The Nassau Community College Procurement Office purchases all the goods and services for the College's buildings, grounds, classrooms and offices. All purchasing is done in accordance with State and municipal laws and guidelines.
INFORMATION FOR USING DEPARTMENTS - MISCELLANEOUS TIPS =========================================================================
A formal sealed bid is a specification for goods or services. It is advertised and opened publicly. The award is generally made to the lowest responsible bidder.
Under certain circumstances, which are determined by State and municipal laws and guidelines, a formal sealed bid may not be necessary. The most common of these circumstances are the following:
The best ways to ensure that you don't miss a formal bid in which your company might
be interested are: a) Check the Current Bid Opportunities section of this website,
or b) Read the Legal Notices in Newsday every weekday. The College advertises all
current formal sealed bids in Newsday.
If you see a bid listed or advertised that you are interested in, you may request it from the Current Bid Opportunities section of this website and the bid will be mailed to you, or you may come here and pick up a bid from our department (please call first). Phone numbers to call for a bid, and directions to get here, will be stated below.
Many vendors think that we have a formal "Bidders List." We don't. When a buyer makes up a list of bidders to send a formal bid to, several factors come into play. The initial mailing of bids may go to vendors for the following reasons:
The best way for your company to be involved in the bidding process is to keep up on the latest bids through this website or Newsday.
Once you have obtained a formal sealed bid, following the suggestions below will help to ensure that your bid will be filled out and submitted correctly.
Whenever a vendor is under contract to Nassau Community College, and will be performing work on the College campus, the vendor is required to provide the College with proof of current insurance coverage that will remain in effect throughout the term of the contract. Following is further information regarding insurance.
In order for the receiving and payment process to move along smoothly, vendors are encouraged to do the following:
To request bids or for general bidding questions, please call the following:Bid Desk: Laurie Parise, 561.572.7300 ext.24682(If you wish to discuss a specific bid, please have the formal bid number and the bid title handy before you call.)
For questions regarding insurance, please call:
Rene Kelger, 516.572.7300 ext.24678
For any questions regarding payment of your bills/claims, please call the Accounts Payable Office. 516.572.7711 ext.24500
Directions to the Nassau Community College Procurement Office:FOR CARS ONLY: From the Northern State Parkway or the Southern State Parkway, and thenheading either North or South on the Meadowbrook Parkway, get off at Exit M3W, Stewart Avenue. From the exit ramp, go a few hundred feet straight ahead to the traffic light at Stewart Avenue (you are heading south). Do not turn right or left at Stewart Avenue, but go straight across Stewart Avenue to the other side. The road on the other side is called Endo Boulevard. Continue straight ahead (south) on Endo Boulevard until you reach a traffic light at the end of Endo Boulevard. At this point you are on the Nassau Community College campus. If you look ahead and to your right, you will see a triangular twelve-story building. That is the College's Administrative Tower building. We are on the fourth floor of that building. Park in the student parking lots that are to your left when you are at the end of Endo Boulevard, and walk to the Administrative Tower.FOR TRUCKS (OR CARS): See the Directions to Nassau pages, which can be accessed from the Nassau Community College Home Page by doing the following: 1) Click on Campus Tour/Overview on the NCC Home Page; 2) Click on Driving Directions on the Campus Overview/Tour page (in the lower right hand corner).
UPDATE: EFFECTIVE 9/1/02, PLEASE USE PURCHASE REQUISITION FORM #PROC02.02.
You may order Purchase Requisition Form #PROC02.02 in the following way:
Before you start writing your requisition, check to see if the commodity or service you wish to purchase is covered under a Nassau County or NCC Blanket Order or a New York State Contract. To find out about a possible blanket order, you may speak with a buyer in the Procurement Office who will check that for you. To see if your commodity is covered under a NYS Contract, click on "New York State Contracts" in the main menu of this website's home page. This will link you to the New York State OGS (Office of General Services) website
Once in the New York State OGS website, click on "Contracts - Search or Browse," and then click on "Search Contracts." You will then see "Enter your query below." In this box, just try putting in one word, as the name of your commodity, as "projector," or "surge" for surge protector, or the main word of a manufacturer, as "Motorola." If there is a NY State Contract for that item, it will appear.
If you find that your commodity or service is covered under a blanket order, you will need to use a DELIVERY ORDER form, and not a requisition form, to communicate your requirements. THE CURRENT DELIVERY ORDER FORM IN USE IS FORM #PROC 00.02. You may order these forms by filling out a Supply Requisition Form #SUP12 and submitting it to the Materiel Control Department, located in the Physical Plant. If you need help in filling out the Delivery Order form, you may call the Procurement Office for assistance. It is to your department's advantage to use the Delivery Order form when utilizing a blanket order, as those forms are processed by the Procurement Office immediately.
If you find that your commodity is covered under a NYS Contract, use the requisition form to write your requirements, indicate at the beginning that your items are covered under a NYS Contract, and state the contract Group Number and the vendor's own Contract Number, both of which can be found in the New York State OGS website.
