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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
Mary Ellen Lajeunesse, 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.: 3607
TITLE: PURCHASE OF A VERTICAL MACHINING CENTER
RECEIVING DATE AND TIME: 1:55 PM, DST, THURSDAY, JULY 2, 2015
OPENING DATE AND TIME: 2:00 PM, DST, THURSDAY, JULY 2, 2015

BID NO.: 3571
TITLE: INSPECTION AND TESTING SERVICE FOR FIRE SPRINKLER SYSTEMS AND OTHER WATER-BASED PROTECTION SYSTEMS
RECEIVING DATE AND TIME: 1:55 PM, DST, TUESDAY, JULY 7, 2015
OPENING DATE AND TIME: 2:00 PM, DST, TUESDAY, JULY 7, 2015
The schedules of prevailing wage rates and supplement PRC #2015002274 may be obtained from the NYSDOL Web site.

BID NO.: 3572
TITLE: REMOVAL OF HAZARDOUS WASTE AND EMERGENCY RESPONSE SERVICES
RECEIVING DATE AND TIME: 2:25 PM, DST, TUESDAY, JULY 7, 2015
OPENING DATE AND TIME: 2:30 PM, DST, TUESDAY, JULY 7, 2015
The schedules of prevailing wage rates and supplement PRC #2015004707 may be obtained from the NYSDOL Web site.

BID NO.: 3608
TITLE: PURCHASE OF A RESPIRATORY CARE PATIENT SIMULATOR
RECEIVING DATE AND TIME: 1:55 PM, DST, WEDNESDAY, JULY 8, 2015
OPENING DATE AND TIME: 2:00 PM, DST, WEDNESDAY, JULY 8, 2015

BID NO.: 3593
TITLE: TEMPORARY EMPLOYEE SERVICES
RECEIVING DATE AND TIME: 2:25 PM, DST, WEDNESDAY, JULY 8, 2015
OPENING DATE AND TIME: 2:30 PM, DST, WEDNESDAY, JULY 8, 2015
The schedules of prevailing wage rates and supplement PRC #2015900470 may be obtained from the NYSDOL Web site.

BID NO.: 3610
TITLE: REBID VERIZON NEXT STEP PROGRAM - HOTEL AND MEETING ROOM RENTAL
RECEIVING DATE AND TIME: 2:55 PM, DST, WEDNESDAY, JULY 8, 2015
OPENING DATE AND TIME: 3:00 PM, DST, WEDNESDAY, JULY 8, 2015

BID NO.: 3576
TITLE: PURCHASE OF PHYSICAL EDUCATION SUPPLIES
RECEIVING DATE AND TIME: 1:55 PM, DST, MONDAY, JULY 13, 2015
OPENING DATE AND TIME: 2:00 PM, DST, MONDAY, JULY 13, 2015

BID NO.: 3570
TITLE: CAMPUS PAINTING CONTRACTOR
RECEIVING DATE AND TIME: 1:55 PM, DST, TUESDAY, JULY 14, 2015
OPENING DATE AND TIME: 2:00 PM, DST, TUESDAY, JULY 14, 2015
The schedules of prevailing wage rates and supplement PRC #2015002208 may be obtained from the NYSDOL Web site.

BID NO.: 3578
TITLE: PURCHASE OF ELECTRONIC SUPPLIES – CLASSROOM USE
RECEIVING DATE AND TIME: 1:55 PM, DST, WEDNESDAY, JULY 15, 2015
OPENING DATE AND TIME: 2:00 PM, DST, WEDNESDAY, JULY 15, 2015

BID NO.: 3579
TITLE: PURCHASE OF ELECTRICAL SUPPLIES – CLASSROOM USE
RECEIVING DATE AND TIME: 2:25 PM, DST, WEDNESDAY, JULY 15, 2015
OPENING DATE AND TIME: 2:30 PM, DST, WEDNESDAY, JULY 15, 2015

BID NO.: 3611
TITLE: PURCHASE OF ABSOLUTE ARM 6-AXIS
RECEIVING DATE AND TIME: 2:55 PM, DST, THURSDAY, JULY 16, 2015
OPENING DATE AND TIME: 3:00 PM, DST, THURSDAY, JULY 16, 2015

BID NO.: 3574
TITLE: PURCHASE OF POLYSOMNOGRAPHY SUPPLIES
RECEIVING DATE AND TIME: 1:55 PM, DST, MONDAY, JULY 20, 2015
OPENING DATE AND TIME: 2:00 PM, DST, MONDAY, JULY 20, 2015

BID NO.: 3575
TITLE: PURCHASE OF RESPIRATORY CARE SUPPLIES
RECEIVING DATE AND TIME: 2:25 PM, DST, MONDAY, JULY 20, 2015
OPENING DATE AND TIME: 2:30 PM, DST, MONDAY, JULY 20, 2015

BID NO.: 3566
TITLE: WASTE REMOVAL SERVICES – CAMPUS-WIDE
RECEIVING DATE AND TIME: 1:55 PM, DST, TUESDAY, JULY 21, 2015
OPENING DATE AND TIME: 2:00 PM, DST, TUESDAY, JULY 21, 2015
The schedules of prevailing wage rates and supplement PRC #2015900250 may be obtained from the NYSDOL Web site.

BID NO.: 3580
TITLE: PURCHASE OF PARAMEDIC EQUIPMENT AND SUPPLIES
RECEIVING DATE AND TIME: 2:25 PM, DST, TUESDAY, JULY 21, 2015
OPENING DATE AND TIME: 2:30 PM, DST, TUESDAY, JULY 21, 2015

BID NO.: 3596
TITLE: PURCHASE OF AUTOMOTIVE SUPPLIES
RECEIVING DATE AND TIME: 2:25 PM, DST, THURSDAY, JULY 23, 2015
OPENING DATE AND TIME: 2:30 PM, DST, THURSDAY, JULY 23, 2015

BID NO.: 3597
TITLE: PURCHASE OF AUTOBODY SUPPLIES
RECEIVING DATE AND TIME: 2:55 PM, DST, THURSDAY, JULY 23, 2015
OPENING DATE AND TIME: 3:00 PM, DST, THURSDAY, JULY 23, 2015

BID NO.: 3581
TITLE: PURCHASE OF FINE ARTS AND PHOTOGRAPHY SUPPLIES
RECEIVING DATE AND TIME: 1:55 PM, DST, MONDAY, JULY 27, 2015
OPENING DATE AND TIME: 2:00 PM, DST, MONDAY, JULY 27, 2015

BID NO.: 3582
TITLE: PURCHASE OF PROMOTIONAL ITEMS
RECEIVING DATE AND TIME: 1:55 PM, DST, WEDNESDAY, JULY 29, 2015
OPENING DATE AND TIME: 2:00 PM, DST, WEDNESDAY, JULY 29, 2015

BID NO.: 3583
TITLE: PURCHASE OF PROMOTIONAL APPAREL
RECEIVING DATE AND TIME: 2:25 PM, DST, WEDNESDAY, JULY 29, 2015
OPENING DATE AND TIME: 2:30 PM, DST, WEDNESDAY, JULY 29, 2015

BID NO.: 3568
TITLE: PURCHASE OF ELECTRICAL SUPPLIES – CAMPUS-WIDE
RECEIVING DATE AND TIME: 1:55 PM, DST, THURSDAY, JULY 30, 2015
OPENING DATE AND TIME: 2:00 PM, DST, THURSDAY, JULY 30, 2015

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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 e-mail 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 e-mail 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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