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Requisitions-Procurement Guidelines

Requisitioning supplies, equipment, and services

The following types of requests must be initiated by the ultimate end-user:

  • purchase requests
  • requisition status
  • developing specifications
  • judging quality of materials, equipment, or services.

The type of service rendered to this campus by the Purchasing Department will depend largely upon the needs and requirements of the requisitioner.

Purchases can be made utilizing State-appropriated funds, Income fund reimbursable accounts, and Dormitory operating funds. Using these resources purchase requests can be processed through several mediums:

  1. Departmental requisitioning on the Jaggaer Procurement Platform. (preferred method)
  2. Departmental encumbering at the desktop utilizing the SUNY WEB procurement application.
  3. Procurement Card – directly assigned to an employee.

The new web requisition application has been developed around the concept of "first touch". This means whoever originates the source information should be the first person to enter the information into the system which then generates the required documents, transactions, journals, etc.

The signing and approval of the requisition will be electronic and follow a pre-determined Jaggaer workflow process. By providing for the electronic storage and routing of documents, an electronic form can be simultaneously routed to several individuals eliminating the need for copies. Document modifications and comments can be electronically stored and personnel in different geographic locations will receive the document at the same time, eliminating mail or fax delays. Jaggaer provides many people with access to the document simultaneously. It provides the status of a document and can be monitored at anytime. There are no lost, misfiled or misplaced documents, and all documents are protected in a secure environment.

Electronic approvals or implied electronic signatures are one or a combination of things that uniquely identify the sender or receiver of a record. This identifier information is created, stored, generated, received or communicated by electronic means using new technology. 

Procurement Definitions


A requisition is the form departments use to request the Purchasing Department to purchase specified commodities and/or services.

Purchase Order

A purchase order is the document that requests a vendor/supplier to furnish to the campus specified commodities/services. A purchase order is processed by the Purchasing Department based on a requisition received from a department.


A quotation is the current price/s and pertinent information needed from a vendor/supplier for which they will furnish specified commodities and/or services.

Request for Quotation

A Request For Quotation form is used to acquire the price/s and pertinent information needed from a vendor/supplier before placing a purchase order. The Purchasing department can supply electronic forms to fax or e-mail.

State Term Contract/s

A State term contract is a negotiated agreement between the State of New York and a vendor for the delivery of specific commodities, at a specific price, for a specified period of time. The Office of General Service (OGS) negotiates term contracts under which all New York State agencies may purchase their requirements for standard commodities that are in common use without the need for quotations or formal bidding.

Preferred Source

Department of Correctional Services, Industries for the Blind, Industries for the Disabled and Veteran's Workshops. The campus is required by law to attempt to use preferred sources first before considering other sources. Other sources may be used (state contracts, open bidding) when the preferred source does not meet the form, fit or utility of the requirements.

Confirming Orders

Confirming requisitions are considered "after the fact" orders and usually represent a request to pay for materials, supplies, or equipment already received. They are against state Finance Law.

Blanket Purchase Orders

Specified dollar amounts are allocated to a purchase order for goods and services that are provided on an as-needed basis. Payments are made when the materials are provided and invoiced.

Procurement guidelines and competitive bidding

The practice of competitive bidding, whether formal or informal, not only tends to assure reasonable prices, but will guard against favoritism, improvidence, and fraud. Therefore, competitive bidding shall, to the extent practicable, be solicited and purchases shall be at the lowest available price consistent with quality requirements as will best promote the public interest. State Regulations on bidding practices per 'SUNY Purchasing/Contracting Procedures".

SUNY Oswego Procurement Guidelines

Dollar limit requirements

0 to $2,500

Purchase commodities or services directly from a responsible vendor.

$2,500.01 to $50,000

Purchase commodities or services directly from a responsible vendor. You should take the steps necessary to ensure that prices are reasonable. Minimum of three informal bids or proposals from responsible vendors offering such commodity/service. Written documentation should be maintained to support both the selection of the vendor and reasonableness of price (recommend three vendor prices).

$50,000.01 to $125,000

Minimum of three informal bids or proposals from responsible vendors offering such commodity/service. Procurement must be advertised in the NYS Contract Reporter and respondents given the opportunity to submit quote.

$125,000 to $250,000 + up

A minimum of five sealed bids or proposals must be solicited from responsible vendors. The procurement must be advertised in the NYS Contract Reporter and respondents given the opportunity to quote. Contracts competitively bid over $250,000 must be approved by AG & Comptroller.

