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General information

PROCUREMENT - GENERAL INFORMATION

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 VENDORS: FORMAL SEALED BIDS

INFORMATION FOR VENDORS - INSURANCE

INFORMATION FOR VENDORS - DELIVERY

CONTACT THE PROCUREMENT OFFICE

INFORMATION FOR USING DEPARTMENTS - WRITING A REQUISITION

DEPARTMENTS - CHECK FOR BLANKET ORDER OR NYS CONTRACT

INFORMATION FOR USING DEPARTMENTS -  MISCELLANEOUS TIPS   =========================================================================

INFORMATION FOR VENDORS: FORMAL SEALED BIDS

WHAT IS A FORMAL SEALED BID?

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.

EXCEPTIONS TO THE FORMAL SEALED BID

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:

  1. The goods or services are covered under a County or College blanket order
  2. The goods or services are covered under a New York State Contract
  3. The goods or services are available from a "Preferred Source," such as Industriesfor the Blind

HOW TO BECOME INVOLVED IN THE BIDDING PROCESS

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:

  1. We have successfully done business with a vendor offering the same goods or servicesin the past.
  2. A vendor has responded to previous formal bids for the same type of commodity or service.
  3. A vendor has sent a letter, filled out a bidder's application, or visited, and has expressedinterest in bidding on certain goods or services.
  4. A vendor's name has been recommended by the requesting department.

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.

SUGGESTIONS FOR BIDDERS

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.

  1. Before you start to fill out the bid form, read the bid carefully. If you have any questions about the specifications or procedures, call the buyer, whose name and phone number can always be found on the formal bid header page, near the top.
  2. Fill out every single page wherever there is a place to do so. That includes signing the bottoms of all pages that state "Bidder Sign Here," and completing all reference pages if required to do so.
  3. Make sure you complete Page 4 of the bid regarding toxic substances. Failure to complete this page, or to send material safety data sheets along with your bid if necessary, may result in your bid being disqualified.
  4. On Page 5 of the bid, titled "Additional Bid Clauses Selection," only the clause headings that have an "X" next to them apply to your bid. All other clauses may be disregarded. The full text of each clause may be found on the pages of your bid that follow Page 5.
  5. If you wish to take exception to any of the specifications of the bid, you may write your exception(s) on a separate sheet identified with the bid number.
  6. If you "white out" anything you've written on the bid, for example because you made an error, you must initial the correction, or your bid may be disqualified.
  7. Wherever a bidder is asked to provide a price, make sure you have provided a price for that item.
  8. If you are offering an "Equal" product, write on the bid the manufacturer's name and the part number of the product you are offering, provide a price for it, and attach to the bid full specifications of the product offered.
  9. If Bid Security is required for the bid you will submit, make sure it accompanies your bid submission in the bid envelope.
  10. Make a copy of the completed bid for yourself before you return it.
  11. Return all pages of the bid. Do not leave out bid pages.
  12. Place your bid and all other items in the special manila bid envelope that was mailed to you or given to you with your blank bid.
  13. Mail or hand deliver the bid envelope. Do not fax your bid. Faxed bids will not be considered.
  14. Make sure your bid arrives at the College Procurement Office's Bid Desk by the date and time stated in the bid as the "Opening Date." Any bids received after the time stated will not be considered. There are no exceptions to this rule.

INFORMATION FOR VENDORS - INSURANCE

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.

  1. Details of the insurance requirements can be found in the vendor's blanket order, purchase order or bid. The vendor should consult his contract and/or bid to see exactly what is required before sending anything to the College.
  2. Certificates or other proof of insurance must be mailed to the College. If a vendor wishes to expedite the process, the vendor may fax the items to the College. However, the vendor must still mail the original document.
  3. After the College receives the required proof of insurance coverage, the College will send the vendor a "release" letter advising the vendor that work on the College premises is authorized to begin.
  4. REMEMBER - NO WORK CAN BE PERFORMED ON THE NASSAU COMMUNITY COLLEGE CAMPUS, AND NO PAYMENT WILL BY MADE TO A VENDOR UNTIL ALL REQUIRED INSURANCE DOCUMENTS HAVE BEEN RECEIVED. 

INFORMATION FOR VENDORS - DELIVERY

In order for the receiving and payment process to move along smoothly, vendors are encouraged to do the following:

  1. When you receive your purchase order, look it over carefully. If you notice an error or discrepancy in the manufacturer's name, part number or price, call the buyer whose name is on the purchase order immediately. Resolve the error or discrepancy issue with the buyer before shipping the merchandise required.
  2. Make sure that the manufacturer names/part numbers of the items you ship match up with the same information on the purchase order. If there is a discrepancy, Receiving Department personnel will issue an Unsatisfactory Materiel Report, which will need to be resolved and answered. This will delay the receiving process and therefore your payment.
  3. If your purchase order includes a clause titled "Assembly and Inside Delivery Required," read the instructions in the clause carefully. One of the most important points is that you must call the College's Receiving Department to make an appointment before delivering. If your truck shows up for an inside delivery without an appointment, it will probably be turned away. Appointments are required so the Receiving Department can schedule its workers to have an individual available to accompany the vendor's driver to the site, so Receiving can coordinate the installation with the College department, etc. Not making an appointment with Receiving will only result in delays for your company.

