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Purchasing

The Purchasing Department is open Monday through Friday from 8 a.m. to 5 p.m.
Phone: (518) 629-4519
Mary Ellen Lajeunesse, Director of Business Services (518) 629-7813
Tanya E. Hicks, Secretary (DAC I) (518) 629-7813

Bid Documents | Internal Forms | Frequently Asked Questions | Reference Table | Surplus Sale


Bid Documents

BID NO.: 3492
TITLE: RECONSTRUCTION OF CAMPUS PARKING LOTS
RECEIVING DATE AND TIME: 2:00 PM, DST, TUESDAY, APRIL 15, 2014
OPENING DATE AND TIME: 2:15 PM, DST, TUESDAY, APRIL 15, 2014

BID NO.: 3495
TITLE: PURCHASE OF CUSTODIAL EQUIPMENT
RECEIVING DATE AND TIME: 2:25 PM, DST, THURSDAY, APRIL 17, 2014
OPENING DATE AND TIME: 2:30 PM, DST, THURSDAY, APRIL 17, 2014

RFP NO.: 14-380
TITLE: STUDENT LOAN DEFAULT MANAGEMENT
RECEIVING DATE AND TIME: 2:25 PM, DST, WEDNESDAY, APRIL 23, 2014
OPENING DATE AND TIME: 2:30 PM, DST, WEDNESDAY, APRIL 23, 2014

BID NO.: 3493
TITLE: HIGBEE HALL CEILING REPLACEMENT
RECEIVING DATE AND TIME: 2:25 PM, DST, THURSDAY, APRIL 24, 2014
OPENING DATE AND TIME: 2:30 PM, DST, THURSDAY, APRIL 24, 2014
The schedules of prevailing wage rates and supplement PRC#2014002435 may be obtained by contacting the Purchasing Office.

BID NO.: 3494
TITLE: HIGBEE HALL FLOORING UPGRADE
RECEIVING DATE AND TIME: 2:55 PM, DST, THURSDAY, APRIL 24, 2014
OPENING DATE AND TIME: 3:00 PM, DST, THURSDAY, APRIL 24, 2014
The schedules of prevailing wage rates and supplement PRC#2014002444 may be obtained by contacting the Purchasing Office.
Addendum 1

BID NO.: 3502
TITLE: MASONRY CONTRACTOR
RECEIVING DATE AND TIME: 2:25 PM, DST, MONDAY, APRIL 28, 2014
OPENING DATE AND TIME: 2:30 PM, DST, MONDAY, APRIL 28, 2014
The schedules of prevailing wage rates and supplement PRC #2014003107 may be obtained by contacting the Purchasing Office.

RFP NO.: 14-381
TITLE: PROFESSIONAL SURVEYING SERVICES
RECEIVING DATE AND TIME: 2:25 PM, DST, TUESDAY, APRIL 29, 2014
OPENING DATE AND TIME: 2:30 PM, DST, TUESDAY, APRIL 29, 2014
The schedules of prevailing wage rates and supplement PRC #2014002435 may be obtained by contacting the Purchasing Office.

BID NO.: 3496
TITLE: PURCHASE OF DENTAL SUPPLIES
RECEIVING DATE AND TIME: 2:55 PM, DST, TUESDAY, APRIL 29, 2014
OPENING DATE AND TIME: 3:00 PM, DST, TUESDAY, APRIL 29, 2014

BID NO.: 3498
TITLE: INSTRUCTIONAL TECHNOLOGIES DEPARTMENT MAINTENANCE PARTS AND TOOLS
RECEIVING DATE AND TIME: 2:25 PM, DST, THURSDAY, MAY 1, 2014
OPENING DATE AND TIME: 2:30 PM, DST, THURSDAY, MAY 1, 2014

BID NO.: 3499
TITLE: PURCHASE OF AUDIO-VISUAL/MULTIMEDIA CONNECTORS AND SUPPLIES
RECEIVING DATE AND TIME: 2:55 PM, DST, THURSDAY, MAY 1, 2014
OPENING DATE AND TIME: 3:00 PM, DST, THURSDAY, MAY 1, 2014

BID NO.: 3497
TITLE: HUDSON HALL BATHROOM UPGRADE
RECEIVING DATE AND TIME: 2:55 PM, DST, TUESDAY, MAY 6, 2014
OPENING DATE AND TIME: 3:00 PM, DST, TUESDAY, MAY 6, 2014
The schedules of prevailing wage rates and supplemental PRC #2014002818 may be obtained by contacting the Purchasing Office.
Addendum 1

BID NO.: 3503
TITLE: PURCHASE OF AN ARTICULATING BOOM LIFT
RECEIVING DATE AND TIME: 2:25 PM, DST, TUESDAY, MAY 13, 2014
OPENING DATE AND TIME: 2:30 PM, DST, TUESDAY, MAY 13, 2014

RFP NO.: 14-382
TITLE: ACTUARIAL SERVICES
RECEIVING DATE AND TIME: 2:25 PM, DST, THURSDAY, MAY 15, 2014
OPENING DATE AND TIME: 2:30 PM, DST, THURSDAY, MAY 15, 2014

BID NO.: 3501
TITLE: ARMORED CAR SERVICE
RECEIVING DATE AND TIME: 2:55 PM, DST, THURSDAY, MAY 15, 2014
OPENING DATE AND TIME: 3:00 PM, DST, THURSDAY, MAY 15, 2014

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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 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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