Exemptions & Important Notes

The Campus may elect to purchase any commodities or services, regardless of amount from an existing Office of General Services (OGS) contract or a “PREFERRED SOURCE”  (Corr Craft, Industries for the Blind etc.) with out the need to solicit competitive bids or proposals.

Minority Women Business Enterprises (MWBE) and New York State Small Businesses

Purchases from Small, Certified Minority or Women Owned Businesses, or for Recycled or Remanufactured commodities or technology:

Exemption from bidding $20,000 to $125,000 (campus must still document reasonableness of price) for the purchase of commodities or services from New York State small businesses or certified Minority or Women-owned Business Enterprises or for the purchase of commodities or technology that are recycled or remanufactured. Contract Reporter advertising required. Contact the Purchasing Associate for further information.

Sole & Single Source Contract or Emergency Contracts

Where Competition would otherwise be required, but is not feasible due to the sole source, single source or emergency nature of a commodity or service, the campus must be able to justify and document the selection of the vendor and establish the reasonableness of the price.  In accordance with State Finance Law, exceptions to the general requirement for competitive selection shall only be made under unusual circumstances.

Read more information about single and sole source procurements or contact the Purchasing Associate for further explanation.

Workers' Compensation Law—Sections 57 & 220 Subd. 8 

In accordance with the Worker's Compensation law no permit, license, or contract (Purchase orders are included) shall be issued without proof of worker's compensation and disability benefits compliance. This covers construction, services and commodities.

SUNY Anti-SweatShop Policy & Procedure 

In support of the State University of New York's (University's) Anti-Sweatshop Policy, a contractor, subcontractor or licensee is required to certify to its adherence to applicable labor standards in connection with working conditions, compensation, employee rights to form unions and the use of child labor when University designs; trademarks, service marks, logographic symbols and other indicia are utilized in the manufacture of apparel or textiles ("apparel") or sports equipment or when the University purchases such items.

Campus departments should require suppliers to complete the "Certification of Compliance with Fair Labor Conditions" document, in association with the SUNY Procedure:

Certification of Compliance (.doc)

Procurement Protests

Protest Procedures

The following protest procedure is the administrative remedy for protesting procurement decisions.

Any bidder or proposer submitting a bid or proposal in response to a solicitation may protest the award or decision to award a contract by submitting by certified mail such protest setting forth the basis thereof in writing to the Purchasing Associate no later than ten calendar days after notice of the award or announcement of the decision to award on Procurement's website or actual knowledge by the protester that a decision by Procurement to award to other than the protester has been made whichever occurs first, addressed as follows:

Purchasing Associate

State University of New York at Oswego

402 Culkin Hall

Oswego, NY 13126


The written protest should be received in the Purchasing office not later than 4:30 p.m. on the tenth day. If the tenth day falls on a weekend or an official holiday, the ten-day period expires at 4:30 p.m. on the next regular workday.

The protest should contain, at a minimum, the following:

  1. Name and address of the protester including telephone and fax numbers and email address;
  2. The solicitation title and number;
  3. The contract or purchase order title and number, if available;
  4. A statement concerning the protester's interest in the award or non-award of the contract and/or purchase order;
  5. A detailed statement of the basis for the protest including any supportive documents and information;
  6. The relief requested and the reason there for.

The Purchasing Associate should, within 3 business days of receipt of the protest, notify the Vice President of Administration who will be the Protest Officer.

The Protest Officer should review the protest and supportive documents and issue a written decision within 5 business days of the notification where feasible. The Protest Officer may take any action or make any requests he or she deems necessary in order to investigate the protest

including extending the time to issue a decision in order to obtain all evidence and other pertinent information.

The protester will be provided a copy of the written decision. This decision will be final unless within three business days of receipt of the written decision the protester appeals to the President of the college or her/his designee. The appeal should be in writing and sent certified mail to the Director of Procurement as follows:

Purchasing Associate
State University of New York at Oswego
402 Culkin Hall
Oswego, NY 13126

No evidence or information may be introduced or relied upon in the appeal that has not been presented to the Protest Officer. The Purchasing Associate will review the appeal and supportive documents and the decision of the Protest Officer with the President (or designee) and issue a written decision within 5 business days of receipt if feasible. The Purchasing Associate may take any action or make any requests he or she deems necessary including extending the time to issue a decision in order to render a decision on the appeal. The decision of the Purchasing Associate or her/his designee shall be conclusive and final. A bidder's only recourse is to contact the New York State Comptroller for further review. 

For more information on campus rules and state finance law applicability to your specific procurement contact:

Karen Hurd 
Purchasing Associate         
402 Culkin Hall    
Phone #3627