PROCUREMENT GUIDELINES

When contemplating a discretionary purchase, the agency must first undertake an analysis to determine whether its needs can best be met by acquiring through the preferred source program. If that is not possible, and if the acquisition is for a commodity, the agency must make the purchase using an OGS centralized commodity contract, if available. The agency must also determine that the purchase falls within their discretionary purchasing authority. A chart setting forth the discretionary buying thresholds is available on the OGS website at: In addition, the chart provides information on purchases above certain thresholds which, while not subject to the formal competitive procurement process requirements, may require approval by OSC and/or advertisement in the New York State Contract Reporter. The agency may proceed to exercise its discretionary purchasing authority only after it has verified that the discretionary purchasing method is appropriate. Further, when making a discretionary purchase, an agency must: • Ensure that the commodities and services acquired meet its form, function and utility needs; • Document and justify the selection of the vendor; • Document and justify the reasonableness of the price to be paid; • Buy from a responsible vendor; and • Comply with the agency’s internal policies and procedures. J . P rocu remen t Ca rd P rog ram The State’s Procurement Card (P-Card) Program is a procurement and payment method designed to expedite purchases and payments. When properly used, the P-Card is an efficient and cost-effective alternative to a variety of traditional labor-intensive procurement and payment tools. Some purchases and payments that can be made with a P-Card include: www.ogs.state.ny.us/purchase/spg/pdfdocs/PnpDiscretionaryThresholds.pdf

• Commodities or services from preferred sources; • Commodities or services from an OGS centralized contract; and • Supplies and materials.

Employees must be authorized by their agency to have a P-Card. The maximum single transaction limit for a P-Card holder cannot exceed the agency’s Quick Pay threshold, which can be determined by contacting an agency’s finance office. Agencies may set lower limits for specific employees and can impose additional limits in order to control P-Card activity. P-Card holders should familiarize themselves with the OGS Bulletin “Procurement Card Guidelines,” found at:

www.ogs.state.ny.us/purchase/pdfdocument/CreditCardGuidelines.pdf

New York State Procurement Guidelines 10