College of Staten Island - Business Office - General Purchasing Procedures & Policies

College of Staten Island The City University of New York

Business Office
General Purchasing Procedures & Policies

The procurement process originates when an approved Requisition is submitted into the e-Procurement System (EPS). Senior administrators are responsible for approving requisitions for supplies, equipment and services necessary to support operations. Only the Purchasing Department is authorized to issue orders and enter into contracts and agreements with vendors. To receive guidance and support, please contact purchasing@csi.cuny.edu, or alternatively by phone at (718) 982-2450 or by fax at (718) 982-2456.

A. Advance Approvals
Before preparing your requisition, please contact the appropriate offices below to receive technical guidance and approval for the proposed purchase to move forward.

DESCRIPTION	OFFICE	EXTENSION
Audio Visual	Office of Info Tech	2210
Catering Services	Auxiliary Services	3035
Computer Equipment/Software	Office Info Tech	2210
Door Locks	Public Safety	2212
Fax Machines, Handheld Devices	Telecommunications	5205
Heavy/Large Equipment	Buildings & Grounds	3210
Mailings	Operational Services	3224
Photocopiers	Operational Services	3224
Printing	Publications	2266
Renovations/Furniture	Campus Planning	2080

B. General Dollar Thresholds and Requirements
Purchase Dollar Threshold Requirements (OTPS Tax Levy Funds)

The Purchasing Office will determine whether the goods or service can be obtained through an existing contract (i.e., New York State, New York City, Federal General Services Administration, and/or Department of Education), or source such as Preferred (Proprietary) Source before exercising the below competitive process.

Dollar Range	Requirements	Average Time from Requisition to PO
Up to $499	Originating Department may obtain a written quote from a reputable vendor	min. 5 business days
$500 - $4,999	Three written quotes may be required	min. 10 business days
$5,000 - $19,999	Informal Contract: Invitations to Bid will be sent to at least five prospective bidders, who must mail their sealed Bids to Purchasing Dept. by a specified date and time	2 – 4 weeks
$20,000 & Above	Formal Contract: Advertisement in the New York State Contract Reporter is required. Review and approval is also required by CUNY Office of General Counsel. Moreover, purchases of $500,000 require submission of a Board Resolution for approval by the CUNY Board of Trustees, NYS Office of the Comptroller and NYS Attorney General.	3 – 6 months

e-PROCUREMENT SYSTEM

The College uses CUNY’s web-based e-Procurement System (EPS) to process all Tax Levy, Technology Fee, Material Fee, and CSI Association transactions. A User Manual is available after sign-on in the upper left corner of the first screen.