Information for Employees

The purchasing process can often involve multiple levels of review, so you should anticipate needing at least three (3) months for complex purchases, contracts, or items requiring competitive bidding. However, not all purchases take this long. For example, routine items such as basic office supplies don’t require an extended review process and can be ordered directly from our contracted vendors.

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The Purchasing Department is the first point of contact at the start of the purchase process. Reach out via email to [email protected]. The Purchasing Department will provide guidance for the appropriate procurement method based on contract type and value, and helps coordinate any required departmental reviews. For more on the Purchasing Department’s roles and responsibilities, refer to the FIT’s Purchasing policy.

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For procurement of goods/services or contractual agreements that will not incur any cost, but still require a written agreement, reach out to the Office of the General Counsel, which will direct you to the appropriate office to help facilitate the review. Review “Agreements/Procurements that Are Not Purchases” below for more information. 

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When accepting goods or services at no-cost, their impact to the college must still be assessed prior to accepting the goods or services. Therefore, you must still consult with specific entities, where applicable, as outlined in the section “Additional Reviews and Approvals.”

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Additional reviews and approvals may be required depending on the type of purchase. These reviews are not contingent on which purchasing process is needed or the dollar amount.

While the Purchasing department will assist wherever possible in determining which additional reviews may be needed, each end user is responsible for obtaining all necessary reviews and approvals from other departments, in order to allow the Purchasing department to complete their review. Failure to obtain the necessary approvals may delay your purchase review.

Some departments that may need to be consulted as part of the purchasing process are:

• Communications & External Relations: Marketing and/or branding issues, e.g. FIT logo usage 
• Environmental Health and Safety: Purchase of dangerous or hazardous materials
• Environmental Health and Safety and/or Information Technology: Purchase of equipment such as 3D Printers that produce heat, ultrafine particles, mechanical hazards from moving parts, high voltage, ultraviolet light, and chemical vapors, and/or requires software installation 
• FIT Foundation, Information Technology depending on the donation: Donations 
• General Counsel: Legal review of any written contract or agreement
• Human Resources: Background checks for individuals or organizations, e.g. particularly where the service/event involves children under the age of 18 
• Information Technology: Cyber and Data Security analysis of the product and/or vendor 
• Information Technology and Office of Planning, Assessment and Compliance: Electronic Information Technology Accessibility (EITA) reviews 
• Space Planning and Environmental Health and Safety: Facilities and/or space impacts, including any equipment that takes up significant space, or has special infrastructure needs such as power, ventilation, weight, space clearances, or requires special handling or storage

These entities should also be consulted prior to accepting goods or services at no-cost as their impact to the college must be assessed. 

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No informational or instructional technology, software, or hardware, regardless of cost (for example, some software products may provide for a free, no-cost, individual license) may be added to a computer on FIT’s network without IT’s knowledge and express approval. Installation of unapproved, unreviewed software or hardware is a direct threat to the cyber and data security of the college and is expressly prohibited by FIT policy (See Acceptable Use for FIT IT Systems and Information Security policies for more information).

Each scenario below includes the appropriate reviews of vendors and products related to cyber and data security and electronic accessibility. Products that are listed and recommended on MyFIT have been preapproved for both cyber/data and accessibility considerations. 

The following are general guidelines concerning reviews and approval processes that may be required in order to obtain purchasing approval for each of these purchase types:

New Software

Software specific to the nature of the FIT’s internal business (for example, accounting software) may require review by the Technical Advisory Committee (TAC), in addition to other approvals.

Software specific to academic needs (used for pedagogical purposes) will require approval by the department chair, school dean, and Academic Affairs division, in addition to other approvals. Academic Affairs has its own yearly workflow and academic requisition process that incorporates a software review, cyber security review, pricing, funding, and the approvals mentioned above. Academic software requests are due each December for the following academic year. 

New Hardware

All hardware must undergo review by IT before purchase. Additionally, any hardware that is a “smart device” and/or connects to the FIT network must undergo additional IT reviews including cybersecurity and electronic accessibility. Examples include individual or department printers, 3D laser cutters, or other similar hardware.

Hardware specific to academic needs (used for pedagogical purposes) will require approval by the department chair, school dean, and Academic Affairs division, in addition to other approvals. Academic Affairs has its own yearly workflow and academic requisition process that incorporates a hardware review, cyber security review, pricing, funding, and the approvals mentioned above. Academic hardware requests are due each December for the following academic year.

Non-Academic IT Purchases

IT purchases that do not serve an academic purpose will be considered in the context of intended use, the number of users, whether or not the system (software or hardware) requires interfacing with other existing systems, and ultimately its impact on our enterprise and network. 

