Award Management Services
Office of
Purchasing
and
Procurement
Outreach Training
Level II – Orders Up To $50,000
Contracts
Module A – General
Research Funded Purchasing
This power point series is designed to walk the campus
user through some of the steps and guidelines for
making purchases using RF funds.
This module provides an overview of RF
procurements up to $50,000.
As with all of our training modules, if this overview doesn’t
address your question or concern, please call Award
Management Services at (518) 442-3196.
Procurements Up To $50,000 in Value

As with all procurements, the process starts with the intention to
buy, a requisition that indicates available funding and a scope of
work or specifications. However, the procurement regulations to be
followed are dictated by the dollar amount of the procurement. In
addition, consideration is given to the frequency of the procurement,
and the gross amount paid to a particular vendor over time.

The Research Foundation for the State University of New York
provides the following guidance;


$0 to $20,000 – Reasonableness of price as determined by the
Purchasing Agent
$20,000.01 to $50,000 – Solicitation of a minimum of three
verbal or written quotes.
What’s “reasonable”?

“Reasonableness of price” is a common
standard in procurement. The guidelines used
to determine this include the fair market value of
a commodity, any educational discount
available, comparisons to similar projects for
research institutions, and the unique
qualifications of a consultant or vendor. This
review may take some investigating, and any
information that you may have to assist in this
determination is always welcome with your
requisition.
Solicitation

A solicitation can be as simple as a verbal
request for prices to a full blown Request
for Proposals. The dollar value and scope
of work will guide this determination.
Please refer to Module IV for a full
explanation of how to conduct these varied
solicitations.
Research Foundation
Regulations Thresholds
$50,000
$75,000
$100,000
$125,000
$250,000>
3 Verbal or Written Quotes
$25,000
Prevailing Wage
$20,000
Liability, Workers’ Compensation &
Disability Insurance
$5,000
Collegiate Licensing
(Applies to the use of the University’s Logo)
<$1,000
Fair Labor
(Applies to Textiles, apparel and athletic equipment)
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Debarment Certification
X
X
X
X
X
X
Equipment Screening
X
X
X
X
X
X
X
X
X
X
X
X
X
3 Written Bids, Quotes or Proposals
Submittal of Lobby Form
3 Sealed Written Bids or Proposals
X indicates that the regulation is required. Award Management Services reserves the right to require
reasonableness at any level using any means necessary.
Regulations Guidance:
Debarment and Suspension: Applies to all agreements in excess of $25,000 and requires applicants to
certify to their best knowledge and belief that:
 neither they, their principals, nor their researchers are presently debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded from covered
transactions by any federal agency
 have, within a 3-year period preceding an application been convicted or had a civil judgment
rendered against them
 are presently indicted or criminally or civilly charged by a government entity with commission
of any of the applicable offenses
 have within a 3-year period preceding the application, had one or more public transactions
terminated for cause or default
Equipment Screening: Federal guidelines require the establishment of procedures that assure the
avoidance of “purchasing unnecessary items". Prior to the procurement of items in excess of
$25,000, a search will be conducted of campus inventory by the Property Control Officer. The
project director is responsible to ensure that purchases are appropriate and necessary to the
conduct of their project. The use of this form facilitates this effort.
Export Controls: As part of National Security, the Federal government limits to and the export of
certain technologies deemed to have a dual purpose. The regulations are governed by the
Commerce Department, State Department and Treasury Department.
Guidance (cont’d)
Fair Labor Laws:
It is the policy of the University, to require contractors, subcontractors and licensees to certify to
the adherence by manufacturers to labor standards in connection with working conditions,
compensation, employee rights to form unions and the use of child labor.
This policy affects the University and Research Foundation’s expenditures for textiles, apparel,
and sports equipment. Vendors supplying the University and the Research Foundation with
textiles, apparel or sports equipment are required to submit with their proposal a Vendor
Certification of Compliance with Fair Labor Conditions. In addition, the Research Foundation
follows the regulations set forth in the Fair Labor Standards Act, which requires all contractors to
pay the prevailing wage and sets specific limitations on child labor in age and hours worked
Collegiate Licensing:
The University as stated in its Statement of Principles for Workers' Rights is committed to the
principle of humane working conditions for workers involved in the production of goods bearing the
University and the Research Foundation’s designs, trademarks, service marks, logographics,
symbols, and other indicia. This commitment pertains to items, which are purchased, rented, or
otherwise acquired. Any product containing the University or Research Foundation’s designs,
trademarks, service marks, logographics, symbols, or other indicia must be from companies
licensed by the Licensing Resource Group.
Guidance (cont’d)
OMB Circulars:
The White House’s Office of Management and Budget has
promulgated a number of policy and regulatory circular’s, which the
Research Foundation is to follow when making procurements with
funds awarded by the federal government.
The most relevant of these are;
Circular A-21 - Cost principals for Educational Institutions
 Circular A-110 Administrative requirements for grants and
agreements with Higher Ed, Hospitals and other non-profit
organizations
 Circular A-133 – Audit standards for state and local
government and non-profit organizations

Guidance (Continued)
Prevailing Wage:
Pursuant to NYS Labor Law 220, and other federal regulations, workers on public
works projects are required to be paid prevailing wages for the occupation they are
employed in. The Purchasing Associate will request a wage rate schedule from the
Department of Labor to ensure that vendors comply with this regulation.
Vendor Responsibility:
The Research Foundation is bound by Section .44 (d) of OMB Circular A-110, which
states “Contracts shall be made only with responsible contractors who possess the
potential ability to perform successfully under the terms and conditions of the
proposed procurement. Consideration shall be given to such matters as contractor
integrity, record of past performance, financial and technical resources, or
accessibility to other necessary resources.
In closing….
There are many levels of procurement, with unique
requirements and regulations. Thank you for taking
time to review this information. Be sure to visit the
other modules in our procurement training, and as
always, should you have questions or comments,
contact Award Management Services at (518) 4423196 or send us an e-mail at
ResearchPurchasing@albany.edu.