Home > Procurement > Thresholds

SUNY Canton's Threshold Policy

Purchase Dollar Range	Expected Processing Time*	Price Soliciting from Vendors
$2,500 to $50,000	1-2 weeks	Written Documentation to support both the selection of the vendor and reasonableness of price
$50,000.01 to $125,000	1-3 weeks	Must solicit minimum of three (3) informal quotes or proposals from responsible vendors NYS Contract Reporter Publication applies Contact Procurement for requirements
$125,000.01 and higher	1-8 weeks	Must solicit a minimum of five (5) formal sealed bids or proposals Contact Procurement or help with bid requirements

Processing time once the requisition is logged in at the Procurement Office
(*subject to change.)

No work should start on a Contract or Purchase Order until all necessary approvals are received. Authorizing the start of work before all approvals and authorized signatures are received is beyond the scope of a State employee’s authority, and the employee may be held personally liable.

Effective March 17, 2023 all SUNY contracts (including purchase orders) valued at $75,000 or more, for construction, construction-related services, commodities, computer equipment (inclusive of software and hardware,) printing and non-construction related services are subject to review and approval by the Office of the Attorney General (OAG) and the Office of the State Comptroller (OSC.) Approval time can take as long as seventy-five (75) days. Plan your timelines for purchases and contract accordingly.

When goods and services are available from competing vendors, agencies should solicit pricing from vendors, based on the following:

• For purchases starting at $2,500 and up to $50,000, as a matter of good business practice, a department should solicit a minimum of three written competitive quotations to assure reasonableness of price and justification of vendor.
• Three (3) written quotes must be obtained for purchases between $50,000.01 and $125,000.
• Five (5) formal sealed bids or proposal must be obtained for purchases over $125,000. Contact the Procurement Office for assistance with bid requirements.
• Purchases between $10,000.01 and $50,000 must be submitted, in advance, on a quarterly listing with the New York State Contract Reporter. If procurement is valued at $100,000 or above, Vendor Responsibility forms, Procurement Lobbying Law forms, Tax & Finance Form ST220CA, and/or Consulting Services Reporting forms may also apply.
• Competitive purchases exceeding $50,000 must be published in the New York State Contract Reporter at least 15 business days in advance of the due date of the RFP (Request for Proposal) or RFB (Request for Bid.) Allow at least six (6) to eight (8) weeks for processing. Contact the Procurement Office for requirements.

State Finance Law §§139-j and 139-k solicitations include and impose certain restrictions on communications between a Governmental Entity and an Offerer/Bidder during the procurement process. An Offerer/Bidder is restricted from making contacts from the earliest notice of intent to solicit proposals through final award and approval of the Procurement Contract by SUNY Canton and, if applicable, Office of the State Comptroller (“restricted period”) to other than designated staff unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law §139-j(3)(a).

Please contact the Procurement Office (x7555) for clarification and assistance with bid requirements.

A complete copy of the State University of New York Procurement Lobbying Policy and Procedure is available for review on the SUNY website.

Exemption from competitive process include:

• NYS Preferred Sources
• Centralized State Contracts
• Small Business, New York State Certified M/WBE, Recycled or Remanufactured Purchases. Advertising requirements under NYS Economic Development Law still apply.
• Sole Source, Single Source or Emergency Contracts (with prior approval from OSC.) Revenue Contracts greater than $25,000.
• Intercollegiate Athletics NCAA Division 1 program contracts up to $250,000.
• Consortia Purchases