Vendor Information

In an effort to best meet the needs of the campus and those of the vendor community, the Office of Purchasing and Contracts maintains a vendor database of pertinent information on vendors seeking to do business with the University. If you would like to be added to the vendor database, please complete the Vendor Registration Form.

The dollar value of the procurement is one of the factors influencing the procurement process. The placing of an advertisement along with the number of quotes and type of quotes obtained are both driven by the dollar value of the procurement. The State University of New York has established five purchasing thresholds.

Pursuant to the NYS Office of the State Comptroller mandate, it is the responsibility of the University to collect from each vendor which we do business with a Form W-9. Prior to any purchase order being issued or any contract being finalized a Form W-9 must be on file with the Office of Purchasing and Contracts. Sole proprietors who are not U.S. citizens and businesses organized/incorporated outside of the United States are required to complete and submit an IRS Form W-8 in addition to the Form W-9.

The University has many resources to help small businesses including the Small Business Development Office.

Vendors who are interested in becoming certified as a minority or women-owned business enterprise can get information from the Division of Minority and Women-Owned Business Development of Empire State Development.

The University is required to publish individual procurements of more than $50,000 in the New York State Contract Reporter. This newspaper is published hard copy and electronically by Empire State Development and contains solicitations from most State Government Agencies. On a quarterly basis the University publishes a list of possible procurements and a vendor form is printed in order for suppliers to be added to our vendor file for possible future bids.

Section 163 of the NYS Finance Law requires that all contract awards be made only to responsive and responsible vendors. In order to determine responsibility, vendors responding to a solicitation of $75,000 or more are required to complete a Vendor Responsibility Questionnaire, certifying that all information provided, such as financial, legal and organizational, is true and accurate. A finding of non-responsible will result in the rejection of a vendor proposal, or the termination of a contract. A vendor may file the Vendor Responsibility Questionnaire in hard copy format and which they must include with their proposal submission, or they may elect to file it online via the Office of the State Comptroller site.

Prior to completing either the hard copy or electronic version of the Vendor Responsibility Questionnaire, a New York State Vendor Identification Number must be obtained by either calling the OSC Help Desk at 866-370-4672 or by e-mailing them at [email protected]. The hard copy document will need to be printed and executed in the presence of a Notary Public and must be part of the submission. If the vendor completes the electronic version, they are required to file an Online Vendor Responsibility Notification Announcement with their submission. Please note that the Electronic Vendor Responsibility Questionnaire is good for up to six (6) months prior to the due date of a proposal.

Subcontractors who have been identified at the time of contract award and who will receive $75,000 or more during the life of the contract are required to obtain a New York State Vendor Identification Number by submitting a Form W-9 with the Office of Purchasing and Contracts. The Office of Purchasing and Contracts will provide the information to the OSC and the OSC will directly contact the subcontractor with a NYS Vendor Identification Number. Once the NYS Vendor Identification Number is obtained, the subcontractor may file the Vendor Responsibility Questionnaire in hard copy format or they may elect to file it online via the Office of the State Comptroller site. If the Vendor Responsibility Questionnaire is filed online, the subcontractor must notify the Office of Purchasing and Contracts by submitting an Online Vendor Responsibility Notification Announcement.

For more information see VendRep System Checklist - Steps to Start and Effectively Use the VenRep System.

It is the policy of the University to notify, in writing, every non-winning responder of his or her right to schedule a debriefing with the Purchasing Associate in charge of this procurement. The debriefing opportunity will be limited to the responder's evaluation results as they apply to their proposal and not as a comparison to the winning responder. To schedule a debriefing the non-winning responder may contact the Purchasing Associate in charge of this procurement within 5 business days of the date of the non-selection letter.

A protest concerning a Bid Document must be received, in writing, in the Office of Purchasing and Contracts, at least 10 business days before the date for the receipt of bids or at least 48 hours before the date for the receipt of bids if there are less than 10 days between date of issuance of the bid and the date for the receipt of bids. The protest must contain a statement of all grounds for disagreement including a description of remedies sought. All supporting documentation must be included at the time of filing.

In consultation with the Assistant Director, the Purchasing Associate shall conduct an extensive review of the records and ascertain whether or not the protest has merit. The Purchasing Associate will then deliver a recommendation to the protestor. A decision shall be sent to the protesting party within 30 business days of receipt of the protest. In the event of an unfavorable decision, the protester shall be given the right to appeal to the decision. The notice to appeal of the Purchasing Associate's decision must be received by the Director of Institutional Services within 10 business days after the date of the decision.

