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Purchases up to $ 500 – Items do not require bidding. For simplicity, where possible, use the college’s “Virtual Stockroom” to order supplies. (Office supply items not available from the virtual stockroom are bid by Charles Rauscher regardless of the dollar amount to ensure fair pricing. The Purchasing Office has established a list of vendors for office supply requests). All other requests for goods/services can be ordered without bidding.

Purchases $501 - $5,000 – These purchases require bids. Prepare a paper requisition form with the specifications of the good/services including manufacturer, model number, quantity, etc…Charles Rauscher in the purchasing office can e-mail, phone or fax these requests to vendors. The typical turn around for these bids is approximately 3 – 5 business days.

Purchases $5001 – $20,000 – All requests within this range require a competitive sealed bid. Prepare a paper requisition form with the specifications of the good/services including manufacturer, model number, quantity, etc…Charles Rauscher or Felisa Bienstock in the Purchasing Office will generate an Invitation to Bid form and mail it to selected vendors. Bidders are given ten (10) working days to respond back to the college. Once the bids are received they are opened and analyzed for compliance of regulations. (All bids over $10,000 but under $20,000 must be signed and notarized). The typical turn around time for these bids is three weeks.

Purchases $20,001 - $50,000 - All requests within this range require competitive sealed bids. These bids are conducted by Ron Paynter or Felisa Bienstock on an Invitation to Bid form and are mailed to selected vendors and any vendors requesting an Invitation to Bid. The total time for this process will take approximately two (2) to four (4) months.:

1.	Submit a paper requisition with detailed specifications to Ron Paynter or Felisa Bienstock in Purchasing.
2.	Prior to solicitation of the bid, complex specifications are reviewed and approved by CUNY Legal. Basic straight forward procurement of goods will be reviewed by Ron or Felisa and then sent out for bid.
3.	Felisa will submit advertisement in New York State Contract Reporter and New York City Record publications.
4.	Bid is opened on scheduled date. (Usually fifteen (15) to twenty (20) working days after the advertisement of the solicitation).
5.	Responses are reviewed and analyzed.
6.	References are checked.
7.	An Advice of Award is prepared in the New York City Financial Management System and the original documentation is submitted to the Comptroller’s Office for registration.
8.	The Comptroller’s Office reviews and approves the Advice of Award.
9.	The vendor can now be notified and work can commence.

Purchases $50,000 and over - All requests within this range require competitive sealed bids. These bids are conducted by Ron Paynter or Felisa Bienstock on an Invitation to Bid form and are mailed to selected vendors and any vendors requesting an Invitation to Bid. The total time for this process will take approximately two (2) to four (4) months.:

1.	The threshold requiring a resolution approved by the Board of Trustees is for an amount over half a million dollars ($500,000). Only then does a resolution have to be submitted to and approved by the Board of Trustees. (This dollar threshold was revised after the April 2007 Board of Trustees meeting)
2.	Submit a paper requisition with detailed specifications to Ron Paynter or Felisa Bienstock.
3.	Specifications are reviewed and approved by CUNY Legal and New York City Corporation Counsel.
4.	Bid must be advertised in New York State Contract Reporter and New York City Record publications.
5.	Bid is opened on scheduled date.
6.	Responses are reviewed and analyzed.
7.	References are checked.
8.	Vendex system is checked to insure bidder is not restricted from doing business with a New York City agency.
9.	Lowest responsive and responsible bidder must sign contract on appropriate pages.
10.	Lowest bidders contract is submitted to CUNY Legal with a copy of the approved resolution (if necessary) for review again and signature by CUNY General Counsel.
11.	An Advice of Award is prepared in the New York City Financial Management System and the original contract is submitted to the Comptroller’s Office for registration.
12.	The Comptroller’s Office approves the contract.
13.	The vendor can now be notified and work can commence.

Exception to the above rules – College departments can utilize GSA, New York City, New York State or Department of Education contracts to purchase goods/services that have been solicited by these agencies. If you are able to utilize this option then the bidding process described above is not necessary. The college has to follow the guidelines of the contract being utilized but typically this process is significantly shorter than the bidding processes described above.