Office of Purchasing and Office of Purchasing and ContractsContracts

Procurement Outreach TrainingProcurement Outreach Training

Level ILevel I

Introductory InformationIntroductory Information

Research FoundationResearch Foundation The RF provides SUNY faculty, students and staff with the support The RF provides SUNY faculty, students and staff with the support

and flexibility necessary to enable them to focus on research and and flexibility necessary to enable them to focus on research and other sponsored programs funded by federal and state other sponsored programs funded by federal and state governments, private sector companies and nonprofit foundations.governments, private sector companies and nonprofit foundations.

Research Foundation (RF) operations managers at 30 campuses Research Foundation (RF) operations managers at 30 campuses appointed by the RF board of directors (based on the appointed by the RF board of directors (based on the recommendation of the respective campus president) are recommendation of the respective campus president) are responsible for the day-to-day administration of sponsored responsible for the day-to-day administration of sponsored programs including the support of financial, human resource, programs including the support of financial, human resource, procurement and reporting activities at each campus.procurement and reporting activities at each campus.

The RF, which is accountable to the organizations that fund The RF, which is accountable to the organizations that fund sponsored programs, adheres strictly to sponsor guidelines and sponsored programs, adheres strictly to sponsor guidelines and government regulations. government regulations.

Level I – Basic OverviewLevel I – Basic Overview

Laws, Regulations Laws, Regulations and Guidelinesand Guidelines Workers’ Workers’

CompensationCompensation Disability InsuranceDisability Insurance Preferred SourcesPreferred Sources MWBEMWBE Threshold DrivenThreshold Driven

Procurement Procurement ThresholdsThresholds

On-line Ordering On-line Ordering SystemsSystems

Purchase RequisitionsPurchase Requisitions

Advance Training Advance Training TopicsTopics Level IILevel II Level IIILevel III

RF Procurement LevelsRF Procurement LevelsThe Research Foundation has established the following dollar The Research Foundation has established the following dollar

thresholds policy for procurements:thresholds policy for procurements:

$0.01 - $20,000.00: Certification by PA as to reasonableness of price$0.01 - $20,000.00: Certification by PA as to reasonableness of price

$20,000.01 - $50,000: Minimum of 3 verbal or written quotes.$20,000.01 - $50,000: Minimum of 3 verbal or written quotes.

$50,000.01 and $100,000: Minimum of 3 written bids, quotes or proposals$50,000.01 and $100,000: Minimum of 3 written bids, quotes or proposals

$100,0001.01 and above: Minimum of 3 sealed written bids or proposals.$100,0001.01 and above: Minimum of 3 sealed written bids or proposals.

THE PURCHASING STAFF RESERVES THE RIGHT TO SEEK THE PURCHASING STAFF RESERVES THE RIGHT TO SEEK COMPETITION AT ANY LEVEL.COMPETITION AT ANY LEVEL.

RF Funded Purchases <$20KRF Funded Purchases <$20K

Requires certification by the Purchasing Associate of Requires certification by the Purchasing Associate of reasonableness of price.reasonableness of price.

Discretion and reasonableness of price factorsDiscretion and reasonableness of price factors

Market priceMarket priceCompare the cost that we are quoted against that of Compare the cost that we are quoted against that of

Universities of similar size and natureUniversities of similar size and naturePrevailing wagePrevailing wageNew York State - Office General Services contractNew York State - Office General Services contractSUNY contractSUNY contract

Research Foundation Requirement Research Foundation Requirement ThresholdsThresholds

* Three formal quotes are not required until $20,000 but they are preferred at all levels.