Protests concerning a Proposed Bid Award must be received, in writing, in the Office of Purchasing and Contracts, within 10 business days of the date of the notice of award. The protest must contain a statement of all grounds for disagreement including a description of remedies sought. All supporting documentation must be included at the time of filing.

In consultation with the Assistant Director, the Purchasing Associate shall conduct an extensive review of the records and ascertain whether or not the protest has merit. The Purchasing Associate will then deliver a recommendation to the protestor. A decision shall be sent to the protesting party within 45 business days of receipt of the protest. In the event of an unfavorable decision, the protester shall be given the right to appeal to the decision. The notice to appeal of the Purchasing Associate's decision must be received by the Director of Institutional Services within 10 business days after the date of the decision.

Once a contract has been awarded a vendor can file a Protest Directly with OSC if (1) the University has not provided notice of protest procedures in the solicitation document; or (2) the facts giving rise to the protest are not known or could not have been known by the date the protest was to be filed with the University.

This protest must contain the specific factual and/or legal allegations that the vendor is challenging in the awarding of the contract and it must be filed within 10 business days of notice of award. If notice of award is not known, the protest must be filed prior to the OSC Bureau of Contracts approval of the award. A copy of the protest shall be delivered to the University and to the successful bidder, if known. The successful bidder may file a response with OSC with copies being sent to the University and to the protesting party. OSC Bulletin G-232 provides additional information.

An Appeal of a Protest may be made to OSC if the protesting party files a protest directly with the University and the University determines the protest is without merit. The protesting party has 10 business days from the date of the University's determination to file an appeal with OSC. A copy of the appeal to OSC must be delivered to the University. OSC will evaluate the merits of the protest and the University's determination in making its decision. They may obtain relevant information from outside sources. OSC Bulletin G-232 provides additional information.

Pursuant to Executive Order 6, the University makes available its current Qualified Personal Services Contracts.

If you would like a copy of any of any of the information listed, please send a check payable to The University at Albany in the amount listed under Total Copying Cost of the contract that you are interested in to: The University at Albany, Office of Purchasing & Contracts, 1400 Washington Avenue, Management Services Center, Room 302, Albany, NY 12222, Attention: Qualified Personal Services Contract. Please enter the contract number in the memo field of the check. Requests will not be processed until the bank has cleared the payment.

Chapter 282 of the Laws of 2007, codified as Labor Law Section 220-h mandates that every worker employed in the performance of a public work project of at least $250,000 shall be certified as having completed an OSHA 10 safety training course. The clear intent of this provision is to require that all employees of public work contractors receive such training prior to the performing any work on the project.

All contractors and subcontractors must attach a copy of proof of completion of the OSHA 10 course to the first certified payroll submitted to the contracting agency and on each succeeding payroll where any new or additional employee is first listed.

Proof of completion may include but is not limited to:

• Copies of bona fide course completion card; or

• Training roster, attendance record of other documentation from the certified trainer pending the issuance of the card; or

• Other valid proof.

A certification by the employer attesting that all employees have completed such course is not sufficient proof that the course has been completed.

Any questions regarding this statute may be directed to the New York State Department of Labor, Bureau of Public Work at 518-485-5696.

You can access the legislation by clicking New York State Senate Legislation S-1537.

This provision is an addition to the existing prevailing wage rate law, Labor Law Section 220, Section 220-h. It requires that on all public work projects of at least $250,000, all laborers, workers and mechanics working on the site, be certified as having successfully completed the OSHA 10-hour construction safety and health course. It further requires that the advertised bids and contracts for every public work contract of at least $250,000, contain a provision of this requirement.

Note: The OSHA 10 Legislation only applies to workers on a public work project that are required under Article 8 to receive the prevailing wage.

Please visit the New York State Department of Labor for additional information.

The University is required to

• Collect and maintain payroll records for five years from the date of completion of the work.

• Designate in writing an individual in their employ to be responsible to collect certified payrolls and review for facial validity. This person's name must be posted in a conspicuous location at the project site. Contact your University project manager for the campus designee.

A contractor that willfully fails to file payroll records to the University shall be guilty of a Class E Felony and subject to a civil penalty of up to $1,000 per day.

