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.
These guidelines are needed to support transparency and ethics, provide a level playing field for suppliers, and maximize value and quality.
The following sections are listed below:
II. Selecting a Supplier – also includes explanations for preferred, government contracts, open market, sole and single source
III. CUNYfirst Purchase Requisition – thresholds and what you need to provide
IV. Purchase Order - definition
V. Special Notes – how to order certain items
VIII. Vendor Payment – what Accounts Payable needs
IX. Fiscal Year End Cut – off – June 30 deadline
X. CUNYfirst Procurement – CUNY Wide computerized ordering system
XI. Instructions to all Vendors – title says it all
You should try to find a supplier that meets your requirements for form, function, and cost from these sources in this order:
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:
Your department can obtain 3 or more quotes in any of these forms:
Quotes need to be clearly from the vendor, quote on like items e.g., same description and part numbers, and should be valid for at least 30 days.
These quotes should be uploaded into the CUNYfirst module as an attachment.
Purchasing will usually intervene especially if cost is anticipated to go beyond a certain threshold (usually $5,000) dependent on the requested goods and services. Purchasing can choose either of the following options:
Since the level of quality is a key determinant while price may be less so, judgment is required to select the best proposal. A committee is selected to review proposals and weighted criteria are used to rate proposals.
Purchasing will contact several vendors either by email, mail, or downloadable file and request that they fill out our attached form with the following:
Any questions vendors may have must be sent to Purchasing in writing. For fairness, Purchasing would also distribute the questions and answers (Q&A) to all vendors.
This options is used when
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