The approval workflow requires coordination with the Technology Advisory Committee [TAC] for a series of reviews (including, but not limited to, project scope, cybersecurity, EITA, and budgeting) prior to approval of the purchase. Additionally , no software or hardware requests should be presented for extra-budgetary funding to the as part of a Critical Needs Request submission prior to the pre-approval of the system (hardware or software) from TAC/IT and Purchasing. 

It is important to coordinate with IT and Purchasing as early as possible to ensure enough lead time to review the purchase request. Depending on the purchasing method required by Purchasing, the TAC and Critical Needs review processes will be incorporated into the method.

Other IT Purchases

If you are trying to purchase an IT-related product that falls outside of the above guidelines, contact TechHelp by opening a ticket. Installing unapproved, unreviewed software is a direct threat to the cyber and data security of the college and is expressly prohibited by FIT policy. 

Any IT-related purchase should be initiated based on its intended use. Once IT has approved, contact the Purchasing Department at [email protected] to begin the purchasing process. IT will provide coordination assistance where appropriate as approved IT-related requests move forward. 

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In addition to helping you determine what additional departmental reviews may be required, the Purchasing Department will assist you with determining the appropriate procurement method.

The Purchasing Department will guide you through a series of questions that will help identify important criteria to determine purchasing options including, but not limited to: 

• Single source
• Sole source
• Vouchers
• Existing contracts
• RFPs (Request For Proposal)
• RFQs (Request for Quote)
• IFBs (Invitation for Bid) 

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A voucher is any request for payment submitted directly to Accounts Payable that doesn’t require processing through an assigned Purchase Order. The Purchasing department will assist in determining whether a voucher may be used for your purchase.  Items that should be paid by voucher, rather than a Purchase Requisition, include:

• Conference registration and attendance fees, and related meeting/food costs
• Off-site training courses
• Reimbursements for travel, meetings, and out-of-pocket expenses related to college business
• Instructional field trips and related travel/food/expenses
• Admissions Office recruitment fees and expenses
• Employee business cards (internal purchase, through FIT’s Print Shop)
• Memberships for professional associations and organizations
• Subscriptions to newspapers, periodicals, etc.
• Library out-of-print, recurring, or consignment orders
• Emergency repairs and purchases supported by vendor invoices (up to $200)
• Aramark food services (internal purchase, for catering--Use “F” Voucher for the College or a “Z” Voucher for the Ed Foundation

While the Purchasing department will assist in determining whether a voucher or a Purchase Requisition may be used, generally anything not included on the above list will likely require a Purchase Requisition in place of a voucher. 

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A Sole Source means only one vendor is capable of supplying the required goods or services. A Single Source means multiple vendors can provide the required goods or services, but the college chooses one vendor for specific, well-documented reasons. In either case, it must be documented why the proposed vendor is the only viable source for the goods and/or services needed.

The following list of criteria may be used in determining if a single or sole source situation exists:

1. Only one manufacturer makes the item meeting the required specifications and that manufacturer only sells direct/exclusively through one regional/national representative;
2. The item required must be identical to equipment already in use by the end user, to ensure compatibility of equipment, and that item is only available from one source; a previous purchase order number or equipment inventory tag number must be provided in your sole source justification.
3. On a collaborative project, the supplier is named by the funding source, inter-agency agreement, or clinical trials where identical equipment is required for compatibility; provide documentation showing the supplier named in the award.
4. Maintenance or repair calls by the Original Equipment Manufacturer (OEM) are required for a piece of equipment, and the manufacturer does not have multiple agents to perform these services.
5. Replacement or spare parts are required from the OEM, and the OEM does not have distributors for those parts.
6. Patented items or copyrighted materials, which are only available from the patent or copyright holder.
7. A consultant has advanced or specialized knowledge, or expertise gained over an extensive period in a specialized field of experience, which may depend primarily on the individual's invention, imagination, or talent. 

Note: A purchase that is a “sole brand” or a “sole manufacturer” does not automatically qualify it as “sole source.” Many manufacturers sell their products through distributors. Therefore, even if a purchase is identified as a valid “sole brand” or “sole manufacturer,” the requester should verify whether the manufacturer has multiple distributors. If the manufacturer does have multiple distributors, competition should be sought among the distributors. 

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An RFP is a formal request to suppliers to submit a proposal that will provide a solution to an identified problem or need. It is a competitive solicitation seeking proposals for a specified service or technology, pursuant to which an award is made to the responsive and responsible proposer(s) offering the best value. 

An RFP is generally used for the procurement of services or technology in situations where price is not the sole determining factor, and the award will be based on a combination of cost and technical factors. (also known as Best Value).

