Purchasing Procedures By Dollar Amount Thresholds: State Purpose, IFR and Dormitory Funds

• 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 Bulletin G-234).
• Membership and Subscriptions should not exceed one year. All materials and benefits received from the membership or subscription are the property of Binghamton University and should be made available to all employees. (Office of the New York State Comptroller Bulletin G-76).
• "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 General Services Bulletin G195)."
• When state funds and non-state funds are combined to make one purchase, state procedures apply to the total procurement amount. For example, if goods or services total $2,501 - where $1 is state and $2,500 is research funded - the state process for $2,501 applies (see below) and two quotes are needed.
• 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 $10,000 per year requires advertising since the total procurement is $30,000.
• When vendors submit contracts to campus personnel for procurements up to $2,500 such contracts, including terms and conditions must be reviewed by University Counsel prior to signature.
• When vendors submit contracts to campus personnel for procurements exceeding $2,500 such contracts (and amendments) must be signed by one or more of  the following authorized University signatories: Vice President of Administration, Assistant Vice President for Administrative Affairs, University Counsel, Director of Purchasing, and Purchase Associates.

Up To $2,500
Requestor may choose vendor without obtaining quotes from competition.

Requestor may create and approve Purchase Orders using the campus Oracle software.

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

$2,501-$19,999
Two Quotes are required to show reasonableness of price. Send quotes, with the Oracle requisition number written on them, to Purchasing. If there is no competition available, send a sole source justification with requisition number written on it to Purchasing.

$20,000-$30,000
Must advertise in New York State Contract Reporter. Allow 4-5 weeks to process.

$30,001-$250,000*
Formal Bid required. Must advertise in New York State Contract Reporter. Allow 6-7 weeks to process.

$250,001+**
Formal Bid Required. Must advertise in New York State Contract Reporter. Approval by Office of the State Comptroller required. Allow 10-13 weeks turnaround.

* Transactions exceeding $100,000 require vendor's certification of responsibility per OSC Bulletin G-221.

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

TAX EXEMPTION

Sales and Use Tax Exemption Letter From New York State Department of Taxation and Finance (pdf, 27kb).

 BID PROTEST PROCEDURE

A protesting party may submit a protest to Binghamton University Purchasing Director concerning a pending or awarded contract within 10 business days after the protesting party knows or should have known of the facts which form the basis of the protest. Click Here For Bid Protest Procedure.