The Procurement unit is responsible for the acquisition of various good and services that are purchased on a University-wide basis, as well as performing the purchasing function for the Central Office. The office works closely with CUNY’s Office of the General Counsel, as well as State and City offices concerned with procurement and related matters. The office is organized into the following three areas: University Contracting, Purchasing and Accounts Payable.
University Contracting organizes and produces Invitation to Bid (ITB) and Request for Proposal (RFP) documents for distribution to prospective vendors according to University, State and City regulations. Working in conjunction with user departments and the Office of General Counsel, it develops bid specifications to be used in the ITB or RFP and conducts the procurement process. A major initiative of Contracting has been a collaborative purchasing (strategic sourcing) program with the Colleges, whereby commodities have been identified that can be standardized across the University and lower prices realized through negotiations and best and final offer submissions.
Contracting also serves as the primary liaisons for the colleges to the New York State Office of the State Comptroller and the New York City Comptroller’s Office.
Purchasing is primarily responsible for the processing of requisitions from CUNY’s e-Procurement System (EPS) into Purchase Orders for goods and services requested by the departments of the Central Office. In assisting the departments to meet their goals and objectives, Purchasing seeks to secure the most favorable pricing for the specified objects and will utilize various means including informal bidding, existing contracts from New York State, New York City, the Federal General Services Administration and other governmental entities, and sole and single source purchases. It also manages the “P” Card and Travel Card programs for the central office departments.
Accounts Payable (AP) handles the necessary tasks to insure the timely input of invoices and vouchers in accordance with University, State and City regulations. The payments processed by AP include reimbursement requests to the State and City, vendor invoices, travel vouchers, petty cash replenishments, utility payments, Research Foundation vouchers, and fringe benefit payments resulting from labor contract commitments. The AP staff interacts on a daily basis with the State and City Comptroller’s Offices, vendors and Central Office departments in order to minimize errors and problems in the payment process and ensure prompt payment.