<$

1,0

00

<$

1,0

00

$5

,000

$5

,000

$2

0,00

0$

20,0

00

$2

5,00

0$

25,0

00

$5

0,00

0$

50,0

00

$7

5,00

0$

75,0

00

$1

00,0

00

$1

00,0

00

$1

25,0

00

$1

25,0

00

$2

50,0

00

>$

250

,00

0>

Fair LaborFair Labor(Applies to Textiles)(Applies to Textiles)

XX XX XX XX XX XX XX XX XX

Collegiate LicensingCollegiate Licensing(Applies to the University’s Logo)(Applies to the University’s Logo)

XX XX XX XX XX XX XX XX XX

Liability, Workers’ Compensation & Liability, Workers’ Compensation & Disability InsuranceDisability Insurance

XX XX XX XX XX XX XX XX XX

Prevailing WagePrevailing Wage XX XX XX XX XX XX XX XX

3 Verbal or Written Quotes 3 Verbal or Written Quotes ** XX XX

DebarmentDebarment XX XX XX XX XX XX

Equipment ScreeningEquipment Screening XX XX XX XX XX XX

3 Written Bids, Quotes or Proposals3 Written Bids, Quotes or Proposals XX XX

Submittal of Lobby FormSubmittal of Lobby Form XX XX XX

3 Sealed Written Bids or Proposals3 Sealed Written Bids or Proposals XX XX

Purchase Requisition Required Information:

Ship to Address Requisitioner Phone Number PTAEO Information Date Required Description of Items

and Quantity Substitution of

Vendor Authorized

Signatory (Printed) Authorized

Signature

Purchase Requisitions and instructions can be found at: http://www.albany.edu/purchasing/purchase_requisition_research_funded.html

RF Procurement Review: RF Procurement Review: Grant AllowabilityGrant Allowability

All RF requisitions are reviewed for the following:All RF requisitions are reviewed for the following: Award term datesAward term dates

Term close out/reporting requirements; purchases must be made within a Term close out/reporting requirements; purchases must be made within a period that allows sufficient time for receipt and invoicing of the purchase, so period that allows sufficient time for receipt and invoicing of the purchase, so that the final report can be made to the Sponsor in the pre-defined period of that the final report can be made to the Sponsor in the pre-defined period of time.time.

Spending down of an account balance is not permitted.Spending down of an account balance is not permitted.

AllowabilityAllowability Purchases are reviewed to ensure that they meet the sponsor guidelines for Purchases are reviewed to ensure that they meet the sponsor guidelines for

allowable expenditures and for campus policy guidelines as well.allowable expenditures and for campus policy guidelines as well.

Property TitleProperty Title Property Ownership and equipment definitions are established prior to an Property Ownership and equipment definitions are established prior to an

award being established; purchases are screened for compliance with these award being established; purchases are screened for compliance with these guidelines.guidelines.

Laws, Regulations and GuidelinesLaws, Regulations and Guidelines

Research funded purchasing is subject to many sponsor Research funded purchasing is subject to many sponsor guidelines, federal regulations and state laws. The laws, guidelines, federal regulations and state laws. The laws, regulations and guidelines, which will be discussed in regulations and guidelines, which will be discussed in Level II, include:Level II, include: ARRA AwardsARRA Awards Export ControlsExport Controls Federal Debarment and SuspensionFederal Debarment and Suspension Ethics LawEthics Law Executive OrdersExecutive Orders Export ControlsExport Controls OMB Circulars A-21, A-110, and A-133OMB Circulars A-21, A-110, and A-133

Liability, Disability and Workers Liability, Disability and Workers Compensation InsuranceCompensation Insurance

Procurement regulations require evidence of Procurement regulations require evidence of various forms of insurance by vendors at the various forms of insurance by vendors at the time a contract is entered into.  The Research time a contract is entered into.  The Research Foundation of SUNY, The State of New York, Foundation of SUNY, The State of New York, and the State University of New York must be and the State University of New York must be listed as additional insured on all procurements.  listed as additional insured on all procurements.  The nature of the procurement will dictate the The nature of the procurement will dictate the type and minimum level of insurance that is type and minimum level of insurance that is required. Please see our insurance tab for required. Please see our insurance tab for specific limits.specific limits.

Please contact the Please contact the Office of Purchasing and Contracts for additional

information.

