All purchases using student activity fee funds
must comply with New York State regulations. It should be noted that bids
are required for all purchases over $250. All questions regarding compliance
with New York State bidding and purchasing regulations should be referred
to the Hunter College Association Office. All student organizations are
required to meet with Nicole Hector of the College Association Office before
ordering equipment contracting a printing service, etc.
Students wishing to purchase an item or items for $250 or more should
inform the College Association four weeks in advance. The College Association
office will seek the bids and work with the student group to prepare the
paper work, give the students time to come in to do all necessary corrections
and then send it to the business office.
An overview of the Purchasing Requirements
for Merchandise and Services is as follows:
(Also available here for download
as a printable
Microsoft Word Document).
College Association
Overview of Purchasing Requirements
for Merchandise and Services
For information on requirements regarding Online
Purchasing Policy, please view
The Online Purchasing Policy Requirement.
|
Dollar Range |
Type of Bid (*) |
Purchase Order or Contract |
Comments |
|
$250 or less |
None |
None |
Purchase of $250 and less do not require a
purchase order or competitive bids. Such purchases should not be made
circumvent competition.
No College Association funded group shall
issue more than $2,000 to any vendor during one calendar month.
Approved by CA
11/20/96
Documents required: Request for check, invoice or
advance form.
|
|
$251 and $499.99 |
None |
Purchase Order |
One written price quotation on company’s
letterhead, less than thirty days old. The quotation must include:
- Vendor’s Federal Identification Number.
- Price per unit.
- Units of measure. i.e. boxes, cartons, etc.
- Quantity.
- Delivery Charges, if any.
- Expected delivery date after receipt of
purchase order by vendor.
- Vendor’s name, address, telephone number,
contact person, and fax number.
|
|
$500 to $4,999.99 |
Solicitation or Reasonable Price |
Purchase Order |
“Solicitation” means at least three vendors
must be contacted. The quote or bid from the solicitation may be
received either by telephone or fax. However, the lowest
quotation must be in writing and follow the above listed requirements.
If the award is made to a vendor other than the
lowest bidder, all solicitations must be in writing. In addition, a
letter must accompany the Purchase Order stating the reason why the
lowest bidder was not selected.
The Purchasing Department will evaluate and
approve the transactions. (All vendors must be solicited on the same
type of items and quantities).
If the item is of a sole source nature, the
provider must state, in writing, that they are the only supplier. A
departmental memo is also required indicating that the vendor is a
sole manufacturer, supplier, etc.
|
|
$5,000 or $20,000 |
Informal |
Purchase |
“Informal” means written sealed responses to be
received by specified date and time. At least five written price
quotations are required. |
(*) See sections V.B. through V.F. of Fiscal
Accountability Handbook for comments about bidding.
Note:
- If a sate contract is available, only a written
price quotation is required from the supplier indicating the contract
number.
- A request for check form must be sent to the
College Association will all purchasing requisition accompanied by
required bids.
- Documents will be checked by the College
Association Office, funds encumbered and all documents except the
request for check form will be sent to the Business Office where they
are again checked, and sent to the Purchasing Department for processing.
4.
Payment will not be made until:
a. Goods are received.
b. The original itemized invoice, a copy of the invoice and a copy
of the Purchase Requisition are sent to the College Association Office, TH
214
- The request for check form will be held at the
College Association Office until it is needed for payment.
Notes# 2, 3 & 5 approved by CA 11/20/96
Please allow at least five (5) business days for the issuance of a
Purchase Order by the Purchasing Department.
|
