Fall 2021 Guidance/COVID-19 Information

Vendor Information

About SUNY Cortland

SUNY Cortland is one of 29 New York State-operated campuses. SUNY Cortland is required to follow NY State Laws and SUNY policies and procedures. The following information is to help vendors understand how to do business with SUNY Cortland.

The Office of General Services (OGS) and the Empire State Development (ESD) have outlined important information you should know about Doing Business With New York State (PDF). It is important for you to understand the general purchasing practices of NYS.

How SUNY Cortland Buys

NYS Finance Law §163 and SUNY Procedure 7553 Purchasing and Contracting (Procurement) prioritize how the State University of New York (SUNY) does purchasing. The dollar value of the procurement determines how SUNY purchases commodities and services. Procurements are generally made in following order:

  1. from Preferred Sources when they meet form, function and utility;
  2. through OGS Centralized Commodity Contracts;
  3. by Discretionary Buying in the open market - with documentation of reasonableness of price;
  4. via Competitive Procurements:
    • Invitations for Bid (IFB) - awarded to the lowest price;
    • Requests for Proposal (RFP) - awarded to the best value; or
    • Request for Qualifications (RFQ) - awarded to the most qualified.

When making procurements, SUNY is required by law to provide to and obtain from vendors certain documentation. For additional information, see SUNY Procurement Policies & Procedures and also find the Procurement Forms.

NY State Office of the State Comptroller

Vendor Management Unit

The Office of the State Comptroller’s Bureau of State Expenditures created the Vendor Management Unit (VMU) to manage the Vendor File. The VMU is responsible for the daily operations, maintenance and audit of all vendor records. The New York State Business Units are responsible for collecting and submitting vendor data to the VMU for vendor registration. The VMU will issue the vendor a New York State Vendor ID when review of the data is completed.

Important vendor information including how to update supplier information in the State-wide Financial System (SFS) can be found at the NYS Office of State Comptroller.

Vendor Responsibility System

Vendors are encouraged to register in the State's Vendor Responsibility System (VendRep System). The VendRep System allows business entities to enter and maintain their Vendor Responsibility Questionnaire information (required for contract valued at $100,000) in a secure, centralized database.

Where SUNY Advertises

Procurement opportunities with SUNY can be found in several places.  NYS Economic Development Law §142 requires that SUNY advertise all individual procurements that are valued over $50,000 in the New York State Contract Reporter (NYSCR). Vendors are encouraged to subscribe to the NYSCR – there is no cost for the service.

The State University Construction Fund (SUCF) and the Dormitory Authority State of New York (DASNY), which are separate entities from SUNY, do the majority of construction on SUNY campuses and have Tentative Bid Listing (SUCF) and Bid Forecast (DASNY) posted on their respective websites.

Campuses may also place advertisements in local papers, the Albany Times Union (for construction), trade magazines and publications geared toward minority- and women-owned businesses (i.e., Minority Commerce Weekly).

New York State Certified Minority, Women and Service Disabled Veteran Owned Businesses

SUNY Cortland is committed to supporting the development of Minority, Women and Service Disabled Veteran Owned Business Enterprises (MWBE and SDVOB).  In support of this interest and commitment, the Procurement Services Department regularly engages in a variety of initiatives designed to utilize the goods and services provided by MWBEs and SDVOBs.

If your company is a NYS Certified M/W/SDVO-BE, you are encouraged to contact Kristi Hughston, Assistant Director of Purchasing and Accounts Payable at 607-753-2582 or kristi.hughston@cortland.edu to discuss possible opportunities to do business with the College.

Contracts, Purchase Orders, and Procurement Cards

Payments are made against approved Purchase Orders and Contracts that have been issued by the Purchasing Office or for purchases that are made with a State Procurement Card held by an authorized cardholder. The college designates specific individuals who have the authority to approve purchases. Vendors should be aware that payments for transactions that have not been properly authorized may be rejected. If in doubt, please check with the Purchasing Office prior to fulfilling an order.

Vendor Registration for SUNY Cortland Supplier/Bidder List

Any vendor interested in being on the campus Supplier/Bidder List can submit a Bidder Information Form via email or through the link below. Vendors will remain on the list for one year with a prompt for updated information at expiration if vendors wish to remain on the list.

Bidder Information Form (XLS)