RESEARCH FOUNDATION PURCHASING
Award Management Services
PROCUREMENT OUTREACH TRAINING
LEVEL I
IN T RO D U C TO RY IN FO R M AT IO N
RESEARCH FOUNDATION
The Research Foundation for the State University of New York (RF)
provides SUNY faculty, students and staff with the support and
flexibility necessary to enable them to focus on research and other
sponsored programs funded by federal and state governments,
private sector companies and nonprofit foundations.
RF operations managers at 30 campuses appointed by the RF board of
directors (based on the recommendation of the respective campus
president) are responsible for the day-to-day administration of
sponsored programs including the support of financial, human
resource, procurement and reporting activities at each campus.
The RF, which is accountable to the organizations that fund sponsored
programs, adheres strictly to sponsor guidelines and government
regulations.
LEVEL I – BASIC OVERVIEW
Laws, Regulations and
Guidelines
 Workers’ Compensation
 Disability Insurance
 Preferred Sources
 MWBE
 Threshold Driven
Procurement Thresholds
On-line Ordering Systems
Purchase Requisitions
Advance Training Topics
 Level II
 Level III
RF PROCUREMENT LEVELS
The Research Foundation has established the following dollar thresholds
policy for procurements:
 $0.01 - $20,000.00: Certification by PA as to reasonableness of price
 $20,000.01 - $50,000: Minimum of 3 verbal or written quotes.
 $50,000.01 and $100,000: Minimum of 3 written bids, quotes or proposals
 $100,0001.01 and above: Minimum of 3 sealed written bids or proposals.
THE PURCHASING STAFF RESERVES THE RIGHT TO SEEK COMPETITION AT ANY
LEVEL.
RF FUNDED PURCHASES <$20K
Requires certification by the Purchasing Associate of
reasonableness of price.
Discretion and reasonableness of price factors
Market price
Compare the cost that we are quoted against that of
Universities of similar size and nature
Prevailing wage
New York State - Office General Services contract
SUNY contract
RESEARCH FOUNDATION REQUIREMENT
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 University’s Logo)
<$1,000
Fair Labor
(Applies to Textiles)
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
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
* Three formal quotes are not required until $20,000 but they are preferred at all levels.
PURCHASE REQUISITION
 Required Information:
Ship to Address
Requisitioner
Phone Number
PTAEO Information
Date Required
Description of Items and
Quantity
Substitution of Vendor
Authorized Signatory
(Printed)
Authorized Signature
Purchase Requisitions and instructions can be found at:
http://www.albany.edu/ams/forms.php
RF PROCUREMENT REVIEW:
GRANT ALLOWABILITY
All RF requisitions are reviewed for the following:
 Award term dates
Term close out/reporting requirements; purchases must be made within a period
that allows sufficient time for receipt and invoicing of the purchase, so that the
final report can be made to the Sponsor in the pre-defined period of time.
Spending down of an account balance is not permitted.
 Allowability
Purchases are reviewed to ensure that they meet the sponsor guidelines for
allowable expenditures and for campus policy guidelines as well.
 Property Title
Property Ownership and equipment definitions are established prior to an award
being established; purchases are screened for compliance with these guidelines.
LAWS, REGULATIONS AND
GUIDELINES
Research funded purchasing is subject to many sponsor
guidelines, federal regulations and state laws. The laws,
regulations and guidelines, which will be discussed in Level
II, include:
 Export Controls
 Federal Debarment and Suspension
 Ethics Law
 Executive Orders
 Export Controls
 OMB Circulars A-21, A-110, and A-133
LIABILITY, DISABILITY AND WORKERS
COMPENSATION INSURANCE
Procurement regulations require evidence of various
forms of insurance by vendors at the time a
contract is entered into. The Research Foundation
for the State University of New York, The State of
New York, and the State University of New York
must be listed as additional insured on all
procurements. The nature of the procurement will
dictate the type and minimum level of insurance
that is required.
Please contact Award Management Services for additional information.
MINORITY AND WOMEN-OWNED
BUSINESS ENTERPRISES (M/WBES)
The University at Albany encourages purchasing from M/WBE’s.
Office of Management and Budget Circular A-110 calls for positive efforts in utilizing
M/WBEs.
New York State listing of certified M/WBEs can be found at:
INFORMATION ON PREFERRED SOURCES
 It is the policy of the University to utilize preferred sources whenever possible. A
Preferred Source is a designated vendor who, in an effort to advance certain social
and economic goals, has received special provider status under New York State
statute.
 New York State currently designates the following as Preferred Sources:
NYS Correctional Services (Corcraft): www.corcraft.org
Industries for the Blind: https://www.ibnys.org
The University offers an online ordering option. To register, please go to:
http://www.albany.edu/ams/l58826.php
Industries for the Disabled: www.nysid.org
Office of Mental Health: http://www.omh.ny.gov
ON-LINE ORDERING
RF FUNDING
The Office of Purchasing & Contracts has established
direct-to-vendor desktop on-line ordering systems for the
following products:
 Office Supplies
 Industrial Supplies
 Letterhead, Business Card, & Envelopes
 Lab Supplies
On-Line Registration Web-link:
http://www.albany.edu/ams/58826.php
QUOTES AS PART OF THE SUBMITTAL
Available quotes should be submitted with the requisition.
Purchasing Associate reviews and verifies all submitted quotes,
and may request an updated quote if older than 30 days.
Quotes should be in written format (faxes or e-mail) depending
on threshold requirements. Verbal quotes are acceptable in
select circumstances.
Written quotes must be submitted with the requisition and
become a part of the permanent procurement record.
Verbal quotes can be documented directly on the requisition in
the Supplier information boxes.
SUBMITTAL OF PURCHASE
REQUISITIONS - RESEARCH
FAX : (518) 442-5208
Internal Mail: Award Management Services, MSC 216
Hand Deliver: Management Services Center - Room 216
Mailing Address: University at Albany, Award Management Services, 1400 Washington Avenue, Management
Services Center – Room 216, Albany, NY 12222
MSC 216