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PROCUREMENT

Puchasing Rules and Regulation

Table of Contents

TOPIC

ETHICAL DECISION-MAKING

100.0 INTERNAL CONTROL
Authorized Signatures

200.0 PURCHASES UP TO $250:  IMPREST FUND
Overview
Split Ordering
Establishing and Replenishing an Imprest Fund
Segregation of Duties
Petty Cash Fund Operation
Purchasing Controls and Procedures
Improper Expenditures

300.0 PURCHASES MORE THAN $250 - AND UP TO  $5,000
Overview
Split Ordering
Requirements

400.0 PURCHASES MORE THAN $5,000 - AND UP TO $20,000
Overview
Split Ordering
Requirements
Procedures
Accounting

500.0 PURCHASES MORE THAN $20,000/FORMAL CONTRACT
Split Ordering
Requirements
Procedures
Advertising
Amendments to Bid Solicitation
Requirement for Signature of the Secretary of the Board of Trustees
Completion of Contract Document
Signature of the Secretary of the Board of Trustees
Accounting
Receipt of Approved Contract from City/State Comptroller        

540.0 PRE-BID CONFERENCE
Overview
Requirements

550.0 RECEIPT OF BIDS

560.0 BID TABULATION
Overview
Requirements

570.0 BID EVALUATION AND AWARD OF CONTRACT
Overview
Consideration for Award
Withdrawal of Bids

580.0 TIE BIDS

590.0 EVALUATION OF SINGLE RESPONSE

600.0 POST CONTRACT CHANGES
Decreases and/or Increases to Purchase Orders and/or Contracts
Assignments
Termination of a Contract
Poorly Performing Vendors

650.0 RENEWAL

660.0 BOARD OF TRUSTEE RESOLUTIONS
Overview
Procedures

700.0 CAPITAL PROJECTS

800.0 CONSULTANT/PROFESSIONAL SERVICES
Services in Excess of $20,000

840.0 BID SECURITY, PAYMENT BONDS AND PERFORMANCE BONDS
Overview
Bid Security
Payment Bonds
Performance Bonds

850.0 EMERGENCY PURCHASES
Definition of "Emergency"
Contract Emergency Provisions

860.0 CUNY-WIDE CONTRACTS

870.0 SOLE SOURCE JUSTIFICATION

900.0 REQUEST FOR PROPOSALS
When to Use a Request for Proposal (RFP)
Summary of the Procedure
Detail Procedures
Proposer Selection
The "let" Document
The "Two-Envelope Submission"
Receiving Proposals
The Two-Envelope Method
Evaluation Process
In the Two-Envelope Submission
Award
Rejection of Proposals
Documentation

910.0 PRINTING

920.0 CUNY'S MINORITY/WOMEN'S BUSINESS ENTERPRISE
DEVELOPMENT POLICY

930.0 GOVERNMENT CONTRACTS - STATE, CITY, BOARD OF EDUCATION AND FEDERAL GOVERNMENT (GSA)
Overview
Procedures
Accounting

940.0 PROPRIETARY PURCHASES (Preferred Source Vendors)

955.0 CERTIFICATION OF RECEIPT OF GOODS AND SERVIC


ETHICAL DECISION-MAKING*

Ethical principles often are easy to state, but difficult to apply. As you consider your options in a particular matter, you might ask yourself the following questions:

Is it legal for me to do this?

Is it ethical for me to do this?

Even if the answer to these questions is "yes," you might still want to ask yourself some other questions. For example:

Do my actions meet the spirit of the State's ethic laws?

Is it possible that my actions will appear inappropriate?

Finally, ask yourself the following question:

How would I feel if my family, friends, or co-workers were to read of my actions in tomorrow's newspaper?

Remember, the law deals with actual misdeeds as well as the appearance of improper conduct. It is important to comply with the spirit as well as the letter of the law.

*Source: New York Ethics, a "Guide to the Ethics Law", published by the New York Ethics Commission. Albany, New York (1991, page 40).

 

100.0 INTERNAL CONTROL

100.1 AUTHORIZED SIGNATURES

The use of authorized signatures is a specific control technique common to every system of internal control and provides for the prevention and detection of errors and irregularities. In general, transactions and other significant events are to be authorized and executed only by persons acting within the scope of their authority. Authorization should be clearly communicated to managers and employees and should include the specific conditions and terms under which authorizations are to be made.

100.2 The submission of authorized signatures pertaining to purchases shall be made by the head of each department by written direction filed with the purchasing office. A limited number of persons should be duly authorized to sign purchase orders or vouchers.

100.3 Department signature card forms, properly approved, shall be on file in the purchasing office for those employees authorized to approve documents, such as purchase orders, vouchers and receiving reports. The file should be reviewed and updated periodically (at least once a year), especially when employees leave or new employees are authorized to approve transactions.

100.4 Annually, the New York City/State Office of the Comptroller (City/State Comptroller) require authorized signatories of the Business Manager/Purchasing/Accounts Payable or any other applicable parties to be filed for audit purposes.


200.0 PURCHASES UP TO $250: IMPREST FUND

200.10 OVERVIEW

200.11 Imprest Funds are College-controlled checking accounts which can be used for small purchases and petty cash transactions. Colleges are permitted to establish imprest funds, as a practical aid in reducing paperwork and associated costs for minor expenditures, and to eliminate the need to process the large volume of very small transactions.

200.12 Appropriate imprest fund expenditure categories include the purchase of supplies, materials, equipment, nonpersonal services, and the payment of employee expenses such as local transportation, and other allowable expenses.

205.00 SPLIT ORDERING

Splitting purchases at any threshold to circumvent the procurement procedures is prohibited. If one department or several departments are purchasing the same or similar items within a reasonable period of time, the Purchasing Office shall make every reasonable effort to combine the purchases to maximize savings. Knowingly treating purchases of similar goods/services as separate orders shall be considered a violation of policy.

210.0 ESTABLISHING AND REPLENISHING AN IMPREST FUND

See the appropriate directives as established by the City/State Comptroller (see Appendix).

210.10 The following basic guidelines apply to the operation of imprest funds:

210.11 Individual purchases must not exceed $250. Although not required, a purchase order may be issued at the discretion of the Purchasing Office.

210.12 Purchases must not be split to circumvent the $250 expenditure limitation.

210.13 Community colleges may not use imprest funds to purchase supplies, materials or equipment from the Department of General Services (DGS) Central Storehouse, or from DGS' requirement contracts or open market price agreements.