The filing of payrolls to the University is a condition of payment.

Willful underpayments can be punished as a criminal offense ranging from a Class A Misdemeanor to a Class C Felony as follows:

• An employer failing to pay prevailing wages in an amount less than $25,000 will be guilty of a Class A Misdemeanor.

• An employer failing to pay prevailing wages in an amount greater than $25,000 will be guilty of a Class E Felony.

• An employer failing to pay prevailing wages in an amount greater than $100,000 will be guilty of a Class D Felony.

• An employer failing to pay prevailing wages in an amount greater than $500,000 will be guilty of a Class C Felony.

• Second violators within a five year period would be required to surrender their profits and would forfeit their right to receive further payment on the project.

Any person who willfully fails to file the requested payroll records within ninety days of a demand by the fiscal officer shall be guilty of a Class A Misdemeanor, provided, however, that a person who violates this subdivision after having previously been convicted of violating this subdivision within the past five years shall be guilty of a Class E Felony.

On each pay stub contractors and subcontractors are required to provide written notice to all laborers, workers or mechanics of the prevailing wage rate for their particular job classification. In the event that the required information will not fit on the pay stub, an accompanying sheet or attachment of the information will suffice. They are required to post a notice at the beginning of the performance of every public work contract on each job site that includes the telephone number and address for the Department of Labor and a statement informing laborers, workers or mechanics of their right to contact the Department of Labor if he/she is not receiving the proper prevailing rate of wages and/or supplements for his/her particular job classification. The required notification will be provided with each wage schedule, may be downloaded from the Department of Labor website or made available upon request by contacting the Bureau of Public Work at 518-457-5589.

This provision is an addition to the existing prevailing wage rate law, Labor Law Section 220, paragraph a of subdivision 3-a.

The prevailing wage bill passed the Assembly and the Senate in June of 2007 and became effective in February 2008.

Please view a copy of a Public Works Project poster that must be posted at your job site.

A single source procurement is defined as a purchase from a supplier, because of limiting circumstances, who is chosen without soliciting for the minimum number of bids and proposals, despite the fact that competition exists.

Paragraph 10b(ii) of Section 163 of the New York State Finance Law stipulates that state agencies shall, for all single source procurement contracts, make available for public inspection on the agency website, a summary of the circumstances and material and substantial reasons why a competitive procurement is not feasible.

Please feel free to view the latest listing of the University's Single Source Procurements as of March 31, 2013.

The Diesel Emissions Reduction Act of 2006 requires contractors to certify and warrant that all heavy duty vehicles, as defined in New York State Environmental Law - Section 19-0323, used by the contractors, their agents or subcontractors, comply with the specifications and provisions of section 19-0323 and any regulations promulgated pursuant thereto. Contractors unless specifically waived by Department of Environmental Conservation are required to use the Best Available Retrofit Technology and Ultra Low Sulfur Fuel. Qualification for a waiver under this law will be the sole responsibility of the contractor.

With its first payment request contractor shall submit a Regulated Entity Vehicle Inventory Form and a Regulated Entity and Contractors Annual Report Form to the project contact at the University.

Annually, but no later than March 1st, contractors shall complete and submit directly to the University's Office of Environmental Health and Safety via electronic mail ([email protected]), theRegulated Entity Vehicle Inventory Form and a Regulated Entity and Contractors Annual Report Form for heavy duty vehicles used in the performance of this Contract for the preceding calendar year.

A surety bond provides a guarantee that the work contracted for will be completed. Often referred to as a performance bond, the surety bond guarantees that the contractor has the financial resources to complete the job from start to finish.

The University will often require a contractor to obtain a surety bond as of the start date of work on a University project. The bond must remain in full force and effect throughout the life of the project.

There are four types of surety bonds:

1. Bid Bond: Ensures the bidder on a contract will enter into the contract and furnish the required payment and performance bonds if awarded the contract.
2. Payment Bond (Labor and Material Bond): Ensures suppliers and subcontractors are paid for work performed under the contract.
3. Performance Bond: Ensures the contract will be completed in accordance with the terms and conditions of the contract.
4. Ancillary Bond: Ensures requirements integral to the contract, but not directly performance related, are performed.

Section III of SUNY Document Number 7555, "Construction Contracting" requires a Bid Bond, Payment (Labor and Material) Bond and a Performance Bond for construction contracts exceeding $20,000.

