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General Procurement Requirements

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Plan in advance: When requisitioning any item that involves any incoming shipment to DMC (any funding source), be sure you are familiar with Downstate's incoming shipment requirements. Plan the purchase so that your department is able to accept a shipment upon its arrival to DMC, including having the space to receive the shipment upon its arrival. Shipments are NOT to be left on the Central Receiving loading dock overnight, or stored in any location that present a fire code violation. More detail at  Central Receiving Incoming Shipment Requirements (link) .

Procurement $ Thresholds

Estimated Cost: •$0.00+ (Zero Dollars and over):

Estimated Cost: $0.01- $14,999.99 (placed by Individual end user dept)

  • justification for Vendor Selection.
  • Three verbal or written quotations.
  • Statement of reasonableness of price required
  • Estimated order time: placed by individual department P-Card holders

Estimated Cost: $15,000.00 - $49,999.99

Estimated Cost: $50,000.00 +

  • Advertisement in NYS Contract Reporter. Adds about 15 business days to the process; Procurement advertises all routine products quarterly.
  • For Construction Related procurements, also advertise in Albany Times & Brooklyn Minority (Competitive Bidding)
  • Any Sole/ Single Source Procurements Require NYS AG and OSC pre-approval.
  • Estimate order time: depending on complexity of procurement.

Estimated Cost: $75,000+

  • For contractual service procurements only, requires NYS Attornery General & OSC pre-approval.Time frame: Adds Up to 90 days.

Estimated Cost: $100,000.00 +

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Reasonableness of Price

Price justification can include, but is not limited to:

  • The Vendor's published price list;
  • Prior invoices from this vendor to other consumers;
  • Invoices or cost sheet from prior state contracts;
  • Comparisons to other vendors' prices for similar products/ services;
  • Comparison to similar purchases by other campuses;
  • Historical cost or price comparison.

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Additional Approvals Needed on your requisition

Regardless of funding sources, some types of procurement, commodities or services require the approval of additional DMC departments such as:

  • All Animal Purchases - Division of Comparative Medicine (formerly Department of Laboratory Animal Resources/ DLAR). Ext 4198.
  • All Computer Hardware and Software: Information Services. Ext 4357 (HELP).
  • All Air Conditioning, Heating, and Refrigeration Equipment or Requiring Connection to Building Utility Systems (plumbing, electrical, steam), or related to Construction, Design, Electrical, Equipment over 800 lbs, or requiring new utilities or A/C impact, or larger than 35”X82” (elevator and/or door dimensions):Facilities Management & Development (FM&D). Ext 2345.
  • All IFR (Income Fund Reimburseable) Accounts, regardless of dollar amount: Budget Office - IFR unit. Ext 1116
  • All Patient Care Equipment: Biomedical/ Clinical Engineering (former name: Scientific and Medical Instrumentation Center/ SMIC). Ext 3192. Upon arrival, Equipment is delivered to SMIC for review and clearance for use before the equipment is placed into use
  • All Telecommunications Devices (connected to DMC telephone system) and Cell Phones: Telecommunications. Ext 2433.

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Sole Source, Single Source, and Emergency Orders

  • Where competition would otherwise be required, but is not feasible due to the sole source, single source or emergency nature of a commodity or service, the campus must be able to justify and document the selection of the vendor and establish the reasonableness of the price. In accordance with the State Finance Law, exceptions to the general requirement for competitive selection shall only be made under unusual circumstances. The campus must maintain in its Procurement Record written justification supporting the sole source, single source or emergency determination. An example of substantiating single source procurement (limited number of suppliers) might be written documentation detailing prior substantial experience of the contractor in provision of the products or services customized to the SUNY environment or a certain service that only one contractor provides in addition to the service or technology being procured. An example of substantiating sole source procurement (only one supplier) would be written documentation detailing the unique nature of the requirement, how it was determined only one vendor could meet the need, and how it was determined the cost is reasonable. One method available to document the sole source status is to advertise in the Contract Reporter and only receive one response.
  • EMERGENCY ORDERS: An emergency is defined as an urgent and unexpected event where health and public safety or the conservation of public resources is at risk. A failure to properly and timely plan in advance for a procurement, which then results in a situation in which normal procurement practices cannot be followed, will not constitute an emergency. In the event of an emergency, the relevant DMC/ LICH department must immediately alert the Procurement department of the nature of the situation followed by a complete written explanation of the emergent situation. If the emergency occurs on off hours, 5pm – 8am, or on the week-end, Saturday or Sunday, the notification to the Procurement department should be the next business day.
  • Written Justification with Requisition: Identify the Emergency. Document the time, date, place, location and what occurred. If applicable, indicate whether the emergency was caused by an insured/ non-insured outside entity. Have a senior campus officer approve/ sign the written Emergency Justification and exemption from NYSCR (Contract Reporter Advertising) if applicable depending on cost.

