To purchase equipment, clubs may be required to bid for  the item dependent on cost. The guidelines for bidding are as follows:
 
1.      $250  or less – bidding is not required and a purchase order is not required.
2.      $251  to $499.99 – one written price quotation on company’s letterhead, less than  thirty days old including the following:

a.       Vendor’s  Federal Identification Number;
b.      Price  per unit;
c.       Quantity;
d.      Delivery  charges;
e.       Expected  delivery date after receipt of purchase order by vendor; and
f.         Vendor’s name, address, telephone number, contact  person and fax number.

 
In addition, a purchase order  is required (available at the C.A.)
 
3.      $500  to &4,999.99 – requires at least three vendors to quote or bid by telephone  or fax (the only exception to the three bid requirement is if the purchase is being made from a New York State  contractor.  A list of such contractors  is available here,  and can also be obtained from the college association).The lowest quotation  
must be in writing and follow the above requirements. If the vendor selected is  not the lowest, all bids must also have the above requirements.
 

In addition, a purchase order  is required (available at the C.A.)
A Note regarding special purchases:
 
Before  soliciting quotes for computers and  computer related items, you must speak to ICIT, and in some cases, gain  approval from them.  ICIT will also be  able to direct you towards particular vendors who offer Hunter special rates  and/or tax exemption.  ICIT can be  reached at 212.772.4946.
 
For  on-line purchases the following documents must be submitted with the voucher:
Printout of order confirmation or statement from online company providing:
Confirmation number/order number/item number;
Item description;
Email address;
Customer service information; and
Name of purchaser and method of payment.
If paid by credit card, and you would like a direct payment to the purchaser’s credit card  company, please provide original credit card statement showing payment for  online purchase;
If paid by credit card and you would like a payment to the purchaser, the original credit card statement is not necessary;

If paid by check, please provide original cancelled check from the bank;
Original packing slip or invoice received from online company indicating that merchandise has been  delivered to Hunter College
No second-hand or used items are to be purchased;
No online bidding; and
The Hunter College Business Office reserves the right to request confirmation of item delivery from club’s       president or treasurer.
All equipment or  supplies that are purchased using student activity fees MUST be  tagged by Hunter College Office of Facilities, Management and Planning.
 

These  items are the property of Hunter College. 

Contact the OFMP at (212) 772-4422 to tag your purchased equipment or supplies.