220.0 SEGREGATION OF DUTIES

Imprest fund functions must be adequately segregated. No one employee should be responsible for all aspects of operating the fund. Where practicable, the functions of authorizing purchases, disbursing petty cash, signing checks, signing vouchers, record keeping and bank reconciliation should be assigned to different individuals.

220.10 Individuals who authorize the purchase of goods or services should not sign checks or the reimbursement of Payment Vouchers.

220.11 Individuals who sign checks or disburse cash should not maintain the Imprest Fund Disbursement Journal, reconcile the bank statement or authorize purchases.

220.12 Signatories of imprest fund checks should not be authorized to sign the departmental certifications.

220.13 The person who prepares payment vouchers should not be authorized to sign the pre-audit certification.

220.14 Pre-audit departmental certification on the payment voucher may be signed by the same individual if the signatory has no other assigned function in the imprest fund operation.

240.0 PETTY CASH FUND OPERATION

A petty cash fund may be established to pay for postage, transit tokens and very small purchases, and to make cash advances to employees for business purposes. Note that imprest fund checks are the preferred method of payment. Cash should be used only where the use of imprest fund checks is impractical or not appropriate.

240.1 Petty cash funds are to be opened and reimbursed through an imprest account check written to Petty Cash - Name of Imprest Fund Custodian.

240.2 The size of the cash fund is dependent on the operating needs of the College. Colleges must minimize the size of the cash fund by striking a reasonable balance between disbursement activity and replenishment frequency. As a general rule, however, the amount of petty cash should not exceed $250, unless the need for a larger fund is fully documented and maintained on file.

240.3 Petty cash must be kept in a safe or other locked, secure receptacle. Access to the cash must be restricted to a very limited number of authorized individuals.

240.4 All cash fund deposits, expenditures and cash advances must be recorded in a Petty Cash Journal or similar log. The Petty Cash Journal must be reconciled to the cash fund periodically, depending on fund activity. For additional information regarding community colleges, see appropriate City directives.

240.5 Cash purchases must be evidenced by a sales or other proof of vendor receipt. Such documentation, such as register tapes, which may not have vendor identification, must have such identification added by hand and initialed by the approving officer.

250.0 PURCHASING CONTROLS AND PROCEDURES

250.1 Colleges are encouraged to prepare requisitions or check request forms for imprest fund purchases.

250.2 All purchases made in New York State are exempt from State and local taxes.

250.3 All imprest fund invoices must provide the vendor's name, address and tax

identification number.

250.4 Invoices should properly describe the items purchased and provide separate prices for each item.

250.5 All appropriate discounts should be taken and noted on the invoice.

260.0 IMPROPER EXPENDITURES

The following expenditures cannot be authorized and processed through the imprest fund:

260.10 Any purchase over $250.

260.11 Salary advances or other salary payments.

260.12 Loans of any kind.

260.13 Travel expenses over $250 (Community Colleges).

260.14 Postage check in excess of $250.

260.15 Personal service costs, consultant fees and temporary office services.

260.16 Continuing monthly expenditures (e.g., ongoing rental of office equipment).

260.17 Any purchase to a single vendor exceeding $2,000 per calendar month. Splitting purchases to circumvent the procurement procedure is prohibited.

260.18 Advertising expenses.

270.0 ACCOUNTING FOR IMPREST FUND

270.10 Encumbrances and/or reimbursements may be reflected in The City University of New York Financial Accounting System (CUNY FAS).

 

300.0 PURCHASES MORE THAN $250 - AND UP TO $5,000

310.0 OVERVIEW

Purchases of goods and services of five thousand dollars or less may be made without competition as indicated in Education Law Section 6218(c).

310.1 A purchase order is issued to a responsible vendor based on the reasonableness of price. Reasonableness of price is to be determined solely at the discretion of the Director of Purchasing within the guidelines stated below.

315.0 SPLIT ORDERING

Splitting purchases at any threshold to circumvent the procurement procedures is prohibited. If one department or several departments are purchasing the same or similar items within a reasonable period of time, the Purchasing Office shall make every reasonable effort to combine the purchases to maximize savings. Knowingly treating purchases of similar goods/services as separate orders shall be considered a violation of policy.

320.0 REQUIREMENTS

The following are required:

320.10 Purchase Requisition.

320.20 Select a responsible vendor after a reasonable price is determined by any of the following methods:

320.21 comparative telephone quotations;

320.22 comparative written and/or faxed quotations;

320.23 discount from published retail price;

320.24 conformance with previous pricing offered within the fiscal year;

320.25 educational discount;

320.26 volume discount; and

320.27 sole source (see Table of Contents)

320.30 After selection of vendor:

320.31 Purchase order is issued to a responsible vendor who offers a reasonable price.

320.32 Prepare the applicable encumbrance documents required by the City and/or State Comptroller (see Appendix).

320.33 Encumber through applicable City and/or State and CUNY FAS systems.

320.34 Comply with all encumbrance procedures pertaining to the City and/or State Comptroller.

 

400.0 PURCHASES MORE THAN $5,000 - AND UP TO $20,000

410.0 OVERVIEW

This section pertains to the procurement of goods and services that are not covered by governmental contracts as indicated in Education Law Section 6218(c) whereby public advertising and formal contract are not required.

410.1 Procurements of $10,000 to $19,999 are advertised by category, quarterly, in the New York State (NYS) Contract Reporter as required by NYS Economic Development Law, Section 142(2)(b).

415.0 SPLIT ORDERING

Splitting purchases at any threshold to circumvent the procurement procedures is prohibited. If one department or several departments are purchasing the same or similar items within a reasonable period of time, the Purchasing Office shall make every reasonable effort to combine the purchases to maximize savings. Knowingly treating purchases of similar goods/services as separate orders shall be considered a violation of policy.

420.0 REQUIREMENTS

The following are required:

420.1 Purchase requisition.

420.2 Solicitation of bids:

420.3 Standardized Invitation to Bid (ITB) form is usually used and mailed to a minimum of five qualified persons, firms or corporations, each engaged independently in the same service or type of business.

420.4 Faxed bids are not acceptable.

420.5 Purchases between $10,000 and less than $20,000 involving computer software and hardware; telecommunications service and equipment; vehicles; sole-source contracts, and the use of vendors other than CUNY-wide contract vendors require that colleges submit the University Contracting Approval form (see Appendix) to secure prior approval for purchase. For vehicle purchases, prior approval must be secured from the vehicle control officer in the University Budget Office (UBO).

420.6 The University Contracting Office shall consult with University Information Services for all types of purchases applicable to their area of expertise.

430.0 PROCEDURES

The following procedures must be followed in preparing invitations to bid.