New York State Executive Law Article 15-A, defines a small business as a business which is a resident New York state, is independently owned and operated, not dominant in its field and employs, based on its industry, a certain number of persons as determined by the director of the Division of Minority and Women's Business Development ("DMWBD"), but not to exceed three hundred, taking into consideration factors which include, but are not limited to, federal small business administration standards pursuant to 13 CFR part 121 and any amendments thereto. The director of the DMWBD may issue regulations on the construction of the terms in this definition.

The Small Business Administration defines a small business as one that is not dominant in its field of operation and qualifies as a small business concern under Title 13, Code of Federal Regulations, part 121.

Empire State Development and the United States Small Business Administration have established separate surety bond programs to assist small businesses in obtaining surety bonds allowing them to bid on projects that they might not otherwise be able to.

1. Empire State Development

One of the missions of Empire State Development ("ESD") is to enhance private business investment and growth to spur job creation and support prosperous communities across New York State through the use of loans, grants, tax credits and other forms of financial assistance.

The New York State Surety Bond Program is one way ESD seeks to accomplish the above mission. The Program provides technical and financial assistance to aid eligible contractors in securing a surety bond. In order to determine eligibility, the contractor must complete a Pre-Application Assessment Form.

If based on the answers to the Pre-Application Assessment Form, the contractor is found to be a suitable candidate for the Program, the contractor will need to complete and submit an Application for the New York State Surety Bond Assistance Program.

The information required to complete the Application includes:

1. Ownership
2. Number of Employees
3. Credit Information
4. Work History
5. Financial Information

For information on the Program, contact Ms. Huey-Min Chuang, Senior Director of Business & Economic Development, at (212) 803-3238 or [email protected].

In addition to the New York State Surety Bond Program, in 2007 the Surety and Fidelity Association of America ("SFAA") started the New York State Bonding Initiative with the ESD with the goal of addressing access to the bonding market for New York State small businesses, minority and women business enterprises. In 2008, the New York State Insurance Department was made a party to the agreement. The New York State Bonding Initiative is part of the Contractor Bonding Education and Mentoring Program (formerly known as the Model Contractor Development Program), which is designed to assist small businesses in improving company operations, making it easier to be bonded. The program also assists in assembling the necessary materials to successfully complete the bond application. Please contract Ms. Huey-Min Chuang, Senior Director of Business & Economic Development, at (212) 803-3238 or [email protected] or call the SFAA at (202) 778-3638 for information on this program.

2. Small Business Administration

The Small Business Administration (SBA) guarantees bid, performance and payment bonds issued by surety companies. A surety bond can be obtained directly from a surety company or from an agent representing a surety company.

The SBA has two surety bond programs, the Prior Approval Program and the Preferred Program.

The Prior Approval Program is for contracts up to $100,000 and awards are made to the following businesses that meet the SBA standards of being a small business:

1. Socially and economically disadvantaged: businesses that are self-certified as veteran-owned, woman-owned, minority-owned and owned by a person with disabilities qualify for these loans.
2. Historically Underutilized Business Zones ("HUBZone") Program: are at least 51% owned by U.S. citizens or a Community Development Corporation, an agricultural cooperative or an Indian tribe with its principal office located with a HUBZone; and with at least 35% of the employees residing in the HUBZone qualify for this loan type.
3. 8(a) Business Development Program: a business must demonstrate a potential for success (generally be in business for 2 years); be unconditionally owned and controlled by one or more disadvantaged individuals who are U.S. citizens and who are of good character. A business can also qualify if it is owned by an Indian tribe.
4. Veteran Related:
   1. Veteran Owned: veterans who are starting or have an existing business qualify for assistance
   2. Service-Disabled Veteran Owned: a business must have a service connected disability that has been determined by the Department of Veterans Affairs or Department of Defense; the business must be assigned to the North American Industry Classification System code assigned to the procurement; at least 51% of the business must be unconditionally owned by the disabled veteran; the disabled veteran owner must control the management and day to day operations of the business; and the disabled veteran owner must hold the highest officer position in the business.

The Preferred Program enables sureties to issue, monitor and service bonds without prior SBA approval with a 70% guarantee rate. The small business must take the following steps in this program:

1. Find a surety company or agent and apply: A listing of surety companies is available online or by calling the Office of Surety Guarantees at (202) 205-6540.
2. Go through the underwriting process: if the surety company deems you as being qualified for a SBA guarantee, the surety company will complete and submit the application to the SBA.
3. Wait for SBA Processing: the SBA will review the application and if you qualify approve your application.

