Purchasing

Location: Administration Building, Room 240
Phone:
(518) 629-4519
Hours: Monday through Friday from 8 a.m. to 4:30 p.m.

Patricia A. Gaston, Director of Business Services and Procurement, (518) 629-4519
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.: 3743
TITLE: PURCHASE OF ELECTRICAL SUPPLIES – CLASSROOM USE
RECEIVING DATE AND TIME: 2:25 PM, DST, WEDNESDAY, JULY 18, 2018
OPENING DATE AND TIME: 2:30 PM, DST, WEDNESDAY, JULY 18, 2018

BID NO.: 3744
TITLE: PURCHASE OF ELECTRONIC SUPPLIES – CLASSROOM USE
RECEIVING DATE AND TIME: 2:25 PM, DST, THURSDAY, JULY 19, 2018
OPENING DATE AND TIME: 2:30 PM, DST, THURSDAY, JULY 19, 2018

RFP NO.: 18-426
TITLE: RFP FOR DIRECT MAIL PROCESSING SERVICES
RECEIVING DATE AND TIME: 3:15 PM, DST, THURSDAY, JULY 19, 2018
OPENING DATE AND TIME: 3:30 PM, DST, THURSDAY, JULY 19, 2018

BID NO.: 3746
TITLE: PURCHASE OF AUTOMOTIVE SUPPLIES
RECEIVING DATE AND TIME: 2:55 PM, DST, FRIDAY, JULY 20, 2018
OPENING DATE AND TIME: 3:00 PM, DST, FRIDAY, JULY 20, 2018

BID NO.: 3745
TITLE: PURCHASE OF AUTOBODY SUPPLIES
RECEIVING DATE AND TIME: 2:25 PM, DST, FRIDAY, JULY 20, 2018
OPENING DATE AND TIME: 2:30 PM, DST, FRIDAY, JULY 20, 2018

BID NO.: 3747
TITLE: WASTE REMOVAL SERVICES – CAMPUS WIDE
RECEIVING DATE AND TIME: 2:25 PM, DST, MONDAY, JULY 23, 2018
OPENING DATE AND TIME: 2:30 PM, DST, MONDAY, JULY 23, 2018
The schedules of prevailing wage rates and supplement PRC #2018900380 may be obtained from the NYSDOL website.

BID NO.: 3748
TITLE: PURCHASE OF PROMOTIONAL ITEMS
RECEIVING DATE AND TIME: 2:25 PM, DST, TUESDAY, JULY 24, 2018
OPENING DATE AND TIME: 2:30 PM, DST, TUESDAY, JULY 24, 2018

BID NO. 3748 ADDENDUM #1

BID NO.: 3749
TITLE: PURCHASE OF ELECTRICAL SUPPLIES – CAMPUS WIDE
RECEIVING DATE AND TIME: 2:25 PM, DST, WEDNESDAY, JULY 25, 2018
OPENING DATE AND TIME: 2:30 PM, DST, WEDNESDAY, JULY 25, 2018

BID NO.: 3750
TITLE: PURCHASE OF PARAMEDIC EQUIPMENT AND SUPPLIES
RECEIVING DATE AND TIME: 2:25 PM, DST, THURSDAY, JULY 26, 2018
OPENING DATE AND TIME: 2:30 PM, DST, THURSDAY, JULY 26, 2018

RFP NO.: 18-430
TITLE: RFP FOR CONSTRUCTION SERVICES FOR PARKING LOT
RECEIVING DATE AND TIME: 2:45 PM, DST, THURSDAY, JULY 26, 2018
OPENING DATE AND TIME: 3:00 PM, DST, THURSDAY, JULY 26, 2018
The schedules of prevailing wage rates and supplement PRC #2018008031 may be obtained from the NYSDOL website.

BID NO.: 3751
TITLE: PURCHASE OF CUSTODIAL SUPPLIES
RECEIVING DATE AND TIME: 2:25 PM, DST, FRIDAY, JULY 27, 2018
OPENING DATE AND TIME: 2:30 PM, DST, FRIDAY, JULY 27, 2018

BID NO. 3751 ADDENDUM #1

BID NO.: 3753
TITLE: PURCHASE OF BUILDING MATERIALS CAMPUS WIDE
RECEIVING DATE AND TIME: 2:25 PM, DST, MONDAY, JULY 30, 2018
OPENING DATE AND TIME: 2:30 PM, DST, MONDAY, JULY 30, 2018

BID NO.: 3754
TITLE: PURCHASE OF PAPER AND ENVELOPE SUPPLIES
RECEIVING DATE AND TIME: 2:25 PM, DST, TUESDAY, JULY 31, 2018
OPENING DATE AND TIME: 2:30 PM, DST, TUESDAY, JULY 31, 2018

BID NO.: 3759
TITLE: PURCHASE OF FINE ARTS AND PHOTOGRAPHY SUPPLIES
RECEIVING DATE AND TIME: 2:25 PM, DST, THURSDAY, AUGUST 2, 2018
OPENING DATE AND TIME: 2:30 PM, DST, THURSDAY, AUGUST 2, 2018

BID NO.: 3752
TITLE: PURCHASE OF CHEMISTRY, BIOLOGY, AND PHYSICS SUPPLIES – FALL 2018
RECEIVING DATE AND TIME: 2:25 PM, DST, FRIDAY, AUGUST 3, 2018
OPENING DATE AND TIME: 2:30 PM, DST, FRIDAY, AUGUST 3, 2018

BID NO.: 3737
TITLE: TEMPORARY EMPLOYEE SERVICES
RECEIVING DATE AND TIME: 2:25 PM, DST, TUESDAY, AUGUST 14, 2018
OPENING DATE AND TIME: 2:30 PM, DST, TUESDAY, AUGUST 14, 2018
The schedules of prevailing wage rates and supplement PRC #2018900377 may be obtained from the NYSDOL website.

Back to top


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.

Back to top


Forms

Back to top


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.

Back to top


Surplus Sale

There are no surplus sales.

Back to top