430.10 Invitations to Bid shall contain the provisions outlined in the following:

430.11 Bid number;

430.12 Requisition number;

430.13 The date bid is being mailed out;

430.14 Description (type of merchandise on bid);

The quantity and quality of the supplies, materials or equipment to be furnished and the nature and extent of the work, labor or service to be performed. The College should specify items by manufacturer, brand name, etc., to indicate minimally acceptable standards for an item. "Or equal" must be stated and "substitutes" will be judged on a comparison basis with the original specifications. Drawings or renderings and/or technical documents usually accompany the specifications for individual projects and they must be included as part of the contract document.

430.15 Delivery Date: _____________

430.16 Bids received by (opening date and time);

430.17 Recommendation: allow for a minimum of ten business days between issuance of
the bid document and the bid opening date;

430.18 Vendors solicited (name/address); and

430.19 Purchasing department, contact name, and phone number.

430.20 Note: It is recognized that there are occasions when telephone bids or quotations
may be used. Such a departure from established procedure should be considered
the exception, and not the normal process. In any case, the documentation of the
bid tabulation should be comparable and the specifications shall be written
explicitly and faxed to each vendor.

430.21 Complete a bid tabulation (see Table of Contents)

440.0 Evaluate bids and award contract (see Table of Contents)

450.0 ACCOUNTING

450.10 After Award of Bid:

450.11 Prepare the applicable encumbrance documents required by the City and/or State Comptroller (see Appendix);

450.12 Encumber through applicable City and/or State and CUNY FAS Systems; and

450.13 Comply with all encumbrance procedures pertaining to the City and/or State Comptroller.

 

500.0 PURCHASES MORE THAN $20,000/FORMAL CONTRACT

This section pertains to the procurement of goods and services after advertisement for bids not covered by governmental contracts as indicated in Education Law Section 6218. These guidelines are to be read in conjunction with the CUNY boilerplate contract.

505.0 SPLIT ORDERING

Splitting purchases at any threshold to circumvent the procurement procedures is prohibited. If one department or several departments are purchasing the same or similar items within a reasonable period of time, the Purchasing Office shall make every reasonable effort to combine the purchases to maximize savings. Knowingly treating purchases of similar goods/services as separate orders shall be considered a violation of policy.

510.0 REQUIREMENTS

The following are required:

510.10 Purchase requisition with specification;

510.11 Formal contract documentation;

510.12 Approval of contract documents "As to Form" required by CUNY Office of General Counsel (CUNY General Counsel) and the New York City (NYC) Corporate Counsel (Community Colleges) prior to bidding;

510.13 Board Resolution (see Table of Contents); and

510.14 Public advertisement in City Record and NYS Contract Reporter. Anticipated procurements in excess of $200,000 are listed semi annually in the NYS Contract Reporter as required by NYS Economic Development Law, Section 142(5).

520.0 PROCEDURES

Procedures to be followed:

520.10 After receipt of purchase requisition from the user department, prepare and submit Board Resolution to the Office of The Vice Chancellor for Budget, Finance and Information Services in accordance with the schedule issued annually;

520.11 Review contract specifications;

520.12 Prepare standard boilerplate contract including specifications and prevailing wage rate table, if applicable; and

520.13 Submit the contract document to the CUNY General Counsel with the General Counsel Approval Form.

520.14 Note: Community Colleges must: Submit contract document to the NYC Corporate Counsel for approval "as to form" before submitting advertisements.

520.20 Advertising

Upon receipt of approval from CUNY General Counsel and/or NYC Corporate Counsel, solicit bids by public advertisement;

520.21 Submit the City Record ad and NYS Contract Reporter ad with the same bid opening date. The City Record ad must appear in at least ten (10) successive issues;

520.22 Submit NYS Contract Reporter ad in accordance with the calendar issued by the Department of Economic Development; and

520.23 Ads may be in any other newspaper of general circulation.

520.30 Contents of Advertisement

The advertisement shall include the following:

520.31 The place where the contract documents may be obtained;

520.32 The location, date and time when the bids will be submitted and/or publicly opened;

520.33 A brief description of the supplies, materials and equipment to be furnished and of the work, labor or service to be performed;

520.34 Date, time and place of mandatory pre-bid conferences and site-visits, if applicable; and

520.35 Bond requirements, insurance requirements and any other information specific to the project.

520.36 Forward copies of contract documents to those who have requested them. Additional sources of potential bidders include FAS and college bid lists, vendors listed in the NYS Certified Directory, and any other available sources.

520.40 Receipt of Bids (see Table of Contents)

520.41 The only information that shall be disseminated to bidders during the bid process is information relevant to the current proposal. All responses to questions raised by individual prospective bidders are to be sent to all prospective bidders as an addendum (see Table of Contents and Appendix). If an attendee at the mandatory pre-bid conference requests an attendee list, the list must be furnished to all prospective bidders who attended the conference.

520.42 No further questions are answered after a date designated by the College.

520.43 Do not give out the identity of bidders and the number of bids received, except to appropriate college personnel.

520.44 Bids shall be publicly opened on the time, day and place specified in the contract document. The contract proposal's due date and/or time may be different from the bid opening date and time.

520.45 Begin bid opening at the prescribed time; announce the name of the bidder; record bid totals (base bid from bid sheet) on tabulation sheet, which is signed by the individual recording the bids and the Director of Purchasing or designee.

520.46 Late bids shall be returned unopened within no more than five (5) days after bid opening date. If the late bid is the only bid, consult with CUNY General Counsel.

520.47 No questions are answered at the time of the bid opening since the bids must be fully analyzed and awarded by the College after careful review and evaluation.

520.48 Note: A bidder may withdraw his bid at any time before the opening of the bid.

520.50 Complete a bid tabulation (see Table of Contents).

520.60 Evaluate bids and award contract (see Table of Contents).

520.70 AMENDMENTS TO BID SOLICITATION

520.71 Occasionally, after bid documents have been prepared and distributed, but prior to bid opening, there arises a need to modify such items as specifications, delivery schedules, quantities, etc.; or, ambiguous terminology needs to be clarified, or errors and oversights need to be corrected. In such cases, verbal alterations to bid documents must not be made. Interpretations of a material consequence must be clarified in writing to all potential bidders. This action is necessary to ensure that all bidders are bidding on the same basis and have the same understanding of the requirements.

520.72 Any addenda must be acknowledged by all prospective bidders. All addenda become a part of the final executed contract.

520.73 Any addendum reflecting an amendment to a bid document must be issued on the approved form (see Appendix), as prescribed by the CUNY General Counsel. Any such addendum becomes part of the final executed contract.