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OGS P-Contracts

  • The Office of General Services (Albany) awards Statewide term contracts for many commodities at reasonable prices. Departments should take advantage of these whenever possible. For most items, an unlimited dollar amount can be purchased without the need for further competition. State contracts are available to view on the Internet at http://www.ogs.state.ny.us/purchase/search/default.asp

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Lobbying Law State Finance Law (SFL 139 J&K)

  • Directs all state agencies to document and control the contact between potential bidders and the staff responsible for the procurement process. Once a bid has entered the procurement process, the DMC procurement agent will determine who the appropriate contract individuals at DMC will be and train those persons on how to document all discussions (in person, phone, email, mail) with potential bidders. More info available at:https://ogs.ny.gov/acpl/

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Cleaning Products- Executive Order 134

  • Executive Order #134 directs all state agencies to procure and use cleaning products having properties that minimize potential impacts to human health and the environment consistent with the maintenance of the effectiveness of these products for the protection of public health and safety. The Procurement Office is working to identify "green" cleaning products for use on campus. At this time, there are several products that are available from OGS Contracts, please visit: www.ogs.state.ny.us/purchase. For information about green cleaning products available from the New York State Industries for the Disabled (NYSID), please visit: http://www.nysid.org. For information about green cleaning products available from the Industries for the Blind of New York State, Inc. (IBNYS) please visit: https://ibnys.org/. For information about green cleaning products available from the Division of Industries (Corcraft) please visit: http://www.corcraft.org.

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Archive Services: Record Retention, Storage, Retrieval & Destruction:

Iron Mountain Archive Services - Effective 7/1/18, DMC Contracts Office will be coordinating use of these servoices and charging your account for services directly. Downstate's offsite archive document storage and retrieval service contractor that includes document shredding of stored files upon their expiration.

  • For Older hard copy records, SUNY DMC has an outside vendor service for all archive record storage and retrieval. Departments are highly encouraged to utilize this service where feasible so that you department space can be more effectively used for your departmental mission.. The current vendor is "Iron Mountain". Effective 7/1/18, all services are coordinated and billed by the DMC Contract Office.

    QUESTIONS? Contact the DMC Contract Office eMail or call Ext 1134 (718-270-1134).

    FIRST TIME USERS: Need to establish a new Iron Mountain account by completing the Archive Service Account Set Up form and a DMC Purchase Requisition Form for your estimated annual expenses; send both to Contracts Office at MailStop 113.

    EACH NEW FISCAL YEAR, you must complete a new Purchase Requisition Form at the start of each new FY for your estimated annual expenses and submit to DMC Contracts.

    DON'T PAY TO STORE UNNECESSARY RECORDS! When you place records in storage, your department will continue to pay for the monthly storage, so it is important that you at least annually review the list of records that your department has in storage and that you destroy records that are no longer required to be retained. When new files are sent for archiving, you will be required establish the destruction date for the files. The SUNY Archive guidelines for record retention can be found online.

    Is Onsite Electronic Document Imaging Right For Your Department? All departments are urged to the extent possible to begin scanning documents and store electronic documents, so that over time, storage of paper files becomes limited to only those required by law. For information regarding how to set up and use Downstate's online electronic document imaging service, contact the DMC Contracts Office (Maureen Crystal, Contracts Director Ext 1976 (718-270-1976).

