New York State Purchasing Requirements
New York State agencies must procure commodities, services, and technology in accordance with Article 11 of the New York State Finance Law, Procurement Council Guidelines (Guidelines), and agency-specific rules and regulations. Procurements must facilitate each agency's mission while protecting the interests of the state and its taxpayers while promoting fairness in contracting with the business community. It is the buyer's responsibility that purchases are in accordance with these rules, laws, and regulations.
Learn more about the New York State Purchasing Requirements, including when to use a preferred source, centralized contract, or open market solicitation.
Procurement Rules and Regulations Training
The Order of Purchasing
Here in New York State, we have what is known as a purchasing priority. This is the order in which agencies need to follow when obtaining products or services.
Note: All New York State purchasing requirements apply when using your P-card and procurement records need to be stored in SFS. →Please see additional guidelines and P-card information.
1. Preferred Sources
Must Be Considered First
A preferred source is a business that New York State has given priority for procurements.
NYS agencies, public benefit corps, municipalities, and school districts are required by law to purchase commodities and services from a preferred source if the preferred source offering meets the needs for form, function, and utility. One advantage of this type of procurement is that you do not need to follow the competitive bid process. NYS vendors that provide preferred source commodities and services include Corcraft, NYSID, and NYSPSP.
2. Centralized Contracts
Use After Consideration of Preferred Sources
The OGS Procurement Services group creates and maintains contracts for commodities, technologies, and services. NYS agencies may purchase from these centralized contracts by issuing a purchase order directly to the contractor or supplier without OSC approval.
Centralized contracts should be used when an agency has determined that the good or service is not offered by a preferred source vendor with respect to form, function, and utility. OGS’s website has a full listing of over 1,000 centralized contracts statewide that are available for agencies to buy goods and services from.
3. Discretionary Purchases
Buying on the Open Market
Agencies must follow the Purchasing priority by utilizing preferred sources and contracts first before making a discretionary purchase, unless it does not meet your form, function or utility. This is a purchase made below statutorily established monetary levels and at the discretion of the agency, without the need for a competitive procurement process. It streamlines the procurement process and improves opportunities for Minority or Women-Owned Business Enterprise (M/WBE) vendors, NYS small businesses, and NYS Service-Disabled Veteran-Owned Business vendors. It helps to promote the use of recycled or remanufactured commodities or technology, as well as food (including milk and milk products) grown, produced, or harvested in New York.
Ask the BSC Buy Desk to assist you with your open market purchases.
Get Help from the Buy Desk
We are your one-stop place for all purchasing and procurement-related assistance. From general questions to gathering quotes, let the Buy Desk navigate and guide you through the state's purchasing requirements. Benefits to you include:
- Saving time and resources
- Identifying cost savings opportunities
- Negotiating with vendors
- Improving prices on individual purchases
- Easier processing for requisitions and purchase orders
- It's free!
Contact the BSC Purchasing Team
Still have questions? Try the BSC Help Center where you can send a question to our support team or search a database of FAQs.