520.74 Any addenda must be acknowledged by all prospective bidders. The addenda become a part of the final executed contract issued to the awardee. If an attendee at the mandatory pre-bid conference requests an attendance list, the list must be furnished to all prospective bidders listed.

520.80 REQUIREMENTS FOR SIGNATURE OF THE SECRETARY OF THE BOARD OF TRUSTEES

After the Board Resolution is approved by the Board of Trustees, request a True copy from the Office of the Secretary, using the applicable forms (see Appendix).

520.81 Compare the amount of the Board Resolution with the amount of the anticipated contract award. If the pending award exceeds the Board Resolution by 10%, an amendment to the Board Resolution must be obtained prior to forwarding the Contract for signature by the Secretary of the Board.

530.0 COMPLETION OF CONTRACT DOCUMENTS

Prepare a minimum of three Contract documents; send an award letter to the vendor with the documents for signature and request a staffing plan.

530.10 Complete Signature and Acknowledgement Pages; the vendor must sign and obtain notarization on the appropriate page on each copy of the document.

530.11 The successful bidder should return all contracts signed and notarized within ten days.

530.12 Notify all unsuccessful bidders with the return of their bid check, if applicable, that the contract has been awarded to others.

530.13 Upon receipt of the signed Contracts, the College must complete the CUNY Certificate of Appropriation in the contract document.

530.20 SIGNATURE BY THE SECRETARY OF THE BOARD OF TRUSTEES

Submit all completed contract documents and a true copy of the Board Resolution to the CUNY General Counsel for signature by the Secretary of the Board of Trustees; also, enclose a copy of the CUNY General Counsel Approval form, filling in the applicable blanks.

530.30 ACCOUNTING

Upon receipt of the signed contract documents:

530.31 Prepare the applicable encumbrance documents required by the City and/or State Comptroller (see Appendix);

530.32 Encumber through applicable City and/or State and CUNY FAS Systems; and

530.33 Comply with all encumbrance procedures pertaining to the City and/or State Comptroller.

530.40 RECEIPT OF APPROVED CONTRACT FROM CITY/STATE COMPTROLLER

After receipt and registration of an approved Contract by the City and/or State Comptroller, forward the approved Contract to the vendor with a letter of approval. Forward a copy to the user department at the College. Return contractor's bid deposit check, if applicable.

 

540.0 PRE-BID CONFERENCE

540.10 OVERVIEW

At the option of the College, a pre-bid conference and/or site visit may be required for Invitations to Bid, Requests for Proposal and/or Contract Proposals. The purpose of the pre-bid conference or site visit is to clarify the specifications and answer any questions from potential bidders.

540.20 REQUIREMENTS

The following are required:

540.21 Whenever there is a pre-bid conference, attendance must be mandatory to ensure that there is fairness in any discussions, disclosures or additional information shared with all prospective bidders and proposers;

540.22 Written attendance should be taken; all bidders must sign an attendance sheet;

540.23 The elapsed time between availability of bid documents and the deadline for submission varies. Pre-bid conferences should take place within a reasonable time after the distribution of bid documents. The opening should be a minimum of two weeks after the pre-bid conference to allow for preparation and distribution of any addenda; and

540.24 Many questions raised at the pre-bid conference will be answered directly by the Director of Purchasing. Should questions arise that cannot be answered, an addendum must be sent to all attendees.

 

550.0 RECEIPT OF BIDS

550.10 It is the bidder's responsibility to deliver the bid in a sealed envelope, addressed as provided in the Bid Proposal, on or before the time and place designated.

550.11 Delivery of bids sent by mail are sent at the risk of the bidder and will not be considered if they arrive after the bid submission deadline.

550.12 The Director of Purchasing or his designated authorized representative shall maintain a consistently secured area for receipt and safekeeping of bids. The date and time of receipt shall be stamped thereon, and bids which are duly presented shall be deposited in such receptacle.

 

560.0 BID TABULATION

560.10 OVERVIEW

The Bid Tabulation form must be completed prior to the award of Contract in order to properly evaluate bids received (see Table of Contents and Appendix). The completed form must reflect all appropriate items listed below:

560.20 REQUIREMENTS

The following are required:

560.21 Bid number;

560.22 Date opened;

560.23 Quantity/Unit requested on bid;

560.24 Name of Bidder;

560.25 Any ancillary changes bidder has added to base cost of goods and/or services;

560.26 Extensions for each item on the bid;

560.27 Total amount of Vendor's bid;

560.28 Signature of individual tabulating and/or checking the bid; and

560.29 Any remarks, special notation or explanation in relation to the bid.


570.0 BID EVALUATION AND AWARD OF CONTRACT

570.10 OVERVIEW

After bids have been received and tabulated, the Director of Purchasing or designee must review all proposals to insure that the vendor complied with specifications, signed, notarized and affixed corporate seal, if applicable, and/or completed the following required sections (in a formal contract) before awarding the bid to the lowest responsible bidder:

Vendor Classification

Part III - Special Instructions

Part IV - Information from Bidder

Bid Bond - Applicable only if bidder is not submitting a bid deposit of 2%

Part VIII - Bid Sheet

Award the contract within the period of time stipulated in the bid document.

570.20 CONSIDERATION FOR AWARD

The Director of Purchasing or designee must evaluate, not only the net cost to the

College, but:

570.21 The bidder's responsiveness, and whether or not he is the lowest responsible bidder, unless it is an RFP (see Table of Contents);

570.22 Compare the products or services offered with those requested in the specification;

570.23 Bidder's signature, date, and phone number must appear on bid;

570.24 Confirm price totals;

570.25 Notation of any determination, if in the best interest of the College, to split the bid or award it in the aggregate, re-bid or void the bid, if applicable;

570.26 Rejection of substitution (state reason), if applicable;

570.27 RE-BID (state reason), if applicable; and

570.28 If bidder is bidding on substitutions, determine whether appropriate literature has been attached indicating brand name, model number, with all pertinent information, an if a sample (where applicable), has been supplied.

570.29 Obtain an engineer's estimate from the Department of Campus Planning or the Facilities Department, where applicable.

570.30 Contractors must be able to demonstrate the following:

570.31 A high standard of integrity, e.g., no lien against them for failure to pay a sub-

contractor;

570.32 Financial stability, e.g., the ability to obtain performance bonds;

570.33 Contractors may be required to submit proof of past performance on similar projects;

570.34 Contractors may be required to show proof of nondiscriminatory labor practices; and

570.35 Contractors may be disqualified for award if they become insolvent or make assignment on behalf of creditors or file petitions of bankruptcy or fail to complete other projects when notified to do so by CUNY.

