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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.: 3680
TITLE: LIEBERT EQUIPMENT SERVICE
RECEIVING DATE AND TIME: 2:25 PM, DST, TUESDAY, MARCH 28, 2017
OPENING DATE AND TIME: 2:30 PM, DST, TUESDAY, MARCH 28, 2017

RFP NO.: 17-407
TITLE: RFP FOR DESIGN AND CONSTRUCTION SERVICES FOR TENNIS COURT REPLACEMENT
RECEIVING DATE AND TIME: 2:15 PM, DST, WEDNESDAY, MARCH 29, 2017
OPENING DATE AND TIME: 2:30 PM, DST, WEDNESDAY, MARCH 29, 2017

BID NO.: 3681
TITLE: ASPHALT PAVING SERVICES-NORTH ROAD AND HOLLIDAY DRIVE
RECEIVING DATE AND TIME: 2:25 PM, DST, FRIDAY, MARCH 31, 2017
OPENING DATE AND TIME: 2:30 PM, DST, FRIDAY, MARCH 31, 2017
The schedules of prevailing wage rates and supplement PRC #2017000836 may be obtained from the NYSDOL website.

BID NO.: 3684
TITLE: SIEK CAMPUS CENTER AND MCDONOUGH SPORTS CENTER FLOORING UPGRADE
RECEIVING DATE AND TIME: 2:25 PM, DST, MONDAY, APRIL 10, 2017
OPENING DATE AND TIME: 2:30 PM, DST, MONDAY, APRIL 10, 2017
The schedules of prevailing wage rates and supplement PRC #2017001704 may be obtained from the NYSDOL website.

BID NO.: 3685
TITLE: PURCHASE OF DENTAL HYGIENE SUPPLIES
RECEIVING DATE AND TIME: 2:25 PM, DST, WEDNESDAY, APRIL 12, 2017
OPENING DATE AND TIME: 2:30 PM, DST, WEDNESDAY, APRIL 12, 2017

BID NO.: 3683
TITLE: PURCHASE OF CHEMISTRY, BIOLOGY AND PHYSICS SUPPLIES - SUMMER 2017
RECEIVING DATE AND TIME: 2:25 PM, DST, WEDNESDAY, APRIL 19, 2017
OPENING DATE AND TIME: 2:30 PM, DST, WEDNESDAY, APRIL 19, 2017

RFP NO.: 17-410
TITLE: RFP FOR COMMUNICATIONS AND MARKETING SERVICES
RECEIVING DATE AND TIME: 2:00 PM, DST, THURSDAY, APRIL 20, 2017
OPENING DATE AND TIME: 2:30 PM, DST, THURSDAY, APRIL 20, 2017

An open conference to address questions on this RFP will be held on Wednesday, March 15 at 10 a.m. in the Bulmer Telecommunications Center, Meeting Room 3. In the event of college closure due to inclement weather, the conference will be rescheduled to Thursday, March 16 at 10 a.m. in the same location.
Those unable to attend in person, may join from PC, Mac, Linux, iOS or Android at https://delhi.zoom.us/j/589517145; or dial in by phone at (646) 558-8656 (US Toll) or (408) 638-0968 (US Toll). Meeting ID: 589 517 145

RFP NO.: 17-411
TITLE: RFP FOR QUALIFIED PROFESSIONAL TURF AND LANDSCAPE MAINTENANCE CONTRACTOR
RECEIVING DATE AND TIME: 2:15 PM, DST, TUESDAY, MAY 2, 2017
OPENING DATE AND TIME: 2:30 PM, DST, TUESDAY, MAY 2, 2017
The schedules of prevailing wage rates and supplement PRC #2017002427 may be obtained from the NYSDOL website.

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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

SURPLUS SALE 17-05
Wednesday, March 29, 2017
8 a.m. to noon

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