Updates & Tips
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