Prior to any permit being issued or any contract, including purchase orders, being entered into, New York State procurement regulations require evidence the vendor carries various types of insurance. Except when specifically noted, the State of New York, the State University of New York and the University at Albany must be listed as endorsed additional insureds on all insurance policies.

The list of possible endorsed additional insureds is as follows:

• State of New York
• State University of New York
• University at Albany
• The Research Foundation for The State University of New York
• Dormitory Authority of the State of New York
• State University Construction Fund
• University Auxiliary Services Inc.
• The University at Albany Foundation
• Student Housing Corporation
• Fuller Road Management Corporation
• University at Albany Alumni Association
• University at Albany BioScience Development Corporation

The nature of the procurement will dictate the required types and minimum levels of insurance. In addition, the evidence to support the insurance is dependent on the insurance type. The insurance shall be kept in force for the duration and term of the agreement. The insurance required shall be obtained from insurance company (ies) licensed to do business in the State of New York.

The table below provides information on the types of insurance that apply to all procurements plus those where the insurance is dependent upon the nature of the procurement. If you have any questions or concerns regarding insurance needs, please contact the Office of Purchasing and Contracts at (518) 437-4579 before you engage a vendor in providing a commodity or service.

Insurance Required for All Procurements

Note: Workers' Compensation and Disability Insurance are discussed below in further detail.

Required if Contractor's Policy Amounts for Automobile and/or Commercial General Do Not Meet Minimum Requirements

Procurement Driven Insurance Needs

Table 1a - Minimum Levels for Commercial General Liability and Pollution Legal Liability for Below Procurement Types

Note: Other services include but are not limited to abatement, accounting, information technology, legal, maintenance, repair, replacement, removal, testing and other non-A&E services.

Table 1b - Minimum Levels for Commercial General Liability and Pollution Legal Liability for Below Procurement Types

Table 2a - Minimum Levels for Professional Liability/Errors and Omissions for Below Procurement Types

Note: Other professional services include but are not limited to accounting, legal, and services required to be licensed or registered by a regulatory entity.

Table 2b - Minimum Levels for Professional Liability/Errors and Omissions for Below Procurement Types

Prior to any permit being issued or any contract, including purchase orders, being entered into for work, the University requires acceptable proof of insurance. The acceptable proof of insurance is driven by the insurance type.

As noted above, the University at Albany COI is acceptable proof of insurance for most insurance types. The University at Albany COI will be provided to the Contractor by the University's Office of Purchasing and Contracts. The Contractor's insurance agent will need to complete the necessary parts and execute the document. The University at Albany COI can be returned to the University by either the insurance agent or the Contractor. The New York State Workers' Compensation Board has mandated that certain forms from New York State licensed Disability and Workers' Compensation private insurance companies or from New York State agencies are acceptable. These forms are discussed below in the Disability and Workers' Compensation section.

All certificates of insurance must contain a thirty (30) day written notice of any cancellation, change, or termination of coverage. In addition, at the time the contract is entered into each insurance carrier must be rated at least "A-minus" in the most recently published A.M. Best Insurance Report. If an insurance carrier is not rated at least "A-minus", the vendor must replace that insurance carrier with an insurance carrier who meets the "A-minus" criteria. This must be done prior to the commencement of the contract. If during the term of the policy, a carriers rating falls below "A-minus", the insurance must be replaced no later than the renewal date of the policy with an insurer acceptable to the University.

Prior to any permit being issued or any contract, including purchase orders, being entered into for work in which employees of a business will be engaged in hazardous employment the University must obtain acceptable proof that a business has secured disability insurance coverage and workers' compensation insurance for all its employees. This requirement applies to NYS businesses and to non-New York State businesses with employees working in New York.

Disability Insurance

Disability benefits are temporary cash benefits paid to an eligible wage earner, when he/she is disabled by an off the job injury or illness. It provides for weekly cash benefits to replace, in part, wages lost due to injuries or illnesses that do not arise out of or in the course of employment. Disability benefits are also paid to an unemployed worker to replace unemployment insurance benefits lost because of illness or injury. Disability benefits include cash payments only.

