Purchasing Dollar Thresholds

There are specific dollar thresholds and requirements for purchases with state, Research Foundation (RF) and UB Foundation (UBF) funds for transactions using eProcurement, Procurement Card (PCard) and requisitions submitted through the eRequisition system (eReq) or ShopBlue.

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Definition of Reasonableness of Price

There are multiple ways to determine if the price is reasonable. Typically, two or three of the ways listed below should be used:

  • The vendor’s published price list and documented discount
  • Prior invoices from this vendor to other consumers
  • Invoices or cost sheet from prior state contracts
  • Comparisons to other vendors' prices for similar products/services
  • Comparison to similar purchases by other campuses
  • Price or cost analysis
  • Historical cost or price comparison

For eProcurement Online Catalogs

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Dollar Amount

State

RF

UBF
0—$4,999
  • Per transaction limit is $4,999.  Orders over limit use requisition process
  • Transaction must be appropriate to grant or account
  • Participating Suppliers:  VWR, FedEx, and Fisher Scientific
  • Per transaction limit is $4,999.  Orders over limit use requisition process
  • Transaction must be appropriate to grant or account
  • Participating Suppliers:  VWR, FedEx, and Fisher Scientific
  • Per transaction limit is $4,999.  Orders over limit use requisition process
  • Transaction must be appropriate to grant or account
  • Participating Suppliers:  VWR, FedEx, and Fisher Scientific

For Procurement Cards

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Dollar Amount

State

RF

UBF
0—$2,500
  • Price must be reasonable
  • Transaction must be appropriate to grant or account
  • Tax-exempt
  • Per transaction limit $2,500. Orders over limit use requisition process
  • Price must be reasonable
  • Transaction must be appropriate to grant or account
  • Tax-exempt
  • Per transaction limit $2,500. Orders over limit use requisition process
  • Price must be reasonable
  • Transaction must be appropriate to grant or account
  • Tax-exempt
$2,500—4,999
  • Per transaction limit is $4,999; orders over limit use requisition process
  • Price must be reasonable (must be documented)
  • Transaction must be appropriate to grant or account
  • Tax-exempt 
 N/A N/A

For Requisitions

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Dollar Amount

State

RF

UBF

$0 — $2,499
  • Price must be reasonable
  • Include quote or product specification

 
  • Price must be reasonable
  • Include quote or product specification

 
  • Price must be reasonable
  • Include quote or product specification

 
$2,500 — $9,999
  • Price must be reasonable
  • Obtain a total of 2 or 3 quotes
  • Price must be reasonable
  • Include quote or product specification
  • Price must be reasonable
  • Include quote or product specification
$10,000 — $49,999
  • Price must be reasonable
  • Obtain a total of 2 or 3 quotes
  • Price must be reasonable
  • Include quote or product specification
  • Price must be reasonable
  • Obtain a total of 2 or 3 quotes
$50,000 — $74,999
  • Price must be reasonable
  • Advertised in New York State Contract Reporter
  • Obtain a total of 3 quotes
  • Purchasing may determine a sealed bid is required
  • Price must be reasonable
  • Obtain a total of 2 quotes
  • Price must be reasonable
  • Obtain a total of 3 quotes
$75,000 — $124,999
  • Price must be reasonable
  • Advertised in New York State Contract Reporter
  • Obtain a total of 3 quotes
  • Pre-Approval by Attorney General and Office of the State Comptroller is required†
  • Purchasing may determine a sealed bid is required
  • Price must be reasonable
  • Obtain a total of 2 quotes
  • Price must be reasonable
  • Obtain a total of 3 quotes
$125,000 — $249,999
  • Price must be reasonable
  • Advertised in New York State Contract Reporter
  • Minimum of 5 sealed bids solicited by Purchasing
  • Pre-Approval by Attorney General and Office of the State Comptroller is required†
  • Purchasing may use discretion to award to a MWBE/SDVOB supplier
  • Price must be reasonable
  • Obtain a total of 2 quotes
  • Price must be reasonable
  • Obtain a total of 3 quotes
$250,000+
  • Price must be reasonable
  • Advertised in New York State Contract Reporter
  • Minimum of 5 sealed bids solicited by Purchasing
  • Pre-Approval by Attorney General and Office of the State Comptroller is required
  • Purchasing may use discretion to award to a MWBE/SDVOB supplier
  • Price must be reasonable
  • Solicitation of written bids or proposals required and procurement requires selection from a minimum of three written bids or proposals
  • Price must be reasonable
  • Obtain a total of 3 written quotes

For all funding sources, sole or single source procurements require written justification. Pre-approval by Office of the State Comptroller is required for sole or single source state-funded purchases over $50,000.

†The pre-approval threshold for Dental Clinic purchases is $150,000.

Multi-year Agreements

When considering dollar thresholds for multi-year agreements or contracts, the total value over the term of the agreement determines the dollar amount, not just the initial purchase or first year.

For example, a five year agreement at $20,000 per year would have a total value of $100,000 and fall within the $75,000 - $124,999 dollar threshold.

Office of General Services (OGS) Centralized Contract Purchases

All state-funded one-time and aggregate purchases over a twelve (12) month period of $200,000 or more require the pre-approval of the Office of the State Comptroller.