Purchasing encourages departments to diligently review all commitments as we approach our fiscal year end and cancel those that are not needed.
May 24, 2013: Last day for submittal of requisitions for non-contract purchases greater than $20,000.
June 21, 2013: Last day for submitting approved requisitions with supporting documentation for non-contract items between
$2,500 and $20,000 and all other value state contract items. Bid opening must be no later than June 28th and items must be delivered and invoiced by the first week of September to utilize FY2012/2013 funds.
June 30, 2013: Last day for creating purchase orders for purchases less than or equal to $2,500.
July 2, 2013: Mass cancel begins for all outstanding old year requisitions.
August 26 - August 30, 2013: Departments review uninvoiced old year Purchase Orders to see if goods or services are still needed. If so, cancel the PO and create a new requisition/PO referencing the original PO number in the item description. IF VENDORS HAVE ALREADY RECEIVED THE OLD YEAR PURCHASE ORDER DO NOT SEND THEM THE NEW PO OR YOU MAY RECEIVE DUPLICATE SHIPMENTS. THE REPLACEMENT PO IS FOR INTERNAL PURPOSES ONLY.
Week of October 1, 2013: Mass cancel begins for all uninvoiced Purchase Orders for fiscal year 2012-2013.
Purchasing will be closed for holiday curtailment beginning December 25, 2012 and reopen January 2, 2013. Bid dates before and after shutdown are:
November 23, 2012: All requisitions with value exceeding $20,000 that are not on state contract and that require advertising in the New York State Contract Reporter, must be received in the Purchasing Department no later than November 23rd for opening on December 21, 2012.
January 28, 2013: Requisitions with value exceeding $20,000 that are not on state contract, that require advertising in the New York State Contract Reporter and that are received in the Purchasing Department after November 23, 2012, will open on January 28, 2013.
SUNY is conducting a 2012 Spring Educational Enterprise Purchase of technology hardware.
Vendors not in the New York State Vendor System must submit the substitute W-9 to SUNY Binghamton prior to the purchasing transaction. For transactions up to $2,500 send form to SUNY Binghamton Accounts Payable, PO Box 6000, Binghamton, NY 13902-6000. For transactions greater than $2,500, send form to SUNY Binghamton Purchasing, same address. Click here for Substitute W-9.
Starting Monday, March 5, 2012 Staples ordering will be on Proftec website http://proftech.ediversitynetwork.com. Proftech is a NY State certified minority vendor that is also an authorized dealer with Staples under the state office supplies contract PC#63830. Click here for the Staples/Proftech flyer with logon information. Direct questions about this to Steven Boczulak, Staples Account Manager, (877)554-4006 X101 or email firstname.lastname@example.org.
Apple, Dell and HP are offering Fall Educational Enterprise purchase specials. The Apple offer is good through
December 22nd and the Dell and HP offers are good through December 31, 2011. Because SUNY Central indicated this information
is confidential, Purchasing will send contact and offer details to you via email at your request. Send email requests
to Calex@binghamton.edu indicating in the subject line the vendor desired (for example, Subject: Dell Fall Purchase Offer) to
receive an email with the promotional details.
In compliance with the additional requirements of the Procurement Lobbying Act of August 23, 2005 which has been initiated on January 1, 2006 regarding agency policy and prohibitions regarding permissible contacts for procurements in excess of $15,000 are as follows:
If a member, officer, or employee of the governmental entity becomes aware that an offerer has violated the permissible contact provisions of the new law, said person shall immediately notify the Ethics Officer, Inspector General, or other official of the procuring governmental entity for investigation.
Purchasing will be closed during holiday curtailment from December 26, 2011 through January 2, 2012. Bid dates before and after shutdown are:
November 25, 2011: All requisitions with value exceeding $20,000 that are not on state contract and that require advertising in the New York State Contract Reporter, must be received in the Purchasing Department no later than November 25th for opening on December 23, 2011.
January 27, 2012: Requisitions with value exceeding $20,000 that are not on state contract, that require advertising in the New York State Contract Reporter and that are received in the Purchasing Department after November 25, 2011, will open on January 27, 2012.
Effective January 2, 2009 UPS is the sole New York State contractor for courier services, providing delivery of letters and packages under New York State Contract PS64281. To receive the discounted contract rates you must contact UPS directly and set up an account. UPS has established a dedicated New York State toll free number: 1-800-877-1497 for new accounts and customer service issues. Make sure to indicate you participate in the PS64281 contract. DHL is on the contract, but only for international deliveries.
Dell has identified a potential issue associated with certain batteries sold with Dell Latitude, Inspiron, XPS and Dell Precision Mobile Workstation notebook computers To determine if your battery is affected and obtain a replacement see this file (pdf).
Governor George E. Pataki revoked and rescinded Executive Order No. 127. Click here for a PDF version of the rescinded order.
Departments requesting Sodexho catering service receive an "Event Catering Form" once their order is placed. Effective immediately, when departments sign off on the Event Catering Form and return it to Sodexho it must be accompanied with an approved purchase order with estimated costs whenever using State or IFR funds. Final invoices will be sent directly from Sodexho to the Business Office for payment with a copy to the requesting department. Departments should continue to respond to the Oracle e-mail notification confirming receipt and payment. Any questions should be directed to the Business Office at 72184.
Procurements initiated on or after January 1, 2005 that are over $15,000 require Form ST-220-CA (.pdf)Contractor Certification to Covered Agency. Contractors, Contractor Affiliates, Subcontractors and Subcontractor Affiliates must certify whether or not they are required to register to collect state sales and compensating use tax. Where required to register, Contractors must also certify that they are registered with the Department of Tax and Finance. The law prohibits the Comptroller, or other approving agency, from approving a PO over $15,000 awarded to a vendor meeting the registration requirements but who is not registered. For more information see:
Staples is requesting online orders show room and/or floor number to aid driver delivery since there will be an interim Staples truck driver through November 2009.
On the Stapleslink.com website
after the order 'Submit' button is pressed, 'Your Order Purchase Information' should appear and allow you to enter room and/or floor number in the 'Floor' field.
Direct questions about this to Steven Boczulak, Staples Account Manager, (877)554-4006 X101 or email email@example.com.
Last Updated: 1/23/13