Bidding Requirements

Selecting a Procurement Method and Supplier

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Pursuant to State and CUNY purchasing guidelines, selecting a procurement method and supplier must be conducted in the following order:

  1. New York State Preferred Source Vendors: These are vendors who have received legislative approval to the right of first refusal - that is, vendors who should be considered first for the purchase of goods and services. The Preferred Suppliers are:
    1. Corcraft www.corcraft.org. New York State Department of Correctional Services. (furniture, landscape modular systems, desks, chairs and file cabinets. Tel. 800-436-6321
    2. Industries for the Blind of New York State,  Inc. www.ibnys.org (file folders, post it notes, transparencies, examination gloves and CD-R products). Tel. 518-456-867
    3. New York State Industries for the Disabled, Inc. www.nysid.org (blue exam books, janitorial supplies, field marking paint, printed apparel, and office supplies, etc.).  Tel. 518-463-9706
    4. New York State Office of Mental Health, Buy OMH  www.omh.state.ny.us/omhweb/buyomh  (desktop publishing, electronic repair, furniture, janitorial services, etc.)Tel. 518-474-0121
  2. New York State Centralized Contracts: NYS Office of General Services (OGS)   http://www.ogs.state.ny.us/. These are contracts negotiated by the State with various vendors for reasonable prices of many goods and some services. Departments are advised to closely read through the specifications and requirements of these contracts to determine whether their need(s) can be met and contract numbers should be referenced on purchase requisitions.
  3. Other Government Contracts: Department of Citywide Administrative Services, Department of Education, and US General Services Administration (GSA).
  4. Piggyback – making a purchase based on an existing current contract that another government agency within the United States has entered into after a competitive solicitation process.  The commodity/service being purchased must match the contract you are trying to “piggyback.”  The Purchasing Department must seek written approval of the agency and Office of the State Controller (OSC) and Attorney General (AG), where applicable, before making such a purchase.
  5. CUNY-Wide Contracts:  These are contracts that the Office of the University Controller has negotiated with vendors for the Colleges to purchase computer software licenses, office supplies (StaplesLink.com), printing of class schedules, copier maintenance, hazardous waste removal, armored car services, etc.
  6. Discretionary Purchasing:  Discretionary purchases are procurements made below established monetary levels at the discretion of the College and within the guidelines set by the Office of the State Comptroller and without the need for a formal competitive procurement process.  Discretionary purchasing increases opportunities for Minority or Women-Owned Business Enterprise (MWBE) vendors and New York State Small Businesses to secure business with the state and also promotes the use of recycled or remanufactured commodities or technology. 

In the absence of the above method of selection, the following will apply:

  1. Competitive Process for Selecting a Supplier
    Invitation To Bid (ITB)
    This is an informal method of procuring goods and services and is used when the specifications are clear-cut or explicit.  The vendor is selected based on the lowest price or the price that represents the best value.  ITBs are used for purchases of $5,000 to $19,999. See Purchase Dollar Threshold Requirements.

    Invitation For Bid (IFB)
    : This is a more formal method of procuring goods and services when the specifications are clear-cut or explicit and price is the sole consideration when selecting a vendor. The vendor selected is the vendor whose price is the lowest or is the price that represents the best value.  IFBs are used for purchases of $20,000 and above. See Purchase Dollar Threshold Requirements.

    Request for Proposals (RFP)
    : This is the method of selection used when the specifications are not sufficiently specific and/or when seeking a solution or method of services not readily known and proposals are sought to solve and/or suggest a solution.  In this method of selection, price is not the sole determinant of the selected vendor. Judgment is required to select the best proposal. A committee is selected to review proposals and weighted criteria are utilized to rate proposals. See Purchase Dollar Threshold Requirements.

  2. Sole Source/Single Source Process for Selecting a Supplier
    Sole Source procurement is used when it is proven that only one vendor is capable of supplying the required commodities or services.  For such purchases of $20,000 and above, advertisement or an exemption not to advertise is required. See  Purchase Dollar Threshold Requirements.  A project definition, justification or rationale for selecting the vendor and determination of the reasonableness of the price must be documented.

    Single Source procurement is used when the desired commodities or services can be supplied by several vendors, but there are material and substantial reasons to prefer one vendor over the others, such as the need to upgrade current equipment with parts or to obtain software from original manufacturer or to select a consultant for a particular expertise. For such purchases of $20,000 and above, advertisement or an exemption not to advertise is required. A project definition, justification or rationale for selecting the vendor and determination of the reasonableness of the price must be documented. See Purchase Dollar Threshold Requirements. 

Purchase Dollar Threshold Requirements (OTPS Tax Levy Funds)

*Note:  In order to protect the College, expenditures of Auxiliary and York Foundation funds will also be in compliance, for the most part, with the bidding and vendor selection requirements below.

Dollar Range Requirements Minimum
Processing Time from PR to PO

Up to $499

(See Selecting a Method of Procurement and Supplier).
Originating Department may obtain one written price quote from a selected vendor on Company letterhead including Federal Tax ID#, address, contact name, telephone, fax, and email.

10 days

$500  - $4,999

(See Selecting a Method of Procurement and Supplier).
Originating Department may obtain one  to three written price quotes on vendor/company letterhead including Federal Tax ID#, address, contact name, telephone, fax, email.  Purchasing Department will determine the reasonableness of price.

 10 days

$5,000 - $19,999

(See Selecting a Method of Procurement and Supplier). 
For Informal Bidding, originating department may recommend a list of five  potential vendors to the Purchasing Department.  An Invitation to Bid Form will be emailed to vendors who will mail their sealed bids to the Purchasing Department by a specified response date. A response indicating no wish to bid is acceptable.

2-4 weeks

$20,000 - $99,999

(See Selecting a Method of Procurement and Supplier).
For Formal Bidding, (Invitation For Bid and Request for Proposals) advertisement in the New York State Contract Reporter and City Record or Exemption not to advertise is required. Formal Contracts require review and approval and signature by CUNY Office of General Counsel. 

Note Exception: Sole Source or Single Source purchases of $50,000 or more also require NYS Office of the State Comptroller’s pre-approval.

2-4 months

$100,000 and Above

(See Selecting a Method of Procurement and Supplier). 
For Formal Bidding (Invitation For Bid and Request for Proposals) advertisement in the New York State Contract Reporter and City Record or Exemption not to advertise is required. Formal Contracts require approval by CUNY Office of General Counsel, Office of the New York State Comptroller (OSC) and New York State Attorney General (AG), where applicable.

Note Exception:  Expenditures of $500,000 and up require the submission of a Board Resolution for approval by the CUNY Board of Trustees prior to purchase.

3-6 months and above

Purchase Dollar Threshold Requirements  (College Association Funds)

Dollar Range Requirements
Minimum
Processing Time
from PR to PO

$250 and Less

(See Selecting a Method of Procurement and Supplier).
One written price quote from a selected vendor on Company letterhead including Federal Tax ID#, address, contact name, telephone, fax, and email. No more than $2,000 to any vendor within one calendar month.

10 days

$251 -  $2,500

(See Selecting a Method of Procurement and Supplier).
At least three quotes in writing or by telephone (document price) OR obtain a reasonable price such as discounts from retail price and previous experience with a vendor within the same year. 

10 days

$2,501 - $20,000

(See Selecting a Method of Procurement and Supplier).
Informal bidding required. At least five written sealed bids to be received by a specified date and time.  A response indicating no wish to bid is acceptable.

2-4 weeks

Over $20,000

(See Selecting a Method of Procurement and Supplier).
Formal Contract may be required.  Advertising and formal competitive bidding may be required.

3-6 months and above

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