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Purchasing Procedures By Dollar Amount

  • No competition (i.e., quotes, bidding) need be shown for State Contract items or items purchased from New York State Preferred Sources.  New York State Finance Law §169 allows form, function and utility requirements to be considered for preferred source procurements. If a preferred source is to be rejected, that source must be given prior written notice with an explanation and an opportunity to respond.
  • Multiple purchases of similar non-contract items made by one office or unit within twelve consecutive months beginning on the date of the first purchase are considered a single purchase in determining total dollar amount and appropriate purchasing procedure (Office of the New York State Comptroller Web Guide ).
  • Membership and Subscriptions should not exceed one year. All materials and benefits received from the membership or subscription are the property of Farmingdale State College and should be made available to all employees. (Office of the New York State Comptroller Web Guide).
  • "A state employee who directs a vendor to start providing goods or services without an approved contract may be personally liable for any indebtedness that is ultimately held to be owed to the contractor" (Office of the New York State Comptroller Web Guide).
  • When state funds and non-state funds are combined to make one purchase, state procedures apply to the total procurement amount. Even if only one dollar of the purchase is state funded, the state procedure applies.
  • When a procurement spans multiple years (e.g., software licenses, maintenance agreements, etc.), state procedures apply to the total procurement amount over the entire term. For example, a three year maintenance contract at $20,000 per year requires advertising since the total procurement is $60,000.
  • When vendors submit contracts to campus personnel for procurements such contracts, including terms and conditions, must be reviewed by Campus Counsel prior to signature.

For a quick reference guide to purchasing by dollar amount, click Purchasing Guide with Thresholds. For a quick reference guide to purchasing with state funds, click Purchasing Guide with Thresholds.

Up To $2,500

Requester may choose vendor without obtaining quotes from competition.

Requester may use the New York State Procurement card for most non-travel expenditures.

$2,500.01 To $25,000

Award is based upon reasonableness of price or comparative quotations. Written documentation of reasonableness of price or at least three written quotations are required.   If there is no competition available, a sole source justification or reasonableness justification with requisition or requisition number written on it is required. All documentation is to be kept within the department initiating the requisition.  Note: $20,000 and up construction and construction related contracts must advertise in the New York State Contract Reporter.

Reasonableness of Price can be determined by (but not limited to):

  • Comparing the quoted price with the price for the same or similar item or services within the last six months.
  • Comparing the quoted price with prices in various wholesale/retail publications.
  • Reviewing the commodity and/or service that was previously accepted by the College at a similar price.
  • Comparing the price as offered with the current market value of the same product.

$25,000 To $50,000

 As Per Governor Cuomo’s Bulletin Procedure 7557- Participation by Minority Group Members and Women (MWBEs) with Respect to State University of New York procurements, the following procurements Will be subject the MWBE Goals:

 Procurements exceeding $25,000 for:

  •  Labor & services (including architectural and design services)
  • Supplies, equipment or materials

 Procurements exceeding $100,000 for:

  •  The acquisition, construction, demolition, replacement, major repair or renovation of real property and improvements

 The current goal for all purchases above these thresholds is 15% Minority-owned business utilization and 15% women-owned business utilization.

See Farmingdale’s MWBE website for more information https://www.farmingdale.edu/administration/administration-finance/purchasing/mwbe.shtml  

***PLEASE NOTE:  For any anticipated purchases valued $25,000 or above, the Procurement Pre-Approval Process must be completed prior to purchase.  This process is required for any contract/agreement regardless of price.***

$50,000.01 To $250,000*
Formal Bid required. Must advertise in New York State Contract Reporter.

$50,000.01 To $200,000 Certified Minority Women Owned Business Enterprise (MWBE) Procurement
Must be advertised in the NYS Contract Reporter as a notification of the opportunity with competition limited to NYS Small Businesses and businesses certified pursuant to Article 15-A of the New York State Executive Law.

$250,000.01 + **
Formal Bid Required with Approval by Office of the State Comptroller required. Must advertise in New York State Contract Reporter.

* Transactions exceeding $100,000 require vendor's certification of responsibility(Office of the New York State Comptroller Web Guide).

* *Certain exceptions, such as bids that have been protested, require OSC approval at over $125,000.