Fill in all items. If possible, type your requisition; next best is clear, readable printing with ink pen. Buyers often fax a copy of your requisition requirements to vendors to obtain pricing, so your requisition must be readable to vendors as well as to buyers.
a) Requisition No.: Obtain number from Department requisition book, usually kept by
b) Date Accepted and Buyer spaces: Leave blank
c) See Attachments: Check box if you are stapling backup papers to the requisition form
d) Page __ of __ : Fill in, as Page 1 of 2
e) MSDS Required: MSDS stands for Material Safety Data Sheet. If any items that you areordering have the capability of injuring someone or making them sick, by, for example,spilling on a person, getting in their mouth or eyes, creating dangerous fumes, etc., thoseitems probably will require that the vendor send us a MSDS with the order. Typical itemsrequiring MSDS are: any chemicals, pharmaceuticals, copier toner cartridges, laboratoryitems, etc. If you believe that any items you are ordering could be hazardous, please checkthe MSDS Required box, and fill in the item numbers (as Item #1, 2, 3, etc., of yourrequisition) in the Items space. The buyer will obtain the MSDS at time of ordering, ifnecessary. Additional guidelines regarding the purchase of chemicals and other hazardousmaterials are currently being developed, and will be available on this website in SectionVI, Item E, #3, when finalized.
f) Date of Requisition: Today's dateg) Date of Required Delivery: When filling in this date, please allow sufficient time for therequisition to get all required approvals and to be processed by the Procurement Office Ð atleast one month. If items are emergencies, the Procurement Office will handle thoserequisitions accordingly.
h) Previous Order No.: If you have ordered this item(s) previously, please fill in the previouspurchase order number. This will expedite the purchasing process.
i) Dept/Resp Center #: Fill in your department's name, and then your department's 4-digitnumerical budget code, known as the "Responsibility Code," for example, 5500 or 6558.j) Object Code: The Object Code is the 3-digit code that represents the type of commodity orservice you wish to purchase. A list of Object Codes, titled "Objects of Expenditure -Alphabetica,l" can be obtained from the Procurement Office or the Budget Office. Fill inthis space with the 3-digit code.
k) Bldg. Location Code: Fill in with the building and room number where the items are to bedelivered. Use the code for the building. For example, T-416 means Tower Building, Room#416.
l) Previous or Suggested Vendor: Refer to Section VI, Item B above.
m) Address: Suggested vendor's address
n) Phone: Suggested vendor's phone number
o) Contact: Vendor contact person
p) Estimated Total Cost: Fill in this space with the estimated total dollar amount of the entirerequisition.
FILLING IN THE REQUISITION "MID-SECTION:" QUANTITY, DESCRIPTION, ESTIMATED PRICES, ETC.
3. a) NO.: This is the requisition line number. Number your items sequentially, as 1, 2, 3, etc.
b) QTY.: This is the number of items (each), dozens, cases, etc., you are ordering. Fill in with a numeral only.
c) Unit: Unit of Measure. Fill in with Each, Doz. (for dozen), Case, Pkg. (package), Rol (roll),Btl (bottle), etc. You don't need to abbreviate the unit of measure; the buyer can do that.
d) NIGP Code: Leave this space blank. Buyer will fill it in with ADPICS Commodity Code.
Filling in "Description" and "Est. Price" (Estimated Price):
4. Provide the manufacturer name and part number for each item, and type/write this information first.
5. Provide a brief description for each item.
6. Include additional information, such as choice of options, colors, finishes, sizes, etc.
7. Provide a current price estimate of the UNIT price (for each line item on the requisition) in the column headedEst.Price. Do not provide a price from a previous purchase order or requisition, unless you have called the vendor to confirm that it is still the current price. Using old prices could result in a total amount that is much lower than the actual current cost of the order. This could cause delays in processing the order. Please do not write/type in the shaded columns headed Unit Price and Total Amount.
8. On a separate requisition line, state "Estimated Shipping Charge" if there is one, and provide the charge, if any, in the Est. Price column.
9. Note the assembly information, if applicable. (See Section VI, Item C, #6 above.)
10. If your commodity is covered under a NY State Contract, state this fact, and provide the contract Group number, and the vendor's own NY State Contract number."Justification" Section - Box at bottom of new Requisition Form #PROC02.02 that starts out by asking: Why is this purchase needed now? This is a new section added to the requisition form. This "Justification" section must be filled out by the requisition initiator, or the requisition will not be processed.Finishing Up The Requisition:
11. Get all signatures required for your Department's requisition, such as Dept. Chair, Dean, Vice President, etc. Then send your requisition to the Budget Department, where the funds will be pre-encumbered.
12. Attach to the requisition form copies of catalog pages, price quotations, or any other documents that will aid the purchasing process.
For certain kinds of purchases, special approvals (signatures) are needed. The using department should obtain these approval signatures, if necessary, prior to submitting their requisition to the Budget Department. Following is information regarding special approvals.
Certain commodities and services are purchased by the College and County over and over again. In addition, the College and County own and rent/lease certain equipment which needs to be maintained on an ongoing basis
Often, under these circumstances, a blanket order is seen as a desirable type of contract to meet the College's/County's needs. The College's blanket orders are ongoing contracts, renewable year-to-year for up to a possible five-year period. The requirements of a blanket order are usually formally bid.
By bidding commodities in bulk, according to the needs of the College or County as a whole, instead of bidding items requisition by requisition, department by department, the purchasing departments (there are three in the County) can obtain better pricing.
In addition, time is saved when these commodities are needed by a department or agency, as the price structure and all other contractual details are already in place, and all that is needed is for the department or agency to submit a delivery order for the items desired.
Delivery orders are handled immediately by the Procurement Office.
Ongoing scheduled preventive maintenance services, and on-demand repair services, can also be easily and quickly obtained when there is a blanket order contract. Usually, the department or agency need only encumber funds with a delivery order, and can then call the vendor for service.
So a blanket order is a schedule of commodities and/or services, and prices, which has already been bid. As stated above, a blanket order is set up for a time period, usually a year, renewable for up to a possible five year period. There is no funding involved in the blanket order contract itself. Funding takes place by the submission of a delivery order by the department or agency. A department cannot use a blanket order without first submitting a delivery order.
The delivery order form currently in use is Form #PROC 00.02. These forms may be ordered by submitting a supply requisition (Form #SUP12) to the Materiel Control Department, located in the Physical Plant. If you need assistance filling out a delivery order, you may call the Procurement Office.