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:
- Departmental requisitioning on the Jaggaer Procurement Platform. (preferred method)
- Departmental encumbering at the desktop utilizing the SUNY WEB procurement application.
- 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
Requisition
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.
Quotation
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.