GENERAL PURCHASING PROCEDURES & POLICIES The procurement process originates when an approved Requisition is submitted into the CUNYfirst System. Senior administrators are responsible for approving requisitions for the purchase of supplies, equipment and services necessary to support academic and administrative operations. Only the Purchasing Office is authorized to issue purchase orders and enter into contracts and agreements with prospective vendors. To receive guidance and support, please contact
email@example.com, or alternatively by phone at (718) 368-5034 or by fax at (718) 368-5611.
Confirming orders are a violation of the University’s procurement policy. A confirming order is an order placed by an end user (Requester) without following the standard procurement cycle which begins with the creation and submission of a CUNYfirst Requisition and the issuance of Purchase Order by the Purchasing Office. In the case of an emergency, please contact the Purchasing Office immediately. An emergency procurement is one in which an urgent or unexpected situation occurs where health and public safety or the conservation of public resources is at risk. Pre-approval from the University is required to streamline this procurement cycle. Casual planning for the procurement of goods/services does not constitute an emergency.
B. General Dollar Thresholds and Requirements Purchase Dollar Threshold Requirements
The Purchasing Office will determine whether the goods or service can be obtained through a Preferred Source (i.e., NYS Preferred Source Program for People Who Are Blind (NYSPSP), NYS Industries for the Disabled (NYSID), NYS Department of Correctional Services Division of Industries (CORCRAFT) or an existing governmental contract (i.e., NYS Office of General Services (OGS), NYC Department of Administrative Services (DCAS), Federal General Services Administration (GSA), and/or Department of Education (DOE) before exercising a below competitive solicitation process.
Informal Purchase: Request for Quotation (RFQ) for purchases of good/services or combination of
goods/services. Also, may be used as a method of
procurement for purchases from State-certified Minority/Women-Owned Businesses (MWBE) that have a value up to $200,000. RFQ’s will be emailed to a minimum of five (5) prospective bidders who must submit their authorized quote via mail, hand
delivery email or fax by the RFQ Response Deadline.
Advertisement (min. 15 business days) is required for purchases/services ≥$50,000 in NYS Contract Reporter and the City Record. Review and approval may also be required by CUNY’s OGC.
Formal Purchase: Invitation for Bids (IFB) or Request
for Proposal (RFP). Advertisement in NYS Contract Reporter and the City Record is required. Review and approval is required by CUNY’s OGC. Moreover,
purchases/services of $500,000 require submission
of a Board Resolution for approval by the CUNY Board of Trustees, and NYC Office of the Comptroller.
For the purchase of specific types of goods/services, please see below.
Honoraria are paid for speaking engagements. Payments for services other than a speaking fee may require an Independent Contractor Agreement. Tax levy funds cannot be used to process honorarium payments to individuals who are currently employed, or have been employed within the past two years, by CUNY, SUNY, New York State and/or New York City.
To begin the process for honoraria, please create a Purchase Requisition in CUNYfirst entering a “Dummy Vendor” consisting of “9999999999” as the vendor/payee if the vendor/payee is not already in CUNYfirst. Complete the Honorarium Payment Request Form and upload it to the requisition as an attachment. If the services will be performed as part of an event, please attach an event program, flier, or agenda describing the purpose of the event, and a sign-in sheet. Please provide (in the comments section of the requisition):
Full Name Street Address Phone Number E-mail Address A description of the specific services to be provided, including duration of service(s), dates of service(s) will be provided, and pricing structure.
Please indicate whether or not the vendor/payee is currently a student/employee.
Upon receipt of this information, the College will contact the guest speaker (or representative/agency) to begin the Vendor Payee Registration process which is required to issue a purchase order. The registration process can take up to two (2) weeks provided that all required forms are completed correctly. Please note that this registration must be completed
prior to the rendering of services. Once the Purchase Order has been issued and the event has taken place, create a receipt in CUNYfirst and submit the following documentation to the Office of Accounts Payable.
The vendor/payee will receive a check at the same address filed with the Payee Information Portal (PIP) in the Financial Management System (FMS) during the vendor registration process. If the payee wishes to change this address in FMS, contact the Office of Accounts Payable.
D. INDEPENDENT CONTRACTOR AGREEMENTS (ICA)
Engaging a consultant is handled just like other purchases of services; Purchasing is required to follow all procurement procedures for the procurement of consultant services. End Users must provide substantive reasons why a specific consultant is being identified for certain services, and the Purchasing Office must determine from the information it receives from the end user that a single source or sole source procurement method is appropriate in the given circumstance. In addition, reasonableness of prices is always a consideration. Tax levy funds cannot be used to process Independent Contractor Agreements to individuals who are currently employed, or have been employed within the past two years, by CUNY, SUNY, New York State and/or New York City.