Paragraph 8 of Section 220 of the New York State Workers' Compensation dictates the steps the University is to take prior to entering into any contract, including purchase orders. Paragraph 8 of Section 220 reads as follows:

1. The head of a state or municipal department, board, commission or office authorized or required by law to issue any permit for or in connection with any work involving the employment of employees in employment as defined in this article, and notwithstanding any general or special statute requiring or authorizing the issue of such permits, shall not issue such permit unless proof duly subscribed by an insurance carrier is produced in a form satisfactory to the chair, that the payment of disability benefits for all employees has been secured as provided by this article. Nothing herein, however, shall be construed as creating any liability on the part of such state or municipal department, board, commission or office to pay any disability benefits to any such employee if so employed.
2. The head of a state or municipal department, board, commission or office authorized or required by law to enter into any contract for or in connection with any work involving the employment of employees in employment as defined in this article, and notwithstanding any general or special statute requiring or authorizing any such contract, shall not enter into any such contract unless proof duly subscribed by an insurance carrier is produced in a form satisfactory to the chair, that the payment of disability benefits for all employees has been secured as provided by this article.

In order to comply with New York State Disability Insurance regulation, a business must provide evidence to the University one of the following:

1. they are legally exempt; or
2. they have obtained coverage from insurance carrier; or
3. they are self-insured or part of a group insurance plan.

Proof that the business falls into one of the three above categories must be provided prior to any permit being issued or any contract, including purchase orders, being entered into.

1. Legally Exempt: A business is legally exempt from disability insurance if it is a sole proprietorship, or a partnership, or a one or two person corporation with those individuals owning all of the stock and holding all the officerships with each person owning at least one share of stock and between them all shares of stock in the corporation. Regardless of the structure of the business it must not have any employees, day laborers, leased employees, borrowed employees, part-time employees, unpaid volunteers (including family members) or subcontractors. In addition, businesses with no New York State locations are exempt. The only acceptable proof of legal exemption is a Form CE-200 Certification of Attestation of Exemption from Workers' Compensation and/or Disability Benefits Coverage which is provided by the Workers' Compensation Board. A new CE-200 must be completed for each and every new or renewed permit, license or contract issued by the University. The CE-200 can be completed online.
2. Coverage from Insurance Carrier: Private insurance carriers licensed to write New York State disability benefits insurance policies and New York State licensed agents of those insurance carriers can provide the University with Form DB-120.1 Certificate of Disability Benefits Insurance. This is the only acceptable form of proof of insurance coverage. Insurance brokers are not authorized to issue the DB-120.1.
3. Self-Insured: If a business is self-insured they will need to provide the University with Form DB-155 Certificate of Disability Benefits Self-Insurance, as evidence that they are self-insured. In order to obtain Form DB-155 from the Workers' Compensation Board Office of Self-Insurance the business must have been approved by the Board. The business will need to contact the Board's Office of Self-Insurance 518-402-0247. The Board's Office of Self-Insurance will complete the DB-155. Additional information can be obtained by contacting the Board's Office of Self-Insurance at 518-402-0247.

Workers' Compensation

Workers' compensation provides medical treatment, wage replacement and permanent disability compensation to employees who suffer job-related injuries or illnesses, and death benefits to dependents of workers who have died as a result of their employment. Employers must continuously provide for workers' compensation benefits to all employees.

Section 57 of the New York State Workers' Compensation dictates the steps the University is take prior to entering into any contract, including purchase orders. Section 57 reads as follows:

"Restriction on issue of permits and the entering into contracts unless compensation is secured.

1. The head of a state or municipal department, board, commission or office authorized or required by law to issue any permit for or in connection with any work involving the employment of employees in hazardous employment defined by this chapter, and notwithstanding any general or specific statute requiring or authorizing the issue of such permits, shall not issue such permit unless proof duly subscribed by an insurance carrier is produced in a form satisfactory to the chair, that compensation for all employees has been secured as provided by this chapter. Nothing herein, however, shall be construed as creating any liability on the part of such state or municipal department, board, commission or office to pay any compensation to any such employee if so employed.
2. The head of a state or municipal department, board, commission or office authorized or required by law to enter into any contract for or in connection with any work involving the employment of employees in a hazardous employment defined by this chapter, notwithstanding any general or special statute requiring or authorizing any such contract, shall not enter into any such contract unless proof duly subscribed by an insurance carrier is produced in a form satisfactory to the chair, that compensation for all employees has been secured as provided by this chapter.