  • Shredding. DMC has a shredding service vendor (American Security Shredding company at 800-882-1979) for offices that have ongoing frequent shredding needs of confidential documents. They place a large pail in the office and pick-up filled containers on a regular basis. Contact Vendor for details. Also, if your dept has infrequent needs for shredding a large volume of documents, Central Receiving & Stores has a large capacity shredder machine available for DMC customers to use; Make arrangements with CRec (link).

Bottled Water:

All Bottled water services are directly charged to your account and coordinated by DMC Contracts Office. All State funded services currently provided through the contractor, Nestle Water North America Bottled Water, D/b/a ReadyRefresh by Nestle. DMC Contracts office has set current rates: Water dispenser rental= $3.99/mo, 5 gal bottle (includes delivery)= $3.79ea

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Office Supplies- Desktop Delivery Program

  • Office Depot Desktop Delivery Program -This NYS / SUNY Contract program has common Office Supplies at NYS discounted rates for cost effectiveness and efficiency. This program provides desktop delivery directly to your office, for most items by the next business day. The vendor under this for Downstate's Office Supply desktop delivery program is ProfTech.

Set up Your Access and Account: State account departments must first contact State Purchasing Department (Shirley Ingram 718-613-8405) and designate a departmental coordinator (typically your department's administrator) to receive training: Office Depot Program Training Guide (link).

Inquiries: OFFICE DEPOT Customer Service - 800.521.3939 for Delivery, Order, and Product Related Questions M-F 8:00 AM- 8:00 PM ET.

  • Central Stores stocks and distributes high volume medical and lab supplies, as well as a limited array of office supplies such as pre-printed Downstate envelopes, interoffice envelopes, paper bags and high use toner cartridges used by many offices. A limited supply of copier paper is stocked for URGENT needs until your Wats International order is received.
  • NOTE on Copier Paper: NYS Executive Order #4 promotes sustainability at all agencies, including use of paper that has a recycled content. DMC requires the use of at least 30% recycled content copier paper in support of this executive order. Central Stores carries a small emergency supply of copier paper - intended to provide customers with an immediate and urgent need, while the customer purchases its normal supply stock through the desktop delivery program supplier. Purchase of Non-recycled content paper requires a specific justification, such as recycled content paper not being available from suppliers, a specific operational requirement or print job, etc.
  • The Purchasing Department Coordinator reviews your order for funding availability and approval. Once approved, your order will be electronically processed by Staples and delivered to your internal destination on the following business day.
  • Ordering Items NOT on the DMC standardized Office Depot list: If your department wishes to order items that are NOT on the DMC standardized list, your department will need to process a standard State Purchase Requisition Form and attach a letter of justification. Your department's Vice President must approve your requisition before submitting the req to State Purchasing (DMC Mailstop 63). The requisition will be processed through the normal manual State Purchasing process.
  • Research account holders should contact Research Purchasing Office (Ext 1118; 718-270-1118) to utilize the Research Foundation's ordering process.
  • DMC Affiliated Companies (non-State Funds). Any interested DMC Affiliates (Research Foundation, FSA, HSCB Foundation Inc, University Physicians of Brooklyn Inc, Children's Center of SUNY Brooklyn Inc, etc..) can use this program to receive the NYS discounted rates and receive direct desktop delivery. Contact Office Dept ( see above) to set up your account.

Related DMC Materials Management Bulletins issued:

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Furniture Purchases

  • First check availability of product through Corcraft (a State Preferred Source). DMC is required to use Corcraft for all furniture purposes. The Corcraft Sales Representative for DMC is: Michael Loeffler; phone: (347) 219-1470; eMail: mike.loeffler@docs.state.ny.us
  • Significant furniture procurements in excess of DMC capitalization threshold will be captured for inclusion in Downstate's Property Control System
  • Large Equipment or Furniture Shipments: The recipient department initiating a purchase (regardless of funding source) is responsible for making any/ all needed advance logistic arrangements, including if your shipment involves any special circumstances such as delivery being predicated on specific phase/ date of a renovation project, delivery to an alternate temporary staging location for assembly logistics, etc. The recipient department is expected to make every effort to advance plan and coordinate the logistics of shipment arrival that maximizes efficient DMC labor and space - including avoiding of temporary storage wherever possible. Please be certain to include clear instruction in the 'comments' section of your requisition and discuss any needed logistics with the assigned Procurement Agent and Central Receiving.