The End User:

• Submits a Purchase Rationale to the Purchasing Department that defines the requirements and needs.
• Constructs an RFP that includes a scoring methodology (distribution of criteria points), defines how an interview and references will be used, and indicates whether this will be a single award or multi-award. 
• Identifies individuals, including stakeholders, to serve on a selection committee that will review proposals based on the criteria outlined in the RFP.

The Purchasing Department can offer sample RFPs, and will provide guidance throughout the process. 

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An RFQ is an informal request to vendors to submit a quote for a product or service. An RFQ is generally awarded to the vendor that meets the qualifying criteria and presents the best price.

The End User submits:

• A clear description of the product or service; and
• detailed specifics about the product/service requirements. 

The Purchasing Department can offer sample RFQs including the end-user template and price sheet, and will provide guidance throughout the process. 

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An IFB is a formal request to contractors/vendors to submit a bid for a clearly defined project scope, requirements, and qualifications, or products. An IFB values vendors’ experience but is generally awarded to the lowest responsive and responsible bidder(s) offering the best price, provided that NYS Procurement Guidelines are followed.

An IFB is generally used for construction projects, or high dollar value purchases where price is a largely the determining factor (also known as Best Price).

The End User submits:

• A clear description of the project scope;
• Project requirements such as minimum years of experience performing similar work, project target dates, and subcontracting limitations;
• Drawings and specifications, if applicable; and
• Project cost estimate, if available.

The Purchasing Department can offer sample IFBs, and will provide guidance throughout the process. 

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Standard procurement methods may not apply to situations when hiring an independent contractor. The following explains how to properly hire and pay independent contractors (ICs) at FIT (like photographers, guest speakers, writers, etc.) in a way that follows college rules and guidelines. 

All vendors, including ICs, who provide services on FIT property must provide their Certificate of Insurance and Worker’s Compensation Liability Insurance.

FIT employees, FIT students, and family/friends of FIT staff involved in the specific project cannot act as independent contractors. Depending on the circumstances, either of the following should be used (contact the Purchasing Department for advisement and to obtain the appropriate form):

Use an MOU (Memorandum of Understanding) when:

• The job costs $10,000 or lessIt’s a one-time talk or lecture, and under $2,000
• The MOU must match the invoice amount. 

Use a Contractor Agreement when:

• It’s a photographer, videographer, or writer, regardless of the cost.
  Use Exhibit A1: Contractor Agreement for single-use service
  Use Exhibit A2: Contractor Agreement for multi-use service
• Services for IC’s other than photography/videographers/writers.
  Modify Exhibit B

MOUs and Contractor Agreements must be signed by the contractor, the divisional vice president (or their designee) of the department hiring the contractor, and the Vice President of Finance and Administration (or their designee), in that order, and always in advance of services being delivered. For signature by the VP of Finance and Administration, email MOUs and Contractor Agreements to [email protected].

Paying an IC

Upon completion of the service, submit a Purchase Requisition that includes:

• The signed agreement
• An invoice that shows the details of the agreement (dates, rate, service, etc.)
• ACH or wire form if the IC wishes to be paid electronically.

To reimburse a vendor for extra costs like travel or food, use a Voucher, and include receipts (see section on When to Use a Voucher).

Do not process payment until the work is completed. 

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In almost all cases, the originating department will be responsible for maintaining an original copy of the fully executed contract, if one exists, and, most importantly, tracking renewal dates, if applicable.

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Renewal agreements may require the same or similar amounts of time for review, particularly where a significant amount of time has elapsed from the date of the original agreement, as applicable law, college policy, or even budget factors may have changed since the original agreement was approved. Please follow the same processes outlined above. 

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Contact the Office of General Counsel for the following types of agreements:

• International educational agreements (International Programs)
• Third-party sponsorship of student contests (Student Contests and Industry Sponsored Projects)
• Third-party licenses of FIT space or equipment (Events Management)
• Scholarships, donations, bequests (FIT Foundation)

Remember: the entities noted above in Additional Reviews and Approvals must still be consulted when accepting goods or services at no-cost as their impact to the college must be assessed prior to accepting the goods or services. 

Since these agreements/procurements may still involve multiple levels of review, you should anticipate needing at least three (3) months time to obtain a full review, and approval or denial of the agreement. 

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Before starting work on FIT or FIT’s leased properties, all vendors must submit Certificates of Liability Insurance (COI) and receive approval from FIT regardless of how the work order is requested. 

When hiring a vendor for work in FIT’s academic buildings or residence halls:

• Request a COI from new or infrequently used vendors that meets FIT’s Insurance Requirements (contact the Purchasing Department for a copy of the guidelines for FIT’s Insurance Requirements), then
• Submit the COI directly to the Purchasing Department for review before the vendor begins the work.

The Purchasing Department reviews and approves all COIs for FIT-owned properties and long-term vendors with contracts.  

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