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Campus Bidders' List, Statements and Purchasing Policies

Bidder List Application

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Bidder List

Policy The Campus Bidders List is an organized listing of potential vendors / contractors who have, in one form or another, asked to participate in the procurement / bidding process of the campus. This policy provides the framework to organize said listing for the benefit of the college.

  1. Potential vendors / contractors can apply to Campus Bidders List by the following ways:
    • The quarterly listing in the Contract Reporter.
    • By applying in person at the Purchasing office.
    • A request from the various department managers, Deans, Vice Presidents etc.
    • By applying in writing to the Purchasing Associate.
    • Based on the knowledge of the PurchasingAssociate he / she may add a vendor / contractor as deemed appropriate to the benefit of the college.
  2. Potential vendors / contractors must apply quarterly for placement on Campus Bidders List.
  3. Vendors will be dropped from the Campus Bidders List based on:
    • Who have not applied quarterly.
    • If there is no potential need or requirement for the commodity or service offered by the vendor / contractor, as determined by the Purchasing Associate.

Exceptions:

  1. There is a clear need for the vendors / contractors to be on the Campus Bidders List based on previous campus procurement and or based on the knowledge of the Purchasing Associate.
  2. A request from the various department managers, Deans, Vice Presidents etc. to keep the vendor / contractor on the Campus Bidders List.
  3. Potential vendors / contractors must provide a clear, concise, description of the service and or commodity they provide. Failure to do so will eliminate them from placement onthe Campus Bidders List. NOTES: Commodities / Services will be organized by categories of commodities or services as designated by the SUNY quarterly listing published in the New York State Contract Reporter. Additional categories may be added at the discretion of the Purchasing Associate. This policy may be changed or deleted as required by the Purchasing Associate.

Confirming Orders

A confirming order is where an individual, not designated with the authority for purchasing, orders goods or services on the behalf of the University with out obtaining in advance a purchase order in accordance to University procurement guidelines. Note, this does not apply to individuals using their Citibank VISA Procurement card. State Procurement Procedures obligate the State/Campus to an expense only by designated campus officers or through the Citibank Visa Procurement card. When established purchasing procedures are circumvented we tend not only to pay more for materials and supplies but also may incur additional expense beyond the cost of the goods or services. Confirming orders may also preclude our ability to comply with State Prompt Payment Law requirements which state that invoice payment must occur within 30 days from receipt of goods. If payment is not made within the 30-day time frame, interest is incurred and is automatically assessed by Albany for the vendor. Thus, the campus is unaware of its true financial obligations. To comply with Internal Control Audit recommendations, confirming orders are not allowed. Therefore a confirming requisition will not be accepted unless authorization as a justifiable emergency has first been obtained from the campus Purchasing Associate or is one of the following exceptions under $2,500: advertising expense; moving expenses for the college; medical examinations for employees as required by the college; personal safety equipment such as protective glasses or shoes for employees as required by the college; delivery charges, i.e. Fed EX, UPS, truck freight; personal reimbursement of registration fees to employees; payment to “On Campus Services” i.e.Auxiliary Services (other than the College Book store); reimbursement of money to individuals from over payment of fees or fines.

Emergency/Critical Purchases

An EMERGENCY situation is an unanticipated, sudden, and unexpected occurrence beyond the control of the campus which threatens:

  1. the life, health, safety, or welfare of any person, or
  2. the continued public use or function of property of the State of New York. A CRITICAL situation is defined as a situation, excluding an emergency, that will or has occurred which impacts a significant campus operation requiring immediate campus action. A campus departments's failure to properly and timely plan, in advance, for all procurements which then result in a situation in which normal procurement practices cannot be followed will not constitute a critical situation.

Gifts

Gifts may come in many forms and from many people: a keychain from the company that delivers overnight mail; tickets to the ball game from a vendor who deals with your agency; even flowers from a satisfied taxpayer. Some companies consider the distribution of such "freebies" to be part of an effective marketing plan, while others consider it good public relations. Under State Law, State officers and employees may not accept or solicit a gift of more than nominal value under circumstances in which it could be inferred that the gift was intended to influence or reward the recipient for performing official duties. The Commission has defined "nominal" as no more than a regular cup of coffee. For more information see the New York State Commission on Public Integrity.

Refreshments, Breakfasts, Lunches and Dinners 

Refreshments such as coffee, tea, juice, sodas, donuts, bagels, alcoholic beverages, etc. are not proper state charges for state employees either while on campus or in travel status off-campus. Lunches for state employees are not a standard reimbursable expense while on campus or in travel status off-campus. Breakfasts and/or dinners are not a reimbursable expense while on campus. See the Food and Hospitality links above for more information.