Contract & Procurement Updates

The Contracts & Procurement Department implemented a streamlined process to submit purchase requisitions for the upcoming fiscal year. These changes remain in effect so please adhere to the guidance below and contact the Contracts & Procurement Department if you have questions.

The instructions are as follows:

1. Contract Encumbrances – you no longer have to submit annual requisitions for Contract Encumbrances provided that you included your contract encuberance for each contract in your department's annual budget submission. If the covered contact service(s) is changing, you must discuss with the Contracts Department.

   If you have exceeded the value or the contract has expired, you must submit a new requisition and the contract must go through the procurement process.

2. Requisitions for Archiving Services – you no longer have to submit requisitions for these charge back-services.
3. Requisitions for Copiers – you no longer have to submit requisitions for service and maintenance for your Konica copier, these charges can be processed through your P Card. In addition, if you are “paying-over-time” for a new copier, you can also use your P-Card. Konica will bill for service/maintenance on a bi-annual basis.
4. PLEASE NOTE: IF YOU HAVE A COPIER BUT DO NOT HAVE A PCARD, YOU MUST OBTAIN A PCARD FOR YOUR DEPARTMENT.
5. Purchase Requisitions for Commodities – you must continue to submit approved annual requisitions for each new Fiscal Year  for the following items:
6. Commodities,
7. Annual equipment service (i.e. equipment insurance program (REMI)),
8. Software maintenance agreements,

All requisitions must be submitted to the Contracts & Procurement Department (Mail Stop 63) by May 31st. All requisitions must be typed – hand written requisitions will be returned unprocessed. In addition, include your justification, statement of need, bid proposal requirements, evaluation instrument and for commodities, product details to formally conduct a procurement via New York State procurement law.

The requisitions must encumber the total cost for the Fiscal Year 19/20 and have all of the following information:

• All needed authorization/approval signature(s) for the Value of the Requisition.
• Requisition Number
• Suggested Vendor, contact name and number
• Your Contact Information
• Item Description and Unit of Measure
• Estimated Quantity of Items Being Ordered (items should be listed in order of frequency)
• Value of each Product (this can be based upon a historical price)
• Account Code and Object Code

Requisitions for service (consulting, equipment maintenance, software license) must also include:

• Start and end date (i.e. July 1, 2023 through June 30, 2024)
• Model #, Manufacturer and Serial # of equipment
• Indicate if BAA is required
• Indicate if On-Boarding is required
• Detailed Specification of requirements, experience of vendor
• Statement Of Need
• Explanation for Vendor Selection if Sole Source or provide Bidder’s List

Please be mindful that all transactions over $25,000 requires Minority/Woman-Owned Business Enterprise (MWBE) participation, over $50,000 that are not on a current contract must be advertised in the NYS Contract Reporter and all service contracts exceeding $75,000 must be pre-approved by both the Attorney General’s Office and the Office of the State Comptroller.

Further information: See links below or contact the Contracts & Procurement Department at 718-270-1976.

Online Resources:

Purchase Requisition form:
Please visit this Website to download the form

How to fill out a Purchase Requisition:
Please visit this Website to download the instructions