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Downstate Medical Center as Payee (paying another DMC State Account)

OSC no longer permits DMC to cut checks payable to our own campus State Accounts. Instead, such transactions are to be processed as Journal Transfers. As a result:

  • Requisitions received by Procurement that identify the suggested supplier (ie: the Payee) as another SUNY DMC State or Hospital Account, a DMC department, OR a DMC IFR Account, and that show "Charge To" information is a DMC State or Hospital Account, will be forwarded and processed as journal transfer vouchers. The 8-digit Account Codes and Object Code should be included for both sides of the transactions ("account from" and "account to"). Send to Financial Management at Mail Stop 130; e-Mail link.
  • Requisitions received by Procurement that identify the suggested supplier (ie: the Payee) as a DMC IFR Account, with "Charge To" as another IFR Account, will be forwarded to the IFR Office for processing as a Revenue Adjustment form (FM909). The 8-digit IFR Account Codes and Object Code should be included for both sides of the transactions ("account from" and "account to"). Send to: IFR Office at Mail Stop 1217; eMail link

Equipment Purchases

Equipment purchases require advance planning. Be sure to plan::

  • Check to see what vendors (if any) have a NYS OGS contract, since that can often greatly expedite your procurement.
  • Check what additional approvals may be required on the requisition, depending on the type of equipment being purchased.
  • Start the Surplus Form process for any equipment that must be removed in order to make space available to receive the new equipment. Where ever possible, first seek a trade in from the vendor providing the new purchase.
  • When the new equipment purchase value is over $5K, the Property Control office will need to affix a DMC asset tag to it after its delivery. If the item will be located in a different location from the location specified on your requisition Final internal delivery section, then include a line on your requisition for the actual location (building and room#) of the asset  where it will physically be in use.
  • Does your department have adequate space to receive the new equipment. Will the new equipment fit through all the doorways to accommodate delivery. Where needed, plan any needed vendor inside delivery, installation or set up as part of the procurement, and be certain to notify Central Receiving of an incoming shipment made directly to your department, since a Central Receiving receipt is needed for State payments.
  • If the equipment will also require a post-warrantee ongoing maintenance/ service agreement, both should be submitted on ONE requisition so that a bid analysis includes these future known expenses. The Purchase of the equipment will be issued on a separate Purchase Order from the PO or contract issued for the maintenance/ service agreement.
  • Equipment Upgrades: Where an upgrade is being made to a DMC capital asset, an asset on the DMC Property Control System, and the upgrade will significantly increase the useful life of that asset, or the upgrade meets DMC capitalization threshold (currently $5,000.), the requisition must include the DMC asset tag number of the asset being upgraded and reflected on the resulting procurement document, so that the asset's useful life can be extended and the asset's original cost can be increased to include the upgrade cost. Requisitioner must also attach any applicable sole or limited source justification.
  • Large Equipment or Furniture Shipments: The recipient department initiating a purchase (regardless of funding source) is responsible for making any/ all needed advance logistic arrangements, including if your shipment involves any special circumstances such as delivery being predicated on specific phase/ date of a renovation project, delivery to an alternate temporary staging location for assembly logistics, etc. The recipient department is expected to make every effort to advance plan and coordinate the logistics of shipment arrival that maximizes efficient DMC labor and space - including avoiding of temporary storage wherever possible. Please be certain to include clear instruction in the 'comments' section of your requisition and discuss any needed logistics with the assigned Procurement Agent and Central Receiving.

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Trade-Ins

If you have surplus, obsolete, unused equipment, consider trading it in against a new purchase. Many vendors will accept trade-in equipment and offer value for them. This provides a direct benefit to the requesting department; Your department receives the financial benefit and can save your department from any moving costs (if any) associated with its disposal. It also prevents the need to undertake the NYS OGS surplus property process under which all surplus equipment proceeds gets deposited into the State general income fund.

The Purchase Requisition, and its resulting Purchase Order, MUST specify a line items for "Trade-In" with the asset description (Manufacturer Model and Serial#, and the DMC tag number) as well as trade-in value the vendor has offered. The DMC Property Control office will retire the traded-in asset at the time of adding the newly purchased asset. This avoids the much longer formal surplus process. However, if you fail to include the specific asset information on the Purchase Requisition (and PO), then you must complete the Surplus Form process.

