Purchasing
All purchases are to be in accordance with generally established responsible purchasing practices to procure goods and services on the basis of lowest price and/or best value under NYS General Municipal Law. This may include use of New York State contracts (see below), other established contracts, or by known responsible vendors.
Consult with the Purchasing Office (216), KPC@tompkinscortland.edu, or extension 4310, for assistance in determining if a desired item or service is available through New York State contract and/or for additional sourcing assistance. NYS/OGS Website is . If available through New York State contract, proceed to the request purchase instructions below and include the state contract information. Consult the purchasing office for additional assistance with state contract purchasing. If the item or service is not available through New York State Contract, and over $1,000, ($2,500 for public work), at least three quotes are required. Formal bid procedures are required for purchases exceeding $20,000 ($35,000 for public work). Reasonable determination of the aggregate amount of a commodity purchased at one time, or within a 12-month period, must be taken into account when determining quote or bid requirements. Purchases may not be split in order to avoid requirements. Follow the procedures below.
If over $1,000 ($2,500 for Public Work) and under $20,000, documentation of at least three quotes from responsible vendors must be included (attached) with a purchase requisition.
In accordance with New York State General Municipal Law, purchases exceeding $20,000 ($35,000 for Public Works) and not on NYS or other allowable government issued contract require a formal sealed bid process. This requires varying lead times depending on circumstances, complexity and nature of purchase, and must be coordinated with consideration to Board of Trustees approval requirements. Purchasing Office will assist with this process.
Exceptions to quote or bid requirements, such as Professional Services or Sole Source Justification, or other justification for exception must be submitted in writing to include documentation of method of selection and/or RFP process for approval by the Budget and Finance/Purchasing Office.
To request a purchase, complete a purchase requisition form. Through the College’s website, go to myTC3, from the left column select ‘Department and Team Sites’, select ‘Forms Faculty and Staff, select Budget and Finance, then PURCHASE REQUSITION/CHECK REQUEST FORM. The requester completes the information on the form as indicated, and attaches electronically, any relevant quotes and/or related documentation (established purchasing policies and requirements apply), then hits the ‘submit’ button. This results in Purchasing receiving the requisition for review. Purchasing then moves the requisition on for necessary ‘stamp’ approvals as necessary for the purchase order or payment to be processed.
Please consult with Campus Technology for computer technology and high impact software requisitions. Such requests may be subject to EITA review.
Invoice Payment/Authorization: As invoices are received against an open purchase order, or otherwise, the Budget and Finance Office will process requests for payment as applicable.
Please contact the Purchasing Office for assistance, or with any questions – Office Suite 216 KPC@tompkinscortland.edu or ext. 4310.