Minority and Women-Owned Minority and Women-Owned BusinessBusiness Enterprises (M/WBEs)Enterprises (M/WBEs)

The University at Albany encourages The University at Albany encourages purchasing from M/WBE’s.purchasing from M/WBE’s.

Office of Management and Budget Office of Management and Budget Circular A-110 calls for positive efforts Circular A-110 calls for positive efforts in utilizing M/WBEs.in utilizing M/WBEs.

New York State listing of certified New York State listing of certified M/WBEs can be found at: M/WBEs can be found at: http://www.nylovesmwbe.ny.gov/cf/search.cfmhttp://www.nylovesmwbe.ny.gov/cf/search.cfm

                                      

Information on Preferred Information on Preferred SourcesSources

It is the policy of the University to utilize preferred sources whenever It is the policy of the University to utilize preferred sources whenever possible. A Preferred Source is a designated vendor who, in an effort to possible. A Preferred Source is a designated vendor who, in an effort to advance certain social and economic goals, has received special provider advance certain social and economic goals, has received special provider status under New York State statute. status under New York State statute.

New York State currently designates the following as Preferred Sources:New York State currently designates the following as Preferred Sources:

NYS Correctional Services (Corcraft): www.corcraft.orgNYS Correctional Services (Corcraft): www.corcraft.org Industries for the Blind: https://www.ibnys.orgIndustries for the Blind: https://www.ibnys.org

The University offers an online ordering option. To register, please go to: The University offers an online ordering option. To register, please go to: http://www.albany.edu/purchasing/research_funded/online_ordering_registration_rf.html

Industries for the Disabled: www.nysid.orgIndustries for the Disabled: www.nysid.org

Office of Mental Health: Office of Mental Health: http://www.omh.state.ny.us/omhweb/BuyOMH/

On-line Ordering On-line Ordering RF FundingRF Funding

The Office of Purchasing & Contracts has established The Office of Purchasing & Contracts has established direct-to-vendor desktop on-line ordering systems for direct-to-vendor desktop on-line ordering systems for the following products:the following products:

Office SuppliesOffice Supplies Industrial SuppliesIndustrial Supplies Letterhead, Business Card, & EnvelopesLetterhead, Business Card, & Envelopes Lab SuppliesLab Supplies

On-Line Registration Web-link:On-Line Registration Web-link:http://www.albany.edu/purchasing/research_funded/online_ordering_registration_rf.html http://www.albany.edu/purchasing/research_funded/online_ordering_registration_rf.html

Quotes as Part of the SubmittalQuotes as Part of the Submittal Available quotes should be submitted with the requisition.Available quotes should be submitted with the requisition.

Purchasing Associate reviews and verifies all submitted quotes, Purchasing Associate reviews and verifies all submitted quotes, and may request an updated quote if older than 30 days.and may request an updated quote if older than 30 days.

Quotes should be in written format (faxes or e-mail) depending Quotes should be in written format (faxes or e-mail) depending on threshold requirements. Verbal quotes are acceptable in on threshold requirements. Verbal quotes are acceptable in select circumstances.select circumstances.

Written quotes must be submitted with the requisition and Written quotes must be submitted with the requisition and become a part of the permanent procurement record.become a part of the permanent procurement record.

Verbal quotes can be documented directly on the requisition in Verbal quotes can be documented directly on the requisition in the Supplier information boxesthe Supplier information boxes..

Submittal of Purchase Submittal of Purchase Requisitions - ResearchRequisitions - Research

FAX :FAX : (518) 437-4571(518) 437-4571 Internal Mail:Internal Mail: PurchasingPurchasing & Contracts,& Contracts, MSC302MSC302 Hand Deliver: Management Services Center - Room 302Hand Deliver: Management Services Center - Room 302 Mailing Address: University at Albany, Office of Purchasing & Contracts, 1400 Washington Mailing Address: University at Albany, Office of Purchasing & Contracts, 1400 Washington

Avenue, Management Services Center – Room 302, Albany, NY 12222Avenue, Management Services Center – Room 302, Albany, NY 12222

MSC302