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Equipment Repairs

Repair procurements are processed by the Contracts unit. Where a repair service is needed, which is not covered under a warrantee or post-warrantee equipment service/ maintenance agreement, include on your requisition:

  • A general description of the repair service needed.
  • specify if the repair cost is known or estimated and what factors may change the estimate.
  • The time period that repair will take place.
  • Specify whether the item is being shipped for external repair or repair services being done on DMC premises. If off site, give shipping details.
  • Attach any suggested vendor’s repair quotation.
  • Attach any applicable sole or limited source justification.
  • Where a repair is being made to a DMC capital asset, an asset on the DMC Property Control System, and the repair will significantly increase the useful life of that asset or the repair cost meets DMC capitalization threshold (currently $5,000.), the requisition must include the DMC asset tag number of the asset being repaired, and reflected on the resulting procurement document, so that the asset's useful life can be extended and the asset's original cost can be increased to include the repair cost.

You will need to send Accounts Payable your payment authorization after repair is complete.

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Equipment Service & Maintenance

Recurring post-warrantee annual maintenance and service agreements are best handled when new equipment is being procured (part of the procurement bid analysis). These procurements are processed by the Contracts unit.Your requisition for service agreements should always include:

  • A general description- so that the assigned Purchase Agent understands the service being requested. An assigned P Agent may not be aware of and therefore relies on the information you provide on your req.
  • Complete listing of all equipment covered including, manufacturer, model, serial and DMC asset tag numbers and location.
  • Specify whether the agreement covered scheduled preventive maintenance, parts, time and materials,– including premium time (weekends where needed / applicable), and or parts.
  • Specify the period covered; start date/ end date. If it is an extension of a previous agreement, include in the req ‘comments’ section the prior PO or contract# to greatly improve your req's processing time.
  • Specify the payment terms (annual pre-payment vs. monthly, quarterly payments.
  • Attach your recommended vendor's quotation documents.
  • Attach any limited source/ sole source justification cover letter.

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Catering

On campus catering sources are available to all Downstate departments through two primary sources: Sodexo or Cafe101.

Catering paid by State Funds requires that you submit a requisition to Contracts & Procurement Management department (MailStop# 63) with a detailed description of the catering event and the benefit to the State/ DMC Medical Center with its estimated dollar amount.

Cafe 101 (located in Student Center) will accept your catering order only on the established Catering Order Form with a NYS Purchase Order number that has been issued by the DMC State Procurement Office in advance of the event.

The Catering Vendor must send the invoice directly to A/P (MailStop# 54) referencing the approved DHSU Purchase Order #. In addition, the requisitioner (event coordinator) must provide the following additional information following the event to A/P at MSC 54; Fax 3375:

  • List of Attendees.
  • A copy of the event announcement, flyer, invitation or brochure.
  • Authorization to Pay. This can be done by the dept event coordinator signing a copy of the Catering Vendor's invoice "OK to Pay" or other such memorandum acknowledging the catering services were preformed satisfactorily.
    • Note: Cafe 101 uses an approved Catering Order Form that includes the acceptance signature of the dept event coordinator at the catered event. Cafe 101 then submits this form and invoice directly to Accounts Payable.
    • Sodexo has a similar catering order form process. 

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Printing

The Downstate Depot Quick Copy Center is your primary resource for designing the cost efficient printed materials. Black and white production can often be produced in-house at the QCC at substantial savings. If the QCC is unable to produce your printed materials by your deadline, the QCC can process your work to an external vendor, handling the procurement process for you. Work that is beyond the capabilities of the QCC equipment must be submitted through the standard Purchase Requisition Process. The QCC can also refer you to external printer(s) for quotations to begin your procurement process.

DHSU Business Cards and Stationery (letterhead, envelopes) are printed using a statewide printing contract.

For envelopes, consider saving money by using (wherever appropriate): DHSU Central Stores stocks and delivers standard DHSU envelopes pre-printed with the main DHSU address: #10 envelopes, window envelopes, as well as plain white (unprinted)#10 envelopes,

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