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Purchasing

The Purchasing Department is open Monday through Friday from 8 a.m. to 4:30 p.m.
Phone: (518) 629-4519
Patricia A. Gaston, Director of Business Services and Procurement, (518) 629-7813
Tanya E. Hicks, Data Analysis Coordinator I, (518) 629-7813

Bid Documents | Internal Forms | Frequently Asked Questions | Reference Table | Surplus Sale


Bid Documents

BID NO.: 3655
TITLE: PURCHASE OF PARADEMIC EQUIPMENT AND SUPPLIES
RECEIVING DATE AND TIME: 2:25 PM, DST, TUESDAY, JULY 26, 2016
OPENING DATE AND TIME: 2:30 PM, DST, TUESDAY, JULY 26, 2016

BID NO.: 3665
TITLE: PURCHASE OF PROMOTIONAL ITEMS
RECEIVING DATE AND TIME: 2:55 PM, DST, TUESDAY, JULY 26, 2016
OPENING DATE AND TIME: 3:00 PM, DST, TUESDAY, JULY 26, 2016

BID NO.: 3669
TITLE: PURCHASE OF WELDING AND MEDICAL GASES
RECEIVING DATE AND TIME: 2:25 PM, DST, WEDNESDAY, JULY 27, 2016
OPENING DATE AND TIME: 2:30 PM, DST, WEDNESDAY, JULY 27, 2016

BID NO.: 3661
TITLE: PURCHASE OF ELECTRICAL SUPPLIES – CAMPUS WIDE
RECEIVING DATE AND TIME: 2:25 PM, DST, THURSDAY, JULY 28, 2016
OPENING DATE AND TIME: 2:30 PM, DST, THURSDAY, JULY 28, 2016

BID NO.: 3662
TITLE: PURCHASE OF CUSTODIAL SUPPLIES
RECEIVING DATE AND TIME: 2:25 PM, DST, TUESDAY, AUGUST 2, 2016
OPENING DATE AND TIME: 2:30 PM, DST, TUESDAY, AUGUST 2, 2016

BID NO.: 3667
TITLE: PURCHASE OF CHEMISTRY, BIOLOGY, PHYSICS SUPPLIES
RECEIVING DATE AND TIME: 2:55 PM, DST, TUESDAY, AUGUST 2, 2016
OPENING DATE AND TIME: 3:00 PM, DST, TUESDAY, AUGUST 2, 2016

BID NO.: 3663
TITLE: PURCHASE OF BUILDING MATERIALS – CAMPUS WIDE
RECEIVING DATE AND TIME: 2:25 PM, DST, THURSDAY, AUGUST 4, 2016
OPENING DATE AND TIME: 2:30 PM, DST, THURSDAY, AUGUST 4, 2016

BID NO.: 3664
TITLE: PURCHASE OF FINE ARTS AND PHOTOGRAPHY SUPPLIES
RECEIVING DATE AND TIME: 1:55 PM, DST, THURSDAY, AUGUST 4, 2016
OPENING DATE AND TIME: 2:00 PM, DST, THURSDAY, AUGUST 4, 2016

BID NO.: 3666
TITLE: DIRECT MAIL PROCESSING SERVICES
RECEIVING DATE AND TIME: 2:25 PM, DST, MONDAY, AUGUST 8, 2016
OPENING DATE AND TIME: 2:30 PM, DST, MONDAY, AUGUST 8, 2016

BID NO.: 3668
TITLE: PURCHASE OF PAPER AND ENVELOPE SUPPLIES
RECEIVING DATE AND TIME: 2:25 PM, DST, TUESDAY, AUGUST 9, 2016
OPENING DATE AND TIME: 2:30 PM, DST, TUESDAY, AUGUST 9, 2016

RFP NO.: 16-403
TITLE: WEBSITE DESIGN AND DEVELOPMENT SERVICES
RECEIVING DATE AND TIME: 2:00 PM, DST, WEDNESDAY, AUGUST 10, 2016
OPENING DATE AND TIME: 2:30 PM, DST, WEDNESDAY, AUGUST 10, 2016
Addendum #1

