Updates & Tips
PSO Newsletter
Stay informed with the latest news and updates from the RIT Procurement Services Office (PSO). Subscribe here to receive important announcements, policy changes, and valuable resources directly in your inbox. Whether it’s updates on procurement processes, new initiatives, or essential reminders, our emails ensure you are always up to date with the information you need to effectively manage your procurement activities.
Update 1: Purchasing Decision Guide App
In the first “tip” of this series, we wanted to highlight the new "Purchasing Decision Guide" created by our Accounts Payable (AP), Procurement Services (PSO) and Technology (TMPE) teams that compiles essential information on "How to Make a Purchase" at RIT.
The guide offers detailed instructions and resources for submitting various requests, including honorariums, goods, services, and more. Given the complexity of different workflows, depending on the scenario, this guide is meant to help individuals navigate the processes and accurately submit requests. By following this information, you'll learn which processes must be completed and how to accurately submit these requests.
A sneak preview of the purchasing guide is below but we hope you use it to help you on future purchases!
For more information on what contracts/suppliers your department can utilize, please visit the RIT PSO Supplier Directory. For the Community of Practice webinar outlining the Purchasing Decision Guide, please visit the CTO website. If you have any questions, please do not hesitate to reach out to either Accounts Payable or Procurement Services. Thank you for your continued cooperation and support. |
Update 2: PaymentWorks: Sending a Supplier Invite
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Update 3: Oracle: Supplier Status
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Update 4: Competitive Procurement Policy
At the RIT Procurement Services Office, we're dedicated to supporting the university's mission by ensuring that all purchasing activities are efficient, transparent, and compliant with both university policies and federal regulations. Whether you're handling a small purchase or a large-scale procurement, we're here to guide you through the process.
Today’s tip focuses on the Competitive Bid Requirements Policy. Please download the one-page Competitive Bid Requirement Summary, located on the PSO website, as we believe this will provide a clearer understanding in a single snapshot.
- Less than $10,000: Only one quote/proposal is needed; competitive bids are not required.
- $10,000 - $249,999: Requires three or more written quotes/proposals from qualified sources, or one quote if it's from a Group Purchasing Organization (GPO) or the NYS Office of General Services (OGS), However, you must verify with PSO that the supplier’s contract meets bidding requirements, or a Single/ Sole Source Justification Form when applicable. Additionally, the Price Summary Form is required for purchases over $10,000 when price is not the primary factor.
- $250,000 - $749,999: Everything from the previous threshold applies, and if it is a federal bid, it must be published and made visible to the public. Consult with PSO to update this information on the PSO website.
- More than $750,000: Everything from the previous two thresholds applies, and approval from the BOT is required for Conflicted Parties.
The above specified limits apply to a single contract or purchase order (PO). If you are buying similar items or services with comparable scopes that collectively reach these totals, please adhere to the guidelines for the total aggregate amount.
For transactions requiring bids, departments are encouraged to consult with PSO after drafting the RFP/RFQ. PSOs will collaborate with the department to ensure the process aligns with university policies and relevant Federal regulations.
If you have any questions, please do not hesitate to reach out. Thank you for your continued cooperation and support.
Best regards,
The Procurement Services Team
Update 5: About Us
At the RIT Procurement Services Office, we're dedicated to supporting the university's mission by ensuring that all purchasing activities are efficient, transparent, and compliant with both university policies and federal regulations. Whether you're handling a small purchase or a large-scale procurement, we're here to guide you through the process.
As we enter the New Year, the PSO Team would like to take a moment to introduce ourselves. Our team consists of ten dedicated individuals, each bringing a unique background in procurement to serve the RIT campus.
You can always find more information along with our contact details on the "About Us" page of our website.Your feedback, questions, and concerns are incredibly important to us, so please don't hesitate to get in touch. Thank you for your continued cooperation and support.
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Update 6: Vendor Shopping Portals & Supplier Categories
Did you know that some of our recommended suppliers offer convenient shopping portals? Whether you're ordering office supplies from WB Mason or scientific supplies from VWR and Fisher Scientific, these portals provide several advantages to streamline your purchasing process.
By using the portals, you’ll gain access to RIT’s best-negotiated pricing, ensuring you get the best possible value. You'll also enjoy elevated customer support, with direct contact information for our representatives who are ready to assist you with setting up your RIT account and navigating the portal for maximum efficiency. With these portals, transactions are simplified, making it easier for you to manage your orders and focus on what matters most
In addition to these portal-based benefits, Procurement Services offers many other leveraged solutions that are secured and ready for you to access—no portal required. Visit our website to explore Commodity Categories and Suppliers, where you'll find recommended suppliers and buyer contact details.
If you have any questions or need assistance, don’t hesitate to reach out. We’re here to help you take full advantage of these convenient tools to save time and money!
Thank you for your continued cooperation and support.
Best regards,
The Procurement Services Team