Procurement FAQ

FREQUENTLY ASKED QUESTIONS

What do I need in order to do business with the College and what is the process?

Vendors who wish to do business with the College should review the Vendor Handbook.    In addition, each vendor will be required to provide an IRS Form W-9, Request for Taxpayer Identification Number [k2] and Certification.  This documentation must be complete and on file before a purchase order will be issued or invoice paid.  For additional information, contact the Purchasing Department.

 

What are formal bids?

Whenever a single purchase or group of the same or similar products will exceed at least $20,000.00, NYS General Municipal Law dictates that the College must procure these commodities through the “formal” competitive bidding process.  In addition, all public works contracts in excess of $35,000, must follow the same guidelines.

The “formal” competitive bidding process begins when the College publishes a legal notice in the official College Newspaper.  The legal notice will list the commodity requested, where to pick up the bid packet, and the time and date of the opening of the bid.  The vendor then returns their response in a sealed envelope marked with the required information prior to the bid opening date.  On the date and the time listed in the legal notice, all sealed bids will be opened and read publicly.  All bids will be reviewed for conformance to specifications as well as other factors and a decision is usually made shortly after opening.  By law, the bid award must go to the lowest responsive, responsible vendor (bidder).

It is important to note that all bids must be received by the time and date indicated.  Any bids arriving after the scheduled bid time will be rejected and returned to the bidder.

 

May I fax my bid proposal and/or submit my bid proposal online?

New York State General Municipal Law 103 requires that all Bid/RFP proposals be delivered in a sealed envelope by the time and date indicated in the specifications. 

 

 How can I receive future Bids or RFP notices?

All vendors who wish to receive notification of Bid and/or RFP opportunities must contact the Purchasing Department to be added to the mailing list. 

 

Are there any exceptions to the formal bid purchasing rules listed above?

The New York State Office of General Services (NYS OGS) located in Albany, New York, establishes contracts for commodities, services, technology and telecommunications for use by all state and political subdivisions.   OGS leverages the states buying power by combining state and local government agency requirement to establish contracts for considerable quantities.  Jefferson Community College is entitled to purchase from these contracts.  We are not required to use these contracts, but must follow applicable purchasing requirements if not using them.  The use of NYS contracts allows the College to purchase items that are listed at a price already obtained by following the requirements of NYS General Municipal Law.

 

 


 [k1]www.irs.gov/pub/irs-pdf/fw9.pdf

 [k2]Link to IRS From W-9