SUNY Office of System-wide Procurement

SUNY Office of System-wide Procurement is leading the Sunlight project. This initiative aims to enhance transparency and efficiency in procurement processes. By implementing innovative strategies and advanced technologies, the project intends to streamline procurement operations across the SUNY system. Through Sunlight, stakeholders will gain greater visibility into procurement activities, fostering collaboration and driving cost savings. The project emphasizes sustainability and accountability, promoting best practices in procurement management. Stay tuned for updates and progress on the Sunlight project!

• SUNY
• Procurement
• Transparency
• Efficiency
• Technology

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Uploaded on Mar 03, 2025 | 0 Views

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1. SUNY Office of System-wide Procurement Project Sunlight

2. Project Sunlight is an online database (maintained by Office of General Services) that provides the public with an opportunity to see the individuals and entities that are interacting with governmental decision-makers in five specific areas, including procurement. What Is It? What Do We Need To Do? Per Public Integrity Reform Act of 2011 SUNY is required to report all interactions between covered individuals in one of the five covered categories, within 5 business days after the interaction occurs. See L. 2011, Ch. 399, Part A, 4. SUNY THE STATE UNIVERSITY OF NEW YORK

3. An appearance is an interaction that is an in-person meeting or a video conference between a vendor and covered individuals. Covered individuals are government employees who: have the power to exercise agency discretion or advise someone who has such discretion. What is an Appearance? SUNY has identified the following as covered individuals: Presidents; Vice Presidents for Administration; Directors of Procurement; Vice Presidents for Student Affairs; Vice Presidents for Research; Vice Presidents for Academic Affairs/Provosts Athletics Directors; Deans. * Not all inclusive. Who is Covered? SUNY THE STATE UNIVERSITY OF NEW YORK

4. An appearance in the procurement category is a discussion about a potential purchase that has a total contract value (TCV) that is reasonably expected to be $25,000 or more.* TCV = Term (Years) x Cost Per Year What is a Procurement Appearance? Real property Goods (commodities) Services (includes leases) * NYS State Funds (all or partial) SUNY THE STATE UNIVERSITY OF NEW YORK

5. An appearance must be reported if it occurs anytime before a procurement s Restricted Period, which is the date of the earliest notice of intent to solicit offers/bids through the date of the final award (if applicable, includes approval by Offices of the Attorney General and State Comptroller). When and Where does the Appearance Need to Occur? The location and formality of the interaction is irrelevant It is irrelevant who initiates the interaction There can be numerous appearances related to a single matter Restaurant Child s School Event Store Gym Bar In-person Conference* Video Almost Anywhere! Conference* SUNY THE STATE UNIVERSITY OF NEW YORK

6. Appearances should be entered into the database within five business days after they occur. Each appearance need only be entered once. If multiple covered individuals from state entities attend a meeting, only one entry need be made. What is Reported for an Appearance? State entities are responsible for providing: Date of Appearance: Type of Meeting: In-Person OR Video Conference Location of Appearance: Purpose of Meeting: Procurement Name of SUNY Contact(s) and Affiliation Company at Appearance: Company Location: Outside Representative at Appearance: (e.g., Company Attorney) Outside Representative s Location: Name of Non-SUNY Contacts: SUNY THE STATE UNIVERSITY OF NEW YORK

7. Inter Phone Calls Emails What s Not An Appearance? Gov t Letters Faxes SUNY THE STATE UNIVERSITY OF NEW YORK

8. SUNY Specific Exclusions Appearances by vendors before health care practitioners across the SUNY system. Are There Other Procurement Exclusions? SUNY Campuses contacting SBEs, MWBEs or SDVOBEs about their capacity or availability for subcontracting opportunities. Interactions at widely-attended vendor conferences. SUNY THE STATE UNIVERSITY OF NEW YORK

9. Main Site: https://projectsunlight.ny.gov/ Policy: https://projectsunlight.ny.gov/Policy.pdf Project Sunlight Resources FAQ s: https://projectsunlight.ny.gov/FAQ.pdf SUNY THE STATE UNIVERSITY OF NEW YORK