570.40 In determining the low bidder, the Director of Purchasing must:

570.41 Compare all prices and check for any clerical errors;

570.42 Calculate and determine shipping costs when the FOB point is other than destination;

570.43 Compute the lowest net cost to the College; and

570.44 Determine if it is in the best interest of the College to split the bid or award it in the aggregate, or re-bid, or void the bid. Expenses associated with the administration of multiple contracts must be considered.

570.45 After arriving at a determination of the lowest bidder(s), the Director of Purchasing must evaluate the bidder's responsiveness. A responsive bid is one, which is in conformance with the requirements of the specifications. Bidders who substitute their standard terms and conditions for CUNY's, or who qualify their bids in such a manner as to nullify or limit their liability to the College, are nonresponsive bidders. Other examples of nonresponsive bidders are:

570.46 Bidders who fail to conform with required delivery schedules as set forth in the specifications or in the permissible alternatives;

570.47 Bidders who qualify their prices in such a manner that the bid price cannot be determined; that is, the "price in effect at time of delivery" remains unknown; and

570.48 Bidders who make their bids contingent upon their receiving an award on other bids that are currently under consideration.

570.50 WITHDRAWAL OF BIDS

570.51 A bidder may withdraw his bid at any time before the date of opening of bids; thereafter a bidder may withdraw his bid only after the expiration of sixty (60) days from the opening of bids and prior to any actual award. Any withdrawal of a bid shall be in writing.

570.52 A bidder, within three (3) days after the opening of bids, may serve written notice that he has made an honest mistake in his bid. Within five (5) calendar days thereafter, bidder shall furnish documented proof of such honest mistake to CUNY. If CUNY determines, upon clear and convincing proof and pursuant to law, that the bidder has made an honest mistake, bidder shall be permitted to withdraw such bid and the security shall be returned, less such sum as CUNY shall determine to be the amount in which CUNY has been damaged.

 

580.0 TIE BIDS

580.10 The following methods of evaluating tie bids may be used:

580.11 Determine and identify the identically low bid which is more responsive and make the award; or

580.12 When identically low bids include delivery dates, award to the bidder with the earliest delivery date (please note that bidders must have indicated a specific date; i.e., the term "as needed" is not acceptable because this "date" is uncertain); or

580.13 Award "by lot," in which case the drawing of lots must be witnessed by at least two individuals, and the event must be recorded and kept on file by the Director of Purchasing.

 

590.0 EVALUATION OF SINGLE RESPONSE

The Director of Purchasing shall be responsible for determining the cause of only one responsive bid being offered, and for taking appropriate remedial actions. The Director of Purchasing should make a good faith effort to question those who failed to respond and obtain their reasons, re-evaluate the ad, and/or consult with the manufacturer for other potential bidders. If investigation reveals that the specifications were at fault, seek advice of CUNY General Counsel. A decision will be made regarding the next step.

 

600.0 POST CONTRACT CHANGES

610.0 DECREASES AND/OR INCREASES TO PURCHASE ORDERS AND/OR CONTRACTS

Decreases and/or increases to purchase orders and/or contracts may be processed if the specifications and/or terms and conditions of the agreements give the College the authority. The documentation and process shall be in accordance to rules and regulations promulgated by the City/State Comptroller and the University Accounting Office.

620.0 ASSIGNMENTS

If a vendor with whom CUNY has either a Contract (or a Purchase Order) has any change in name or form, e.g., assigns the Contract, transfers its right, title or interest in the Contract to any other entity, merges with another entity, becomes a subsidiary of another entity, conveys, sublets or otherwise disposes of the whole or any part of the Contract to another entity, the vendor is required to obtain prior written approval from CUNY. This regulation governs contracts, pursuant to NYS Finance Law Section 38, which is a part of all CUNY contracts (see NYS Appendix A, Section 2); Purchase Orders are subject to identical regulations, see Terms and Conditions, Paragraph M. CUNY General Counsel has prepared a Letter of Assignment, which has been approved by the NYS Attorney General's Office. Colleges are strongly advised to seek the advice of counsel when encountering such a situation.

630.0 TERMINATION OF A CONTRACT

The College must consult with the CUNY General Counsel.

640.0 POORLY PERFORMING VENDORS

If a vendor is not performing according to the terms of the contract, follow this procedure:

640.10 Inform the vendor verbally what the problem is and what you expect him to do to remedy it. Keep a written record of all such conversations;

640.11 If the vendor continues not to comply after two or three such conversations, send a written request, to the President of the Company, stating those sections of the specifications with which he is not complying. Indicate that the College expects full and immediate compliance. In the alternative, state that the College expects full compliance within an appropriate time, such as five or ten business days.

640.12 If the vendor continues not to comply, send the same letter but add the following statement:

640.13 Please note that (name of company) has been advised of these problems by telephone conversation on date (date and person), (date and person) and (date of person) and by letter sent to you (date). Unless this matter is resolved within three business days of your receipt of this letter, the matter will be turned over to counsel;

640.14 Send the above letter certified mail, return receipt requested, overnight mail or by hand delivery, with a receiving signature.

640.15 If the vendor does not reply satisfactorily within the stated time period, contact CUNY General Counsel.

640.16 No contract over $20,000 may be terminated without the advice of CUNY General Counsel.

650.0 RENEWALS

650.1 The original contract should be reviewed for the following: terms of renewal, price escalation provisions and any other relevant issues. Additionally, the contract file should be reviewed for any performance problems and associated corrective actions.

650.2 The requisitioning department may be contacted for input on vendor performance.

650.3 If substantial specification changes are required, a new bid should be considered.

650.4 The renewal process involves sending a standard renewal letter (see Appendix) to the vendor.

650.5 If the College elects not to renew the Contract, no action is required.

650.6 A Board Resolution is required for renewals of more than $20,000 annually. (See Table of Contents and Appendix)

650.7 Vendor's acceptance is evidenced by appropriate signature on the renewal letter.

650.8 A letter with appropriate documentation should be sent, when required, to City/State Comptroller. If the purchase is less than $20,000, a purchase order is issued with all related documents to substantiate the renewal.

 

660.0 BOARD OF TRUSTEE RESOLUTIONS

NOTE: THIS SECTION IS DUE TO BE REVISED IN THE NEAR FUTURE BASE UPON AN UPDATE TO THE EDUCATION LAW 6218.

660.10 OVERVIEW

All single purchases of more than $20,000 require approval of the Board of Trustees. Approved purchases are authorized in the form of board resolutions. The Secretary of the Board annually issues the board calendar.

