Bidding Information

Bidding Requirements

For all Baruch College’s procurement, the process includes defining the procurement needs and preparing bid documents, advertising the opportunity through the NYS Contract Reporter or other designated platforms, and receiving bid submissions. Bids are then opened and evaluated according to established criteria. The selected bid is awarded, and a contract is finalized with the winning vendor. Throughout implementation, the performance of the vendor is monitored, and the contract is managed to ensure compliance. Finally, the process is reviewed, and any remaining payments or obligations are completed.

Thresholds	Bidding Process
Under $5,000	Informal Purchases, Requestor must submit at least 3 quotes. Requires informal CUNY solicitation which is a Telephone Quote or Request for Quotation (RFQ) for purchases of good/services or combination of goods/services. The buyer must receive at least three vendor responses. Purchasing can reference earlier bids obtained within the past three months.
Between $5,000 and $20,000.	Informal Purchases, Requestor must submit at least 3 quotes. Requires informal CUNY solicitation which is a Request for Quotation (RFQ) for purchases of good/services or combination of goods/services. 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.
Between $20,000 – $100,000	Informal Purchases, Requestor must submit a quote and Scope of work. Requires informal CUNY solicitation which is a Request for Quotation (RFQ) for purchases of good/services or combination of goods/services. 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. Or an “Invitation to Bid” document is prepared by the Purchasing Department. This is sent to at least five qualified bidders, who must submit their quote via email or fax to the Purchasing Office by a specified date and time. An official bid opening date and time are specified, and bidders are afforded a minimum of ten days to respond. A bid opening is held, and an award is made to the responsive and responsible vendor offering the lowest bid. Advertisement (min. 15 business days) is required for purchases/services $50,000 in NYS Contract Reporter and the City Record. Review and approval may also be required by CUNY’s OGC. Appropriate documents are signed by the awardee. When applicable, these documents are then forwarded to the Office of the State Comptroller for final review. Once an approved copy of the contract is returned to the College’s Purchasing Department, the purchase order can be processed, dispatched to the vendor, and delivery of goods and/or services may commence.
$100,000 & Above	Formal Purchases, Requestor must submit a quote and Scope of work. Requires formal solicitation which is an Invitation for Bids (IFB) or Request for Proposal (RFP). Requestor must submit a quote and Scope of work. Advertisement in NYS Contract Reporter and the City Record is required. Review and approval are required by CUNY’s OGC. Purchases/services of $500,000 require submission of a Board Resolution for approval by the CUNY Board of Trustees, and NYC Office of the Comptroller.
Note:	Faculty, staff, and administrators do not have authorization to procure commodities or services, to enter into contractual relationships with vendors, or to make any commitments on behalf of the College/University, only the Purchasing Office has authorization. Vendors who contact employees of the College directly should be advised that all College purchases must be authorized by an official purchase order, signed by the Director of Purchasing or the designee. The Purchasing Office is available to execute all purchases and assist you throughout the complete process.