Pricing and Vendor Selection

All purchases must include documentation supporting that the price paid is reasonable and represents fair market value.

Written documentation is required for purchases of $2,500 and above and is strongly recommended for lower-dollar purchases whenever possible.

Reasonableness of Price Checklist

To support vendor selection and demonstrate that the price is reasonable and represents best value, departments should obtain price quotes from at least 2-3 responsible vendors that can provide a similar product or service

The purpose of these quotes is to show that the selected vendor offers the lowest reasonable price or otherwise provides the best value based on the department's needs.

As part of a good-faith effort to meet New York State goals, each procurement should include at least one (1) quote from a certified MWBE or SDVOB vendor, whenever possible.

When obtaining vendor quotes is not feasible, other acceptable forms of price verification may include:

• published price lists
• manufacturer catalogs
• vendor websites
• internet search results or screenshots
• other market pricing documentation

It is strongly recommended to document reasonableness of price and vendor selection criteria for purchases under $2,500, and it is required for purchases of $2,500 and above.

Written documentation must support both:

• the selection of the vendor, and
• the reasonableness of the price

A completed Reasonableness of Price Checklist must be included with the purchasing documentation when required.

Every smart purchasing decision begins with clear and accurate specifications.

For simple purchases, the process may be informal, However, for most procurements, written specifications should be developed to ensure products or services can be accurately and objectively compared.

Specifications may include details such as:

• dimensions
• materials
• capacities
• performance requirements
• compatibility needs
• warranty terms
• service expectations
• delivery or installation requirements

Well-defined specifications help ensure the campus acquires the product or service that best meets its needs.

Please note that best value does not necessarily mean the lowest price. A thorough comparison of competing products or services against established specifications helps support the most appropriate purchasing decision.

If a vendor is selected whose price is not the lowest, the decision must be fully justified based on the specifications and documented best-value considerations.

Competitive quotes or bids can only be fairly solicited when vendors are provided with the same common specifications.

Specifications must be written in a way that is clear, objective, and sufficiently generic so they do not unintentionally or intentionally exclude qualified vendors.

Avoiding overly restrictive or brand-specific language helps ensure a fair and competitive procurement process.

Because Purchasing staff coordinate the procurement of a wide variety of products and services, they may not always have subject-matter expertise in every area.

For highly technical, specialized, or complex purchases, the initiating department is responsible for developing the specifications, since they are best positioned to define the operational and technical requirements.

The Purchasing Office will continue to provide coordination, guidance, and oversight to ensure that specifications:

• include sufficient detail
• support fair competition
• avoid exclusionary language
• comply with SUNY and New York State purchasing requirements

When needed, external expertise may also be used to assist with specification development, including support from:

• OGS
• SUNY
• other colleges or universities
• private sector subject-matter experts

The goal is always to support prudent, compliant, and best-value purchasing decisions.