660.11 Proposed resolutions shall be included in the following University reports based upon the dollar amount:

$20,000-$49,999: Chancellor's Report.

$50,000-$99,999: University Report.

$100,000 and up: Policy Calendar, except renewals.

660.20 PROCEDURES

660.21 Colleges must use the standard model board resolutions developed by the CUNY General Counsel in preparing these documents. Resolutions in nonstandard format will not be forwarded to the Board of Trustees.

660.22 If none of the standard model board resolutions are applicable, forward a draft resolution to CUNY General Counsel for approval prior to the submission to the Fiscal Affairs Review Committee.

660.23 All fiscal matters for the calendar must be formally transmitted by the College President (or designated Vice President or Dean) to the Vice Chancellor for Budget, Finance and Information Services by the established deadline dates.

660.24 Fiscal items should be submitted in the manner prescribed by the Secretary of the Board of Trustees with a diskette.

660.25 Each item must be accompanied by its own completed review form. All items must be summarized on the Fiscal Review Control Sheet.

660.26 Each item must include a detailed breakdown of the cost estimate reflected in the Resolution. Contract renewals will, in addition, require a line by line breakdown of the projected cost vs. prior year expenditures. In cases involving maintenance, a cost analysis of time and materials option vs. cost will be required.

660.27 As specified on the contract review form, each submission must be accompanied by a description of the item on a separate sheet of paper. The description should include enough background information so that someone unfamiliar with the item can understand it and the reason the College is recommending action at this time.

660.28 Eleven (11) copies of the entire submission are to be sent to the Vice Chancellor for Budget, Finance and Information Services c/o Fiscal Review Committee, 535 East 80th Street, New York, New York 10021.

660.29 Upon review by the Vice Chancellor's office, the College will be advised of the status of its submission with the return of the Fiscal Review Control Sheet with indication as to whether the items have been approved, need revision or should be withdrawn.

660.30 Upon approval, the College is authorized to submit resolution(s) to the Secretary of the Board of Trustees.

 

700.0 CAPITAL PROJECTS

With the exception noted below, purchases from capital funds are subject to the same rules and procedures as are detailed throughout this Manual.

700.1 Capitally funded purchases of goods and services under $20,000 are to be made on CUNY Invitation to Bid/Purchase Order.

700.2 Capitally funded purchases of goods and services over $20,000 are to be made on the CUNY goods and services boilerplate contract.

700.3 Purchases of construction services under $20,000 are to be made on CUNY Invitation to Bid/Purchase Order.

700.4 Senior college purchase of construction services over $20,000 are to be made on CUNY senior college construction boilerplate contract.

 

700.5 Community college purchases of construction services over $20,000 are to be made on CUNY community college construction boilerplate contract.

700.6 Bid security, performance bonds and payment bonds - see Table of Contents.

700.7 Prevailing Wage Rate - see 520.12.

 

800.0 CONSULTANT/PROFESSIONAL SERVICES

810.0 For architectural, engineering and surveying consultant contracts less than $20,000, see 700.2. See Appendix.

812.0 For architectural, engineering and surveying consultant contracts between $20,000 and $25,000, the procedures outlined in 814.0 are to be used

814.0 Contracts for architectural, engineering and surveying services over $25,000 are subject to State Finance Law Section 136-a5. See Appendix.

820.0 SERVICES IN EXCESS OF $20,000

For architectural/engineering services all procurement guidelines pertain, except as indicated below:

820.20 A Scope of Work Statement is obtained from Campus Planning or the Facilities department of the College;

820.21 A pre-award conference is held prior to the due date of the proposals to answer any and all questions pertaining to the RFP and a site visit is held immediately after the pre-award conference;

820.22 A committee is established to review all proposals received. This committee may be comprised of members from Campus Planning, Facilities, the Department for whom the work is being done, and the Purchasing Office;

820.23 Six to ten proposals are accepted for presentation to an interview committee;

820.24 The interview committee is formed. This committee consists of members from those departments listed above as well as at least one representative from the Department of Design Construction and Management;

820.25 Proposers are requested to respond to a list of ten technical questions, the committee establishes a point-award system for evaluating respondents;

820.26 The top three technical point awardees are asked to provide a dollar requirement for their proposal. If the amount from the top technical point awardee is in excess of the suggested budget, the College may request that the proposer reconsider his price. If the amount is still in excess of the budget, the proposal must be removed from consideration for the project. The College then moves on to the next technical point awardee, analyzes that price, and repeats the process, as necessary;

820.27 A minimum of three copies of the Consultant Agreement with the Scope of Work Statement attached, along with a Time of Completion Schedule, should be forwarded to the successful bidder with a letter of transmittal. These documents are to be completed and signed by two officers of the corporation. The bidder is obliged to provide the necessary insurances, as outlined in the contract "boilerplate."

840.0 BID SECURITY, PAYMENT BONDS AND PERFORMANCE BONDS

840.10 OVERVIEW

Requiring security and bonds as a part of the bidding and award process, and as applicable until completion of a Contract, is intended as a protection to the College against bad faith or failure on the part of bidders and contractors.

840.11 Bid Security or a bid bond affords protection against a bid being withdrawn after bids have been opened. It is a representation that the bid is submitted in good faith. The amount of a bid deposit check is 2%, or 3% for construction contracts, and a bid bond is 10% of the amount of the total bid price. The security is retained until award of a contract or, if no award is made, until the bids may be withdrawn. Bid security or a bid bond is required for all construction contracts in excess of $20,000.

840.12 Payment Bonds are required for construction contracts over $50,000. They guarantee payments by the successful bidder to material suppliers and subcontractors. This bond is equal to 100% of the amount of the total bid price. They are furnished by a properly licensed surety company and provide for fulfillment of the contract obligations by others in the event of default by the successful bidder.

840.13 Performance Bonds are required for construction contracts over $50,000. They are furnished by a properly licensed surety company and provide for fulfillment of the contract obligations by others in the event of default by the successful bidder. As with payment bonds, the amount of a performance bond is 100% of the amount of the total bid price.

 

850.0 EMERGENCY PURCHASES

850.10 DEFINITION OF "EMERGENCY"

850.11 An "emergency" is defined as an instance or situation where a threat to health, safety, life or limb exists, or where a necessary service is threatened with material damage or suspension, or where college buildings or property are threatened.

The legal standard for bypassing normal required competitive bidding is that there is an unforeseen occurrence or condition. An occurrence or condition is unforeseen when it is not anticipated; when it creates a situation, which cannot be remedied by the exercise of reasonable care.

There must be a "good faith" emergency which must not have been caused by dilatory behavior.

