Administration

Purchasing Department

The Purchasing Department is a centralized business unit responsible for procuring all products and services for the Lehman College Community.

The mission of the Purchasing Department is the acquisition of the right goods and services...

  • In the right quantity
  • At the right time
  • Of the right quality
  • At the right place
  • From the right supplier
  • At the right cost
  • At a minimum inventory and operating investment

It is the vision of the Purchasing Department to be an integrated, motivated team
throughout the College Community, working together with all departments to facilitate
the seamless delivery of value-added goods and services.

Procurement Overview

The procurement process at Lehman College is done primarily through the City University of New York's Fully Integrated Resources and service tool (CUNYfirst). All procurement via tax levy funding is processed via CUNYFirst, and as majority of the procurement for Lehman College is funded through tax levy funding sources, CUNYfirst is the main system of procurement for the campus.
Procurement for purchases related to the Student Association, Auxiliary Enterprises and Resolution A (Capital funds projects) are still being processed by the e-procurement system (EPS)

General Purchasing Procedures & Policies

Confirming orders are a violation of CUNY's procurement policy. A confirming order is an order placed by an end user (requester) without following the standard procurement cycle which begins with the creation of a CUNYfirst Requisition and the issuance of Purchase Order by the Purchasing Office.

In the case of an emergency, please contact the Purchasing Office immediately. Pre-approval from CUNY Central Office is required to streamline the procurement cycle. Casual planning does not constitute an emergency.
The procurement process originates when an approved Requisition is submitted into the CUNYfirst System. Senior administrators are responsible for approving requisitions for the purchase of supplies, equipment and services necessary to support academic and administrative operations. Only the Purchasing Office is authorized to issue orders and enter into contracts and agreements with prospective vendors.
General Dollar Thresholds and Requirements -Purchase Dollar Threshold Requirements (OTPS Tax-Levy Funds)

Competitive Solicitation Process

Dollar Range

Requirements

Average Time from Requisition to PO 

Up to $19,999

Informal Purchase: Telephone Quotations will be emailed to at least five (5) prospective bidders, who must submit their quote via email or fax to the Purchasing Office by a specified date and time. 

1 - 3 weeks

$20,000 - $100,000

Informal Purchase: Request for Quotation (RFQ) for purchases of good/services or combination of goods/services. Also, may be used as a method of procurement for purchases from State-certified Minority/Women-Owned Businesses (MWBE) that have a value up to $200,000. RFQ's will be emailed to a minimum of five (5) prospective bidders who must submit their authorized quote via mail, hand delivery, email or fax by the RFQ Response Deadline. Advertisement (min. 15 business days) is required for purchases $50,000 and above in NYS Contract Reporter. Review and approval may also be required by CUNY's Office of General Counsel (OGC).

2 – 6 weeks

$100,000 & Above

Formal Purchase: Invitation for Bids (IFB) or Request months for Proposal (RFP). Advertisement in NYS Contract Reporter is required. Review and approval is required by CUNY's Office of General Counsel. Moreover, purchases of $500,000 require submission of a Board Resolution for approval by the CUNY Board of Trustees, NYS Office of the Comptroller and NYS Attorney General.

 

Requisition Process

Requests for goods and services in CUNYfirst are made by a broad group of employees at the college. To ensure that all requests for goods and services are approved appropriately, within budget, and are in compliance with internal controls, the Office of the University Controller has established the following procedure for Requisition Approvals within CUNYfirst:
Requestors

  • For all requisitions, the Requestor in CUNYfirst is defined as the person who is responsible or/accountable for the purchase.
  • The Requestor may be the primary beneficiary of the goods or services, or
  • The Requestor may submit requisitions on behalf of a broader set of beneficiaries (such as faculty, students, or department staff). In this case, the Requestor is still accountable for the purchase but is not the primary beneficiary of the goods/services.

Approval Procedures

All requisitions must be approved in CUNYfirst by:

  • The Requestor's Supervisor, regardless of who creates the requisition.
  • The appropriate department budget approver(s).
  • The specific category approver for the following goods and services. For specifically identified goods and services, including information technology, hazardous materials, outside legal services, construction funded from operating funds, and furniture/equipment, specific category approval is required. With the exception of outside legal services, the requisition will be routed to the appropriate category approver based on the business unit of the user who created the requisition.
    • Information technology requisitions will be routed in CUNYfirst to the CIO and/or his/her designee/s.
    • Hazardous materials requisitions will be routed for approval in CUNYfirst to the Hazmat/OSHA Manager and/or his/her designee/s.
    • Construction requisitions will be routed in CUNYfirst to the Facilities Manager and/or his/her designee/s for approval.
    • Furniture and other non-IT equipment requisitions will be routed in CUNYfirst to the Facilities department for approval.
    • Requisitions for outside legal services will be routed in CUNYfirst to the CUNY Office of General Counsel for approval.
    • Each category approver is responsible for ensuring that requisitions routed to them satisfy CUNY requirements and policies related to the relevant category of goods or services.

Purchase Order

The requisition is entered in the system by the department's authorized requester. The initial request goes through a series of approvals and budget checks before it reaches the purchasing department.
The printed purchase order must initialed by the assigned purchasing agent first and then signed by supervisor. Following the approval, the purchase order is viewable by end-user, Central Receiving Department, AVP of Finance, Property Manager and Accounts Payable Department.

  • Once the requisition reaches the purchasing department, the assigned Purchasing Agent (PA), verifies the information in the requisition, if the PA is satisfied with the requisition then that requisition will be sourced into a purchase order (PO). The coding of the purchase order in CUNYfirst is performed by the requestor and validated by the purchasing agent. The purchase order is submitted for approval by the PA and the Direct of procurement reviews and approves the purchase order. After approval by the Director of Purchasing, the purchase order is automatically routed to queue for batch printing at 9:30 and 3:30 pm daily.
  • The vendor is sent the original purchase order via email or fax and a copy is distributed to the Accounts Payable Office.

NOTE: The process from a requisition to a purchase order varies according to the dollar amount and/or the complexity of the transaction.

Purchasing Guides

Forms

Staff

  • Andrea Pinnock
    Director of Campus Office Services
    Office: Shuster Hall, Room 022
    Phone: 718‐960‐8261
    Fax: 718-960-8945
    E-mail: andrea.pinnock@lehman.cuny.edu
  • Noreen Crawford
    Purchasing Agent
    Office: Shuster Hall, Room 022
    Phone: 718‐960‐8301
    Fax: 718-960-6950
    E-mail: noreen.crawford@lehman.cuny.edu
  • Raj Mohabir
    Purchasing Agent
    Office: Shuster Hall, Room 022
    Phone: 718‐960‐8071
    Fax: 718-960-8124
    E-mail: raj.mohabir@lehman.cuny.edu
  • Alma Martinez
    Assistant Purchasing Agent
    Office: Shuster Hall, Room 022
    Phone: 718‐960‐8302
    Fax: 718-960-7392
    E-mail: alma.martinez@lehman.cuny.edu
  • Nancy Colon
    CUNY Office Assistant
    Office: Shuster Hall, Room 022
    Phone: 718‐960‐6910
    Fax: 718-960-7392
    E-mail: nancy.colon@lehman.cuny.edu

Last modified: Jun 15, 2016

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