CONTACT THE PROCUREMENT OFFICE

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).

INFORMATION FOR USING DEPARTMENTS - WRITING A REQUISITION

UPDATE: EFFECTIVE 9/1/02, PLEASE USE PURCHASE REQUISITION FORM #PROC02.02.

You may order Purchase Requisition Form #PROC02.02 in the following way:

  1. Fill out a Supply Requisition Form #SUP12
  2. Request Purchase Requisition Form #PROC02.02
  3. Send the Supply Requisition Form to the Materiel Control Department,located in the Physical Plant
  4. If you have any questions about this process, you may call Materiel Controlat Ext. 2.7265

CHECK FOR BLANKET ORDER OR NYS CONTRACT

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.

DECIDE ON A VENDOR (THE "SUGGESTED VENDOR")

  1. Choose a vendor that has given you good prices/service in the past.
  2. Use a vendor that is covered under a blanket order or NYS Contract, as described in Section "A" above.
  3. If you don't know of a vendor that carries the commodity/service you require:
    1. Check the Yellow Pages, or the Thomas Register, which can be found on a website or inbook form in the College Library.
    2. Call the Procurement Office for advice.

CALL THE SUGGESTED VENDOR AND GET THE FOLLOWING INFORMATION

  1. If you know the part number/product number of the item you wish to purchase, confirm that the part number/product number (the item) is still available. Find out the name of the manufacturer of the item
  2. If you don't know the manufacturer's name or part number/product number of the item you wish to purchase, obtain that information from the vendor.
  3. Ask the vendor if any further information is needed to order the item, for example, color, finish, size, or other options that must be decided.
  4. Get the estimated price for the item.
  5. Ask if there will be a shipping charge. If so, get the estimated shipping charge.
  6. If the item you wish to purchase will require assembly and/or installation, ask the vendor if they will assemble and install the item. If they do not assemble or install, determine if your department can perform those functions, make arrangements with another College department to do them, or find another vendor that agrees to assemble and/or install.
  7. Record the full name of the person you speak with, and their phone extension.

FILL OUT THE PURCHASE REQUISITION FORM

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.

FILLING IN THE REQUISITION "TOP SECTION":

a) Requisition No.: Obtain number from Department requisition book, usually kept by theDepartment secretary
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.

SPECIAL APPROVALS

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.

  1. Effective September 1, 2002, all purchase requisitions requesting computers, printers, software and projectors, and requisitions for maintenance and licenses for those commodities, MUST have the approval of the M.I.S. Department before the requisitions are submitted to the Budget Office. If a requisition specifying the above items does not have the necessary M.I.S. approval, the requisition will be returned to the originating department, resulting in a processing delay.

    The M.I.S. Department will sign and date the requisition in the shaded area on the upper right side of the requisition form.
  2. For any purchase where the item required is to be attached to a College building's wall, floor, ceiling, door, or to any other part of a building, inside or outside, or to a campus walkway, etc., special approval is needed from the Physical Plant Department. Please contact Kevin O'Brien of the Physical Plant at phone extension 2.7815 regarding this approval.
  3. For purchase of any chemicals or other hazardous materials, new guidelines, sanctioned by the Environmental Health and Safety Department, are currently being being developed, and will be available on this website as soon as they are finalized.

INFORMATION FOR USING DEPARTMENTS - THE BLANKET ORDER

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.


INFORMATION FOR USING DEPARTMENTS -  MISCELLANEOUS TIPS

  1. After the purchasing process is completed, you will receive a copy of the purchaseorder stamped "Department." The fourth item down from the top right of thepurchase order is "Delivery Date." Based on information given by the vendor tothe buyer, the buyer has estimated that the date you will receive your merchandiseis around the Delivery Date stated on the purchase order. Make a note of thatdate, and if you still have not received your merchandise by a few weeks after thatdate, call the Procurement Office to check on your order. Do not let additionalweeks and months go by before you finally discover that you never received yourorder. It is easier for the Procurement Office to rectify the situation when theproblem is caught early on.
  2. Once your department has received the item that you ordered, carefully look overthe item to see that it is in perfect condition. If it is a working item, such as aprojector, surge protector, etc., try it out to make sure that it works. If an item isdefective and needs to be returned to the vendor, write a memo to the ReceivingDepartment, with a copy to the Procurement Office. The memo should include the followinginformation: the purchase order or delivery order number, the vendor name, the purchase orderline item number (as Item #1), and a brief description of the problem.If an item is defective, we would want to return the item to the vendor as soon as possible,before the payment process begins. Therefore, check over every item as soon as you receiveit. In addition, save all the packing materials - boxes, styrofoam, etc. - until you are sure theitem will not need to be returned to the vendor. If an item is returned, those packingmaterials will be needed.
  3. If items are delivered by the vendor directly to your department, instead of the vendorfollowing the normal procedure, which is to deliver to the Receiving Department (which thendelivers to you), you need to notify the Receiving Department and the Procurement Office thatyou have received the items. If you fail to do this, the Receiving Department will have norecord that items were received, and the vendor will not be paid for those items.

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