850.20 CONTRACT EMERGENCY PROVISIONS

850.21 Every contract for material or work to be done under these emergency provisions shall be subject to the following requirements:

850.22 The Business Manager or designee shall issue a Declaration of Emergency prior to any action letting a contract for services to remedy the emergency. The Declaration shall include a brief description of the nature of the problem and the reason why it must be dealt with as an emergency;

850.23 In every instance, the Business Manager or designee must make an effort to obtain at least three (3) competitive bids or proposals from qualified contractors to undertake the necessary work;

850.24 Where time permits, the bids or proposals shall be in writing. Where bids are obtained by telephone because of time urgency, a record of such bids shall be kept;

850.25 When at least three (3) competitive bids or proposals are not obtained because of time urgency or other factors, the Business Manager or designee shall provide a written explanation in a memorandum of record; and

850.26 Copies of the Declaration of Emergency, and a record of Competitive Bids or proposals obtained, or an explanation as to why they could not be obtained shall be forwarded promptly to the Vice Chancellor for Budget, Finance and Information Services and General Counsel and Vice Chancellor for Legal Affairs.

850.27 After the Business Manager or designee has complied with the foregoing requirements, the following actions shall be taken:

850.28 The Business Manager or designee shall advise the contractor who is the lowest responsible bidder, to proceed to meet the emergency; and

850.29 The Business Manager or designee shall be responsible for compliance with current NYS Contract Reporter notification requirements.

 

860.0 CUNY-WIDE CONTRACTS

860.10 Nothing in the Education Law Section 6218 precludes participation by more than one unit of CUNY in a contract or purchase negotiated by another unit or by the University Contracting Office provided that all provisions of these Regulations are followed and stipulated in the contract.

860.11 If there is a CUNY-wide initiative in the procurement of goods and/or services, all colleges shall participate unless there is a reasonable justification for the nonparticipation of any college. The justification shall be submitted by the Dean/Vice President of Administration or designee to the Director of University Contracting.

 

870.0 SOLE SOURCE JUSTIFICATION

870.10 The following information is required to justify such sole vendor purchases:

870.11 An explanation as to why only one source is available;

870.12 A determination of the reasonableness of the total amount to be paid for the goods and/or services;

870.13 The basis for estimating the quantitative aspects of the proposal (e.g., labor hours, number of trips, reproduction costs, etc.);

870.14 The basis for computing hourly pay rates;

870.15 The basis for comparing the overhead rate, including a comparison with the vendor's actual experience rates, and the basis for allocating such costs to the contract; and

870.16 The reasonableness of the fixed fee in those instances where a fixed fee is to be paid in addition to reimbursable costs.

 

900.0 REQUEST FOR PROPOSALS

900.10 WHEN TO USE A REQUEST FOR PROPOSAL (RFP)

900.11 An RFP is used when a service or product is needed to fulfill a generalized function, but the specifics are not clear or mandatory for the College or the end-users. In such cases, the vendors "propose" ways in which the results will be achieved by their companies individually. The selection is made based on the merits of the proposal and the proposer and method of achieving the desired results either including or exclusive of Price. An RFP differs from an Invitation to Bid in that the cost is not the primary determining factor or basis of award.

900.12 An RFP is also used when the required service involves a commission to the College rather than a cost. In this case, a higher commission is a factor in the selection, as opposed to a lower price.

900.20 SUMMARY OF THE PROCEDURE:

900.21 The College, via an evaluation committee, develops a clear set of requirements and problems to be solved by an outside vendor;

900.22 Qualified vendors are invited to submit their proposals and the costs;

900.23 Proposals are evaluated by the committee based on predetermined criteria communicated to all proposers prior to submission;

900.24 A first-round "cut" may be desirable after which the remaining contending proposers are invited to be interviewed regarding their proposals; and

900.25 A final selection is made by the committee and a vendor is awarded the project.

900.30 DETAIL PROCEDURES

In further detail, the process is as follows:

900.31 A requisition is required;

900.32 A committee must be established to develop the full set of requirements, evaluation criteria and method of proposal submission;

900.33 The Committee should be made up of appropriate department personnel end-users, and a knowledgeable representative of the Purchasing or Business Office;

900.34 It is important that the representative of the Purchasing Department or Business Office take a leadership role in maintaining the integrity of the RFP process;

900.35 The Committee first establishes the College's requirements for the given product or service and any important aspects that need to be addressed by the successful proposal;

900.36 Based on the requirements, the evaluation criteria are established and organized in such a way as to assign weighted point values to all important aspects of the proposal, including cost if cost is a factor;

900.37 The possibilities for the evaluation criteria are based upon the service or product. Some possibilities are: appearance (aesthetics), ease-of-use, speed, efficiency, cost, durability, etc.; and

900.38 Criteria can also address the company's qualifications; i.e., years of experience, successful implementation of similar or identical service elsewhere, financial security, etc.

900.39 If interviews will be held, the Committee must also decide a basis on which to make a "first cut,"how many interviews will be conducted, how interviews will be conducted and evaluated, and in what kind of time frame the entire process will take place.

900.40 Proposer selection

Since the College will rely on the vendors (designers, engineers, consulting firms, etc.) to address and fulfill the given need, finding qualified vendors is critical to a successful RFP.

900.41 Qualifications, experience and references are paramount and, when possible, should be reviewed prior to the letting of the RFP.

900.42 Financial viability of the company is also an important consideration.

900.43 Recommendations from other colleges may prove beneficial.

900.50 The "let" document

900.51 The "let" document which is sent to the qualified vendors should include the following:

900.52 As complete a description of the required services or product as possible;

900.53 A description of the evaluation criteria, or a copy of the evaluation form indicating the weighting factors that will be used to judge the proposals; and

 

900.54 A description of the entire selection process including first submission requirements, cuts, interviews, and final selection and award.

900.60 The "Two-Envelope Submission"

900.61 This process is used when price is not an issue in determining the best solution to the College's need.

900.62 In this case, the Proposers are asked to submit the quote for their proposal in a separate sealed envelope. No cost or commission should be evident in the body of the proposal.

900.63 The RFP can also request the proposer to provide the following information:

900.64 Understanding the problem, the work to be done or the program, and the approach to be used to achieve the objectives, including details of tasks involved in the proposers approach;

900.65 facility and capability data, including related experiences and credentials of key personnel; and

900.66 pricing, including a price breakdown and cost schedule.

900.70 Receiving Proposals

900.71 The One-Envelope method with cost as a weighted factor.

900.72 The Proposal-Opening must be conducted in an identical manner to a common bid opening. All submissions to be clocked in, all attendants to sign in and only submission prices are to be read aloud. (Reading of prices or commissions can only be done if the RFP is a Single Envelope Proposal.)