In order to comply with New York State Workers' Compensation regulation, a business must provide evidence to the University one of the following:

1. they are legally exempt; or
2. they have obtained coverage from insurance carrier; or
3. they are self-insured or part of a group insurance plan.

Proof that the business falls into one of the three above categories must be provided prior to any permit being issued or any contract, including purchase orders, being entered into.

1. Legally Exempt: A business is legally exempt from workers' compensation insurance if it is a sole proprietorship, or a partnership, or a one or two person corporation with those individuals owning all of the stock and holding all the officerships with each person owning at least one share of stock and between them all shares of stock in the corporation. Regardless of the structure of the business it must not have any employees, day laborers, leased employees, borrowed employees, part-time employees, unpaid volunteers (including family members) or subcontractors. In addition, businesses with no New York State locations are exempt. The only acceptable proof of legal exemption is a Form CE-200 Certification of Attestation of Exemption from Workers' Compensation and/or Disability Benefits Coverage which is provided by the Workers' Compensation Board. A new CE-200 must be completed for each and every new or renewed permit, license or contract issued by the University. The CE-200 can be completed online.
2. Coverage from Insurance Carrier: Private insurance carriers licensed to write NYS workers' compensation insurance policies, their licensed NYS Agents or the New York State Insurance Fund can provide proof of workers' compensation insurance. Private insurance carriers must provide the University with Form C-105.2, Certificate of Workers' Compensation Insurance. Insurance brokers are not authorized to issue it.
   
   If the business obtains workers' compensation from the New York State Insurance Fund, the business must provide the University with Form U-26.3, Certificate of Workers' Compensation Insurance. Upon receipt the University will verify the coverage by going to the New York State Insurance Fund site and entering the requested information.
3. Self-Insured: A business can be either self-insured or be part of a group self-insurance policy. If a business is self-insured, they are to provide the University with Form SI-12, Certificate of Workers' Compensation Self-Insurance which is obtained from the Workers' Compensation Board Office of Self-Insurance. The Board must have approved the business for self-insurance. In order to obtain Form SI-12. The business will need to contact the Board's Office of Self-Insurance 518-402-0247. If the business is part of a group self-insurance policy the must provide Form GSI-105.2, Certificate of Participation in Workers' Compensation Group Self-Insurance, as evidence. Form GSI-105.2 must be completed by the Insurance Administrator of the Group and provided to the University by the Insurance Administrator of the Group. Additional information can be obtained by contacting the Board's Office of Self-Insurance at 518-402-0247.

Disability and Workers' Compensation Forms

For a sample of the above listed forms, please click on the name of the form listed below.

Disability Insurance Forms:

• CE-200 (Paper): Certification of Attestation of Exemption from Workers' Compensation and/or Disability Insurance
• CE-200 (Electronic): Certification of Attestation of Exemption from Workers' Compensation and/or Disability Insurance
• Form DB-120.1: Certificate of Disability Benefits Insurance
• Form DB-155: Certificate of Disability Benefits Self-Insurance

Workers' Compensation Forms:

• CE-200 (Paper): Certification of Attestation of Exemption from Workers' Compensation and/or Disability Insurance
• CE-200 (Electronic): Certification of Attestation of Exemption from Workers' Compensation and/or Disability Insurance (Electronic)
• Form C-105.2: Certificate of Workers' Compensation Insurance
• Form GSI-105-2: Certificate in Participation in Workers' Compensation Group Self-Insurance
• Form SI-12: Certificate of Workers' Compensation Self-Insurance
• Form U-26.3: Certificate of Workers' Compensation Insurance 

As the office of record for contracts entered into by the University the Office of Purchasing and Contracts plays a central role in verifying a business's workers' compensation and disability insurance coverage.

These responsibilities include obtaining the proper documentation prior to entering into a contract/purchase order, verifying that the information provided is correct and maintaining the documents as part of the overall procurement record. Under no circumstances will the Office of Purchasing and Contracts issue a contract/purchase order without the proper documentation being received and verified.

Among the steps that the Office of Purchasing and Contracts takes is to determine if the business which is being contracted with will be utilizing employees or independent contractors. If it is determined that the business is using employees the business will need to provide evidence of workers' compensation and disability insurance. If independent contractors are performing the work the independent contractor will need to provide evidence that they either have workers' compensation insurance and disability insurance or are legally exempt, as defined above, from carrying workers' compensation insurance and disability insurance. Regardless of the status of the workers the Office of Purchasing and Contracts will not enter into any contract/purchase order without proof of disability insurance and workers' compensation or proof of exemption.

