1. Small and Micro Purchases
Farm to School Procurement Guidelines
Small and Micro Purchases

2. Determine what type of purchase you are making
Since thresholds are established at the federal, State and local levels, it is important that SFAs always use the most restrictive threshold in determining a procurement method.
Federal small purchase threshold is $250,000. Generally, New York’s small purchase threshold is $20,000. Since the NY threshold is more restrictive, you use the NY threshold.

4. Small Purchases
Generally, the small purchase threshold is $20,000. [NY General Municipal Law §103 (1)].
For purchases from New York State producers or growers of food, within certain parameters, SFAs must use the small purchase informal competitive procurement method when the purchase amount will not exceed twenty cents multiplied by the total number of days in the school year multiplied by the total enrollment of the school district up to $50,000 without SED permission [NY General Municipal Law §103 (9)].
For purchases above $50,000 school districts must seek permission from SED to deviate from the formal bidding requirements contained in NY [General Municipal Law 103].
Purchases that are less than or equal to the federal, State or local small purchase threshold, excluding purchases being made via micro purchase, require competition which means quotes must be obtained for the products specified from at least three bidders.

6. Micro Purchases
The federal and state micro purchase threshold is $10,000. To the extent practicable, micro-purchases must be distributed equitably among qualified suppliers and may be awarded without soliciting competitive price quotes if the price is considered reasonable by the entity conducting the procurement.

7. NYS Education Department Child Nutrition Knowledge Center
Guidance on Procurement Methods: Thresholds
UPDATED 8/15/2018
General Municipal Law Advertising for Bids and Offers; Letting of Contracts; Criminal
Sample Informal Bid Worksheet (small purchase)