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SUNY Threshold Chart

SUNY Threshold Chart

SUNY Advertising and General Purchasing Limits1

The SUNY Office of General Counsel, in order to provide the campuses with appropriate legal advice on contracts entered into on behalf of the University, is responsible for review of all contracts prior to execution. Review by the SUNY Office of General Counsel shall be performed by personnel assigned to the SUNY Office of General Counsel unless otherwise provided in writing by SUNY’s General Counsel. Should you have questions, please contact your campus counsel.

Advertising Limits (NYS Contract Reporter)

Quarterly Ad
Anticipated purchases between $10,000 and $50,000
Individual Ad
Purchases of $50,000 or more
Semi-annual Listing
Purchases of $200,000 or more

Purchasing and Pre-approval Limits (for commodities2 and services3)

Office of General Services Contract:

Purchases of $200,000 or more
  • require NYS Office of the State Comptroller pre-approval

All Other Procurements:

Discretionary Procurements

Purchases up to $50,000

Discretionary authority of procurement official who must:

  • document reasonableness of price; and
  • justify selection of vendor in the procurement record;
  • complete procurement checklist.
Purchases between $50,001 and $124,9994

All of the requirements above and:

  • must solicit three (3) informal quotes.
Purchases of $75,0005 or more

All of the requirements above and:

  • obtain NYS Offices of the Attorney General & State Comptroller pre-approval6.

Formal Competitive Procurements:

Purchases of $125,000 or more:

Procurement official:

  • must solicit minimum of five (5) sealed formal bids/proposals; or
  • written quotations with written approval of campus president or designee;
  • complete procurement checklist: and
  • obtain NYS Offices of the Attorney General & State Comptroller pre-approval.
Purchases ≥ $1M from a foreign business enterprise7

Requires same formal competitive bidding process, number of sealed bids, pre-approvals and:

  • notify Empire State Development Corporation (ESDC) of award
Suggested language (approved by OSC) to use for advertisements in the NYS Contract Reporter for:

awards under SUNY's discretionary threshold ($125,000):

"SUNY intends to make an award under our discretionary authority, pursuant to NYS Education Law §355(5)(a), for the above noted commodity/product or service. A sealed bid will not be held. If you are interested in providing a proposal for the above commodity/product or service, you must contact the appropriately designated Campus contact in this advertisement within 15 business days of this Advertisement Notice."

- OR -

awards under the State's special discretionary threshold ($500,000) per State Finance Law §163.6:

"SUNY intends to make an award under our discretionary authority, pursuant to State Finance Law §163.6, for the above noted commodity/product or service. A sealed bid will not be held. This procurement opportunity is limited to New York State small businesses, businesses certified pursuant to Article 15-A of the New York State Executive Law, Article 3 of the New York State Veterans Service Law and, if applicable, businesses selling commodities or technology that are recycled or remanufactured."

 


 

1 This abbreviated purchasing outline does not include all NYS and/or SUNY requirements. If procurement is valued at $15,000 or above, Vendor Responsibility forms, Procurement Lobbying Law forms, Tax & Finance Form ST220CA, and/or Consulting Services Reporting forms may also apply. Additionally, the purchasing thresholds do not apply to construction projects, see SUNY procedures 7554 and 7555 for that information.

2 Commodities include, but are not limited to, materials, equipment (including computer equipment), supplies and motor vehicles. Additionally "electronic information resources," which includes but is not limited to: electronic academic, professional and industry journals; electronic reference handbooks and manuals; and electronic research tracking tools, indexes and abstracts.

3 Services means, except with respect to contracts for state printing, the performance of a task or tasks and may include a material good or a quantity of material goods, and which is the subject of any purchase or other exchange. For this definition services shall not apply to those contracts for architectural, engineering or surveying services, or those contracts approved in accordance with prompt contracting and interest payments for not-for-profit organizations. Technology, whether it is a commodity or a service, must be procured as a service.

4 The discretionary purchase threshold for procurements made from a NYS certified minority- or women-owned (M or WBE) or NYS certified service disabled veteran-owned (SDVOBE) business has been increased to $750,000. The discretionary purchase threshold for procurements made from a NYS small business, or for recycled or remanufactured commodities or technology is $500,000. The discretionary purchase threshold for procurements of commodities that are food, including milk and milk products, grown, produced or harvested in New York state has been increased to $200,000. Additionally, if purchases are made from the aforementioned vendors or for the aforementioned commodities or technology, SUNY does not need to solicit 3 quotes; however, reasonableness of price documentation is still required. NYS Economic Development Law §131 defines a small business as "one which is resident in this state, independently owned and operated, not dominant in its field and employs one hundred or less persons." A MBE or WBE is one certified pursuant to Article 15-A of NYS Executive Law. A SDVOBE is one certified pursuant to Article 3 of the New York State Veterans Service Law.

5 The approval threshold by OAG and OSC for SUNY healthcare facilities is $150,000.

6 OAG approval is only for contracts. OSC approval is for purchase orders and contracts.

7 Foreign business enterprise is a business enterprise, including a sole proprietorship, partnership or corporation, which offers for sale, lease or other form of exchange, goods sought by the state agency or department and which are substantially produced outside New York state, or services sought by the state agency or department and which are substantially performed outside New York state.

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