Purchasing with the BSC Purchasing Standalone Purchase Order
Purchasing with the BSC
Purchasing – Standalone Purchase Order Team Purchase Orders Agency Responsibilities § Conducting preliminary research for purchase – Utilize the BSC and the BSC Purchasing guidelines as reference § Completing a requisition in SFS (required) and attaching supporting documentation. Key elements (Unit ID/contact information, vendor fax number or email for delivery of PO) § Securing requisition approvals within the agency BSC Responsibilities § Assign draft purchase order to a BSC buyer § Buyer reviews PO to ensure adequate documentation to comply with Law § Buyer works with agency and/or vendor follow up § Buyer completes PO. After approval PO is dispatched and delivered to vendor Email, EDX or Traditional. DRAFT Confidential – Proprietary and Predecisional |1
Purchasing – Agency Specific Lease Contracts Team Agency Responsibilities § In conjunction with Real Estate Planning, secure lease location and develop contract documents including B 1184 § Approve contract records and submit contract package to OSC BSC Responsibilities § Process lease contract record in SFS and submit to agency for approval § Issue Lease purchase orders § Process lease payments, manual and automated § Contract Administration including, amendments, holdovers, assignments, etc. § BSC does not administer any other agency specific contracts DRAFT Confidential – Proprietary and Predecisional |2
Processing Stand Alone Purchase Orders BSC ensures that purchases are made in accordance with State Finance Law and Procurement Council Guidelines DRAFT Confidential – Proprietary and Predecisional | 3
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Purchasing Contact Information Contact by Phone: 518 -457 -4272 Follow prompts to reach the appropriate service line § This is the best option for assistance § Phones are covered from 8: 30– 5: 00, Monday - Friday Contact by Email: Emails must be directed to the specific service line, not an individual. The exception would be that you are working directly with a BSC staff member for an ongoing issue. § Changes to and inquiries regarding stand alone purchase orders: OGSpurchasingunit@ogs. ny. gov § Request for, changes to, and inquiries regarding purchase orders that encumber funding for agency specific contracts: Contractpos@ogs. ny. gov DRAFT Confidential – Proprietary and Predecisional | 8
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