Upon receipt of documentation the Office of Purchasing and Contracts verifies the authenticity of the document with the insurance carrier and/or the Workers' Compensation Board. The Workers' Compensation Board allows users to verify if a vendor is exempt from carrying workers' compensation or disability insurance or whether the information showing coverage is correct.

Delay in providing proper documentation will result in a delay in the contract being finalized and in the work being started.

A surety bond provides a guarantee that the work contracted for will be completed. Often referred to as a performance bond, the surety bond guarantees that the contractor has the financial resources to complete the job from start to finish.

The University will often require a contractor to obtain a surety bond as of the start date of work on a University project. The bond must remain in full force and effect throughout the life of the project.

There are four types of surety bonds:

1. Bid Bond: Ensures the bidder on a contract will enter into the contract and furnish the required payment and performance bonds if awarded the contract.

2. Payment Bond (Labor and Material Bond): Ensures suppliers and subcontractors are paid for work performed under the contract.

3. Performance Bond: Ensures the contract will be completed in accordance with the terms and conditions of the contract.

4. Ancillary Bond: Ensures requirements integral to the contract, but not directly performance related, are performed.

The Information for Vendors section contains additional information on surety bonds.

To register for online ordering with State funds, or to update a current profile, please email [email protected]. For RF accounts, please contact Sponsored Programs Administration.

We offer a number of online ordering systems that enable users to place orders from state contracted vendors directly.

Business Cards, Envelopes, Letterhead:

• Pug's Print/Fantastic Graphics

Industrial Supplies:

• Grainger/Intivity

Laboratory Chemicals & Supplies:

• Fisher Scientific
• Krackeler
• VWR / Avantor Sciences

You will receive login information directly from the vendors.

You must be authorized to place orders using state accounts. The authorized signatures list is managed by the Accounting Office. If you are not an authorized signatory for the state account(s) provided, you will need to either provide an approver who is an authorized signatory or have an authorized signatory complete the Online Ordering Account Authorization Form.

If your orders require approval from an authorized signatory, select "yes" on the online ordering registration form and boxes will appear to enter the approver's information. Please note, all scientific orders require final approval from Procurement Services (this will happen automatically, you do not need to enter this information).

Effective December 17, 2018, Procurement Cardholders must use their p-card to pay for Staples / Proftech purchases. Please follow these detailed instructions on how to add your p-card information to your profile. If you receive a new pcard, please contact Procurement Services to update your Staples profile. Staples profiles using p-cards do no require an approver.

The University has established an online storefront with Pugs Print for letterhead, envelopes and business cards preformatted with the University logo and word mark.

The layout and design of University Stationery Items cannot be altered or modified in any form. Stationery fonts, logos, and designs are all to be produced with adherence to the University Graphic Identity Manuals. For more information, please contact the Office of Communications and Marketing.

Business cards may also be ordered from The Rapid Copy Center.

The University currently takes advantage of the New York State Office of General Services' contracts for lab supplies to provide desktop ordering of commonly used items.

Those items requiring special approvals such as radioactive materials, lasers, syringes and live vertebrates (lab animals) may not be ordered using the online system.

Please note that this ordering system is also separately available for RF Accounts.

New York State Department of Corrections and Community Supervision
Division of Industries
550 Broadway
Albany, New York 12204-2802
Phone: (518) 436-6321 or (800) 436-6321
FAX: (518) 436-6007 or (800) 898-5895

For information about recycled or remanufactured products available from the DOCS Division of Industries (Corcraft) please visit the Corcraft website.

New York State Preferred Source Program For People Who Are Blind
136 State Street, Floor 2
Albany, NY 12207
Phone: (518) 621-0621 or (800) 421-9010

For information about recycled or remanufactured products available from the NYS Preferred Source Program for People who are Blind (NYSPSP) please visit the NYSPSP website.

New York State Industries for the Disabled
11 Columbia Circle Drive
Albany, New York, 12203
Phone: (518) 463-9706 or (800) 221-5994
Fax: (518) 463-9708

For information about recycled or remanufactured products available from the New York State Industries for the Disabled (NYSID), please visit the NYSID website.