900.73 The Two-Envelope Method

In this case, since envelops containing quotes remain sealed, only the names of the proposers and their submission of both a proposal and a sealed quote within the time required by the RFP can be established at a public opening.

900.74 Evaluation Process

As with an ITB, each proposal is reviewed by Purchasing for general

responsiveness and completeness; nonresponsive proposals can be rejected.

900.75 Proposals are reviewed by the Committee members and scored in strict accordance to the established evaluation form. It is recommended that the committee meet to discuss the proposals as well as completing the evaluation form.

900.76 If interviews or presentations are to be conducted, it is recommended that from three to five proposers with the highest scores be asked to come in for an interview to discuss their proposal.

900.77 If interviews have not been established as a part of the evaluation process, the job can be awarded based on the highest scores on the evaluation sheet.

900.80 In the Two-Envelope Submission

The proposals are evaluated according to the evaluation sheets but not according to price. When a proposal is selected, the accompanying price quote is opened, and this vendor is awarded the order.

900.81 In this price, since price was not weighted in the evaluation, negotiation can take place with this vendor to either increase commission or reduce price.

900.82 If more than one proposal is judged to adequately fulfill the requirements of the College on the basis of the scoring, cost becomes the determining factor, and the quotes of all the satisfactory proposals are opened. The proposer with the lowest quote or highest commission is then awarded the order.

900.90 Award

For an agreement under $20,000, a purchase order is processed to the vendor with reference to his proposal and all necessary terms and conditions.

900.91 RFPs for contracts over $20,000.

900.92 As with all formal contracts, an RFP for an estimated amount over $20,000 and above must be publicly advertised and a boilerplate must be used. Consultation with CUNY Office of General Counsel is advised.

900.93 For registration with the City and State, the guidelines of the respective contracting offices should be consulted early in the preparation of the RFP.

900.94 Rejection of Proposals

Each unsuccessful proposer should be sent a polite rejection letter. In the case of a Two-Envelope Submission, the unopened quote should be returned to the vendor with the rejection notice. A copy of the date-stamped envelope is retained with the RFP file in the Purchasing Department.

900.95 Documentation

All RFP documents, including letters, notes from interviews and particularly the scored evaluation forms are required documentation to make the award and serve the same purpose as an Invitation to Bid with its associated Bid Tabulation, specifications, etc.

 

910.0 PRINTING

The procurement of printing is governed by the Education Law 6218 as any other purchase of goods and services.

 

920.0 CUNY'S MINORITY/WOMEN'S BUSINESS ENTERPRISE DEVELOPMENT POLICY

The City University of New York is committed to enhancing the participation of minority and women-owned business in the University procurement process to the fullest extent possible.

Pursuant to NYS Executive Law Article 15-A, and the rules and regulations promulgated by the New York State Department of Economic Development, Division of Minority and Women's Business Development, CUNY seeks to maximize the procurement of goods and services from Minority/Women's Business Enterprises using all available means that do not conflict with Education Law Section 6218.

Specific initiatives encouraged by the City University in advancing this policy include, but are not limited to:

- Insuring that minority and women vendors are included in all solicitations;

- Regular participation by college and purchasing personnel in trade fairs throughout the metropolitan area; and

- Hosting workshops for vendors on college purchasing processes.

 

930.0 GOVERNMENT CONTRACTS - STATE, CITY, BOARD OF EDUCATION AND FEDERAL GOVERNMENT (GSA)

OVERVIEW

930.10 Purchases from government contracts through the state of New York, city of New York, and the board of education of the city of New York or the federal government are permitted as indicated in Education Law Section 6218(h).

930.20 PROCEDURES

Purchase requisition required;

930.21 No formal contract required;

930.22 No bidding required;

930.23 Public advertisement is not required;

930.24 Purchase Order is required;

930.25 Board Resolution is required if total amount of purchase is more than $20,000;

930.26 Encumbrance required through City or State and CUNY FAS system if the total amount of purchase is in excess of $250. Encumbrances less than $250 may be encumbered at the discretion of the Purchasing Director; and

930.27 Copy of Board of Education, Federal, City (for senior colleges) and/or State (for community colleges) contracts must be attached to voucher(s) and/or purchase order(s).

930.70 ACCOUNTING

930.71 Prepare the applicable encumbrance documents required by the City.

930.72 Encumber through applicable, City and/or State and CUNY FAS Systems; and

930.73 Comply with all encumbrance procedures pertaining to the City

 

940.0 PROPRIETARY PURCHASES (Preferred Source Vendors)

940.10 Under NYS Correction Law, Article 7, Section 184, and NYS Finance Law 175-a and 175-b, CUNY is required to make purchases from qualified agencies for the blind and other severely handicapped and prisoners, when these agencies can supply suitable products and services. Such purchases are not subject to competitive bidding but are awarded by the Office of General Services. The following agencies are preferred source vendors:

940.11 Industries for the Blind of New York State, Inc.

230 Washington Avenue Ext.

Albany, NY 12203-5316

Voice (518) 456-8671

Fax (518) 456-3587

940.12 New York State Industries for the Disabled

60 Madison Avenue

New York, NY 10010

Voice (212) 889-6618, (212) 889-5640

Fax (212) 545-1316

940.13 Office of Mental Health

Bureau of Psychiatric Rehabilitation Services

44 Holland Avenue

Albany, NY 12229

Voice (518) 474-1704

 

940.14 Department of Correctional Services

Division of Industries (CORCRAFT)

550 Broadway

Menands, NY 12204

Voice (518) 436-6321

940.20 Many items are available such as furniture, mops, paint rollers, adjustable arm lamps; vinyl covered three ring binders, examination booklets, paper clips, etc.

940.21 Request for catalogues of available commodities should be directed to the above addresses.

 

955.0 CERTIFICATION OF RECEIPT OF GOODS AND SERVICES

955.10 Before the Accounts Payable Department can pay any vendor invoice, either central receiving or the department receiving the goods and services must certify that the merchandise was received in good condition, or that services were performed. Inspection is required to ensure that goods have been received and that they meet purchase order/contract specifications, particularly quality and price, prior to payment. The receiving report/certification of receipt must be signed by a designated individual at the time the merchandise is received and inspected. It should not be signed at a later date to satisfy the requirements for making payment.

955.20 In the event of a partial shipment, the shipment details should be indicated on the receiving report to account for the partial shipment and ensure proper payment. In addition, any items for which delivery was refused should be entered on the receiving report with a statement as to the reason for nonacceptance.

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