RFP NO.: 16-402
TITLE: LEGAL SERVICES FOR LABOR
RECEIVING DATE AND TIME: 2:25 PM, DST, THURSDAY, AUGUST 11, 2016
OPENING DATE AND TIME: 2:30 PM, DST, THURSDAY, AUGUST 11, 2016

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Frequently Asked Questions

Q. How do I purchase articles I need?
A. The first step is to figure out what you want and how much it will cost. If it is below $1,000 and is a one time purchase, all you have to do is obtain one (1) telephone quote. After obtaining the quote you may type the purchase order online.  (If you have not been trained to type purchase orders online, please call Purchasing at (518) 629-4517 to set up training.) Once the Director of Business Services and Procurement has signed your purchase order it becomes a valid purchase order. You will receive a receivers copy of the purchase order to be signed and sent back to Accounts Payable when the merchandise is received.

Q. What if the purchase is over $1,000?
A. If the purchase is between $1,000.01 and $20,000, written quotes are needed. Please email your request for a written quote along with the specifications to the Purchasing Office. Please allow two (2) weeks so that vendors will have time to respond to your request.  The results will be forwarded to you via interoffice mail and you will be notified via email that the results of your quotation is on its way to you.  Again, after determining the low bidder, process a purchase order online, put the quote number on the purchase order and also this statement.
ALL MERCHANDISE MUST BE SHIPPED PREPAID AND SHALL BE DELIVERED F.O.B. HUDSON VALLEY COMMUNITY COLLEGE, 80 VANDENBURGH AVENUE, TROY, NEW YORK, CENTRAL RECEIVING.
Send copies of the quote to Purchasing to be attached to the purchase order.

Q. What if the purchase is over $20,000?
A. If the purchase is over $20,000, please fill out a request for bid form.  Allow approximately six (6) weeks for processing.  The results will be sent to you to determine low bid.  After the bid is awarded, process a purchase order online, state the bid number on the purchase order and also type this statement on the purchase order.
ALL MERCHANDISE MUST BE SHIPPED PREPAID AND SHALL BE DELIVERED F.O.B. HUDSON VALLEY COMMUNITY COLLEGE, 80 VANDENBURGH AVENUE, TROY, NEW YORK, CENTRAL RECEIVING.

Q. I need to order paper supplies and only know of one vendor, what do I do?
A. Contact the Print Shop at (518) 629-7838 to see if the college already has the paper or can order it from one of our bids. If they do not have the paper, they may know of vendors who supply the paper. Fill out a regular purchase order.

Q. I have a rush order. What do I do?
A. Alert Purchasing the order is coming over. Type the purchase order online. Fax over any backup documentation to Purchasing at (518) 629-4547 to be attached to the purchase order. We will do our best to rush your order through.

This is just a brief overview of Purchasing, for more detailed information consult the "Finance Office and Purchasing Manual." Feel free to call us at (518) 629-4519 anytime you have any questions.

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Forms

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Purchasing Reference Table

COMMODITY PURCHASE:
Amount (Annual Expenditure) Minimum Quote(s)/Proposal Requirement
$ .01 – 150.00 One Phone Quote
$150.01 – 1,000.00 One Phone Quote
$1,000.01 – 2,500.00 Two Written Quotes*
$2,500.01 to $20,000 Three Written Quotes*
OVER $20,000.00 Public Bid/Formal RFP*
PUBLIC WORK PROJECT; EQUIPMENT RENTALS; SERVICE/MAINTENANCE CONTRACTS; PROFESSIONAL SERVICE:
Amount (Annual Expenditure) Minimum Quote(s)/Proposal Requirement
$ .01 – 5,000.00 One Written Quote*
$5,000.01 – 15,000.00 Two Written Quotes*
$15,000.01 – 35,000.00 Three Written Quotes*
OVER $35,000.00 Public Bid/Formal RFP*
*Written quotes should be obtained by the Purchasing Office.

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Surplus Sale

There are currently no surplus sales scheduled.

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