To begin the Independent Contractor Agreement process, please create a Requisition in CUNYfirst entering a “Dummy Vendor” as the vendor/payee if the vendor/payee is not already in CUNYfirst. If the services will be performed as part of an event, please attach an event program, flier, or agenda describing the purpose of the event, and a sign-in sheet. Please provide (in the comments section of the requisition):
Please indicate whether the or not the vendor/payee is currently a student/employee. Upon receipt of this information, the College will contact the vendor to begin the Vendor Payee Registration process which is required to issue a purchase order. The registration process may take up to two (2) weeks provided that all required forms are completed correctly. Please note that this registration must be completed
priortothe rendering of services.
Following registration process, two (2) copies of the Independent Contractor Agreement shall be sent to the vendor/payee for completion and notarization.
A Purchase Order is created once the Independent Contractor Agreement has been completed by the vendor/payee and returned to the Purchasing Office. An executed copy of the Independent Contractor Agreement will be sent to the vendor/payee along with a copy of the Purchase Order and instructions for beginning the payment process.
Once the service has been completed, create a receipt in CUNYfirst and submit the following documentation to the Office of Accounts Payable.
The vendor/payee will receive a check at the same address filed with the Payee Information Portal (PIP) in the Financial Management System (FMS) during the vendor registration process. If the payee wishes to change this address in FMS, contact the Office of Accounts Payable. E. Procurement Record (Justification) for Single Source and Sole Source Purchases
"sole source" procurement, as defined by New York State law, is one in which only one vendor can supply the product or service required. A
"single source" purchase, as defined by New York State law, is one in which although two or more vendors/resellers can supply a required product or service, but there are material and substantial reasons to prefer one vendor over the others, such as the need to upgrade current equipment with parts or to obtain software from the original manufacturer or to select a consultant for a particular expertise. It is the Purchasing Department's responsibility to review and approve of all sole source and single source purchases and to ensure that the procurement record includes "material and substantial reasons" for the single source or sole source purchase.
End users must provide a memo to the Purchasing Office that includes:
NOTE: A letter from the vendor declaring that it is the sole source for a product is
not sufficient justification for a purchase to be made on a single source or sole source basis; the Purchasing Office will conduct its own due diligence to determine whether that vendor is the exclusive source for the required goods and/or services.
CUNYfirst PROCUREMENT MODULE
The College utilizes CUNY’s CUNYfirst web-based System to process all Tax Levy, Technology Fee, Material Fee, and some KCC Association transactions.
CUNY’s Financials link Procurement (State) for how to Create Requisitions-Goods and Services, Manage Requisitions, Approve Requisitions, Select an Alternate User to Approve Requisitions, Budget Check Requisition, Cancel Requisition, Run Queries and Desktop Receiving Goods and Services: Create a Receipt, Inspect Receipt, and Cancel Receipt. Also, available is Requisition and Receipts FAQ.
FAQs about Procurement at The City University of New York (pdf)
Proftech (office supplies) – https://www.proftech.ediversitynetwork.com
CUNYfirst – https://home.cunyfirst.cuny.edu
CUNYfirst Procurement Access Form –
OGS State Contracts – http://www.nyspro.ogs.ny.gov
DCAS (City) Contracts – http://extranet.nycnet/OCP
OSC Guide to Financial Operations (State Guidelines) – http://www.osc.state.ny.us/agencies/guide/MyWebHelp
Minority-and Women-Owned Business Enterprises – http://www.empire.state.ny.us
NYS Preferred Source Program for People Who Are Blind (NYSPSP) – http://www.abilityone.com
NYS Industries for Disabled – http://www.nysid.org
NYS Department of Correctional Services Division of Industries (Corcraft) –
Procurement/Travel Card Policy – Requests for state issued travel cards must be approved by the Vice President for Finance and Administration/President.
CUNYfirst P-Card, T-Card & NET Card Security Access Form
Payee Information Portal (i.e., change of company address, update vendor name, etc.- www.nyc.gov/pip
Tax Exempt Certificate – To be used for College purpose purchases only.
MINORITY- and WOMEN-OWNED BUSINESS
The University-wide Minority and Women Owned Business Enterprise (MWBE) Program of the City University of New York strives to assure that MWBE firms around New York State and New York City are given equal opportunities to have business with all CUNY campuses in various fields including construction, commodities and consultant/services. In terms of statutory requirements, the University-wide MWBE Program of the City University of New York is responsible for ensuring CUNY’s compliance with the
Executive Law Article 15-A which mandates state agencies to establish business for minorities and women on solicitations.
Also, it is the policy of the City University of New York (University) to take affirmative action to ensure that New York State certified minority and women owned business enterprises (M/WBEs) are given the opportunity to demonstrate their ability to provide the University with commodities and services at competitive prices
The University-wide MWBE program has been dedicated to improving MWBE utilization by each CUNY campus through re-organizing and streamlining the procurement process. The program makes every effort to increase the participation and utilization of qualified MWBE firms through means such as setting MWBE goal amounts for each campus and each contract type, finding perspective vendors for campus projects, sending out bidding opportunities to vendors and coordinating fairs for vendors and contractors. The program also requires each campus to report MWBE utilization in each quarter to monitor compliance. The program is required to meet the Governor’s MWBE participation goal of 30%.