Guidance:

Pursuant to Chapter 839 of the Laws of 2022, OSC approval is required for purchases from OGS centralized contracts exceeding the OSC approval thresholds. The process for obtaining OSC approval is as follows:

Purchases from an OGS centralized contract that require a specific mini-bid contract identification number

SFS users will create a contract transaction in the SFS using the contract identification number based on OGS guidance and the appropriate Audit Type below. SFS users will submit the agreement (contract) and procurement record documents to OSC through the Electronic Documents Submission System (EDSS).

EBP   Electronic – Lowest Price (IFB)
EBV   Electronic – Best Value (RFP)

Purchases to be made from an OGS centralized contract through a purchase order or authorized agreement

SFS users will create a transaction in the SFS using an “OC” prefix to identify the transaction as an OGS centralized contract purchase subject to OSC approval. The Begin Date should be the earliest date the purchase order would be dispatched to the vendor. The Expire Date should be the last day of the fiscal year in which the purchase will be made unless the purchase specifies a later date. The NYS Description should contain the group number, award number and OGS contract number. The contract value should equal the amount of the purchase and the transaction should be created using the NYS Vendor Id associated with the centralized contract from which you are purchasing. No pre-encumbrance (fund reservation) is required for the “OC” transaction.

SFS users will select one of the appropriate Audit Types below as a mechanism to obtain OSC approval. SFS users will submit the transaction and procurement record documentation to OSC through EDSS that supports the purchase from the vendor based on the terms of the centralized contract and OGS’ instructions on how to use the contract. At a minimum, this should include the justification for the selection of the vendor and its particular offerings, and a detailed list of the goods and/or services being purchased and associated costs. A copy of the agency unauthorized purchase order should also be included in the submission.

EBP   Electronic – Lowest Price (IFB)
EBV   Electronic – Best Value (RFP)

Once SFS users receive notification of the OC transaction approval, users may proceed with the normal process of issuing a purchase order against the centralized contract. Please note, no purchase orders are to be issued from the “OC” transaction; “OC” transactions are used only as the process for obtaining OSC approval.