The following describes the chronological flow of documents, their review, and transactions of the purchasing process.
Informal exploration of the commodity or service at the originating departmental level which may include vendor contact regarding specifications, prices, delivery, warranty, set-up, utilities, service, and competitive prices for equivalents. There is to be no commitment to a vendor by the originating department. Unauthorized commitments are considered to have incurred a personal liability by the individual responsible. Departments are encouraged to contact Purchasing (ext. 2305) at this preliminary stage for advice and recommendations.
Note: Check to see if the commodity/service is available through any of the Preferred Sources first before obtaining quotes elsewhere.
The originating department completes a purchase requisition in Red Dragon Depot attaching any vendor quote information, reasonable of price check list (for purchases $2,500 or over), and other detailed specifications if necessary.
If a service is to be purchased, there may be need for a formal contract with performance specifications. If the service involves any kind of construction or alteration to the Physical Plant, including consulting services, the campus Facilities Office becomes involved and a complex contractual process is required. External approvals may be necessary prior to any commitment to a provider of services.
Purchasing, upon receipt of requisition, performs a review and audit against all State, SUNY, and College regulations policies and procedures, including but not limited to determinations on competitive pricing, M/WBE, procurement opportunities legislation, N.Y.S. contracts, and preferred sources.
The purchase order is generated through Red Dragon Depot and sent to the vendor by Purchasing. In some cases external approvals may be necessary prior to issuance of the purchase order to the vendor. It is this purchase order issuance which establishes the only authorized and binding commitment to the vendor; any other vendor contact is considered informal and non-binding to the College. Vendors of long-standing are fully aware of this policy.
Goods are usually received at the Central Receiving facility located on Stratton Drive. Once the department has received the items from Central Receiving, the originating department must receive the items(s) within the Red Dragon Depot system. Receiving items in Red Dragon Depot is essential for timely vendor payment as required under prompt payment legislation. Partial shipments should be paid promptly rather than waiting for order completion. Purchasing should be contacted for advice and instructions in cases of discovered damage or other unusual circumstances; Purchasing must coordinate vendor contact.
In cases where a return must be made, contact Purchasing for proper procedures and documentation to accompany the return.