process (often taking several months), and it is very important that departments contact Purchasing well in advance of when the goods/services are needed.
If the goods/services are available from a preferred source or existing government contract, we’ll mention the contract number and attach a quote. In all other cases, the College must go through a lengthy formal contracting process involving:
Departments should anticipate this taking a year or longer.
In addition to all of the above rules, no matter what procurement method is used, CUNY Board of Trustees Resolution authorizing the procurement is required.
A Purchase Order (PO) is a contract between the college and vendor. It indicates types, quantities, and agreed prices for products or services the seller will provide to the buyer. Since sending a PO to a supplier constitutes a legal offer to buy products or services, only the Purchasing Department is authorized to issue PO’s on behalf of the college.
Requests for desktop computers, servers, software, printers, cabling, furniture, Hazardous Material, Legal Services etc. must be reviewed and approved in CUNYfirst by ICIT before proceeding with completion of the requisition. The requisition will not go forward to Purchasing for processing. Requisitions received without approval will not proceed into workflow.
Some special educational programs receive OTPS funds to be used towards the purchase of textbooks for students. Texts like any other item should be ordered following Purchasing guidelines to assure the best price. Medgar Evers College
Bookstore operated by Barnes and Noble is the college’s official bookstore and is the sole authorized vendor allowed on campus to sell texts and related college items to students. If there is a need to purchase textbooks, those authorized to purchase texts must follow these guidelines.
Staff with plans to travel to a conference or to conduct college business should seek the approval of the Provost or Vice President beforehand to determine what percentage of the expense will be reimbursed. (Contact Accounts Payable for requirements.)
If you need a particular item not available from those vendors, the competitive guidelines apply.
The Purchasing Department must be notified as soon as possible of cases that require emergency purchases. The Purchase Requisition in cases of emergency must provide supportive documentation. Purchasing will work with the department to ensure that the goods or services are obtained by a requisition and then a Purchase Order. In such instances the departments must provide Purchasing and Accounts Payable with the supporting documentation as soon as it is available in order to ensure prompt payment to the vendor. Unforeseen needs in the form of goods or services still require adherence to the appropriate procurement requirements (the receipt of bids, justification of need statement, etc.).
Accounts Payable is responsible for issuing payment for valid invoices that have been reviewed by the department and forwarded to Accounts Payable with the appropriate back - up documentation. The following is required to initiate payment:
All requisitions for the fiscal year should be inputted and a notice to the Purchasing Dept. via email/phone should be received by early May. Generally Acceptable Accounting Principles (GAAP) require that all goods and services be received and/or completed by the end of the fiscal year (June 30th).
CUNY has developed a new system within CUNYfirst to accommodate procurement of goods and services for Senior and Community Colleges. This will take the place of our manual process. The system includes: creation of all tax - levy purchase requisitions and direct payment/reimbursements (e.g. travel, honoraria, subscriptions, consultant)
In order to facilitate the processing of your invoice(s) by this agency, please insure that your invoice and any supporting documentation contains sufficient data to identify the goods or services rendered and that the invoice number, purchase order number, and your Federal Identification Number (FID) are indicated on each invoice submitted for payment.
Industries for the Blind of New York State www.ibnys.org, specializing in New York State Industries for the Disabled www.nysid.org specializing in “Informal” solicitation of bids – you can do it (up to $4999.00)
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