• Grants Office
  • Purchases $5,000 and Over


    All associated forms are available from your campus Grants Office

    For Orders totalling between $5,000 and $15,000 or $25,000:
     


    • Prepare specifications of the items to be ordered
    • Sponsors require that you obtain the best value for all purchases. While competitive written bids aren't required for items in this price range, we encourage you to solicit them or to obtain telephone quotes when making purchases of significant amounts.
    • Review bids and select appropriate vendor
    • Complete a Purchase Requisition Form (RF 208). Keep one copy for your records and send the original to the RF Purchasing Office, along with quotes and other supporting documentation as applicable
    • The RF will issue a Purchase Order on your behalf, transmit it directly to the vendor, and forward a receiving copy and a file copy to you
    • When the item arrives, sign the receiving copy of the P.O. to certify its receipt
    • Attach the signed receiving copy and the original invoice to a completed Payment Request and forward the documents to OTPS Team for payment


    Important: Remember to Sign and Date Your Payment Request


    For Orders totalling over $15000 (State or City sponsored) or $25000 (Federal sponsored or RF/Agency funds):
     

    • Follow the same steps outlined above
    • One additional step: at least three written bids must be obtained for such purchases and submitted with the purchase requisition. Bids are required at different thresholds depending on the sponsor. See Procurement Reference Table for further details. A written justification must be forwarded to substantiate sole vendor status


    For Equipment costing $5000 or more per unit:
     

    • Same steps as above, plus you must first verify that your college does not already own the same or similar equipment, or, if it does, that it is already fully in use during regular work hours. Fill out an Equipment Screening Certificate (RF 209) and have it certified by the appropriate college official, then forward it with your Purchase Requisition.


    You may download and print a blank Equipment Screening Certificate (RF209).

    Document Tracking

    To track the progress of Purchase Requisitions submitted to RF, refer to E-Services/Document Tracking - OTPS. You must have a copy of your Purchase Requisition with the bar code number reference at the top of the form.
     

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