1. Bid (or Bid Proposal): The formal submission of an offered price for the goods or services being sought by the University. A bid is submitted to the University in electronic format and opened in public at an advertised time and place. If a contract award is made, it will be issued to the lowest price, responsive and responsible bidder.
2. Bidder: The entity providing a submission in response to a publicly advertised Bid.
3. Bid Threshold: The statutorily created dollar value for which the performance of any work or the furnishing or hiring of any materials or supplies shall be made and awarded only after public advertising for Bids and bidding thereof, except as provided otherwise in this procedure or specifically by any other law.
4. Bid Specifications: A detailed description of the services, and/or goods required by the University in a Bid. 
5. Bid Waiver: A statutorily established list of categories allowing goods or services to be purchased without a formal public bid advertisement. Bid Waivers must be approved by the Board of Trustees.
6. Board of Trustees: The board of a State college or university.
7. Budget Unit Manager (BUM): Individual responsible for requisition authorization, and has general financial oversight for a respective department.
8. Buyer: A representative within the Office of Procurement & Contracting with the authority to make purchased on behalf of the University. 
9. Change Order: A formal document utilized to alter the original purchase, such modification to quantity or cost. 
10. Confirming Order: Are unauthorized expenditures made without prior approval, in violation of this procedure. Confirming orders generally take the form of requisitions submitted to the Office of Procurement & Contracting after the order has been placed with the vendor or after the University has received the products or services.
11. Contract: Agreement for the performance of work or the furnishing or hiring of services, materials, or supplies, as distinguished from agreements of employment.
12. Contracting Agent: A business officer of the University overseeing the procurement system, having the authority to prepare advertisements and receive bids, and issue contract awards for the University in connection with the purchases, contracts, or agreements permitted by this procedure; or the officer, committee, or employee to whom the authority has been delegated by the University.
13. Design Build: A contract between the University and a design-builder to provide labor, materials, and other construction services for a public project. A design-build contract may be conditional upon subsequent refinements in scope and price, and may permit the contracting unit to make changes in the scope of the project without invalidating the design-build contract.
14. Direct Pay: Payment to a vendor/employee through Accounts Payable. Direct Pays are generally used for travel, employee reimbursement, honorariums, fees, licenses, fines, and memberships. 
15. Emergency: A situation affecting the health, safety, or welfare of occupants of University property.
16. End User: An employee of the University engaged in the purchasing system.
17. Evaluation Committee: The group of individuals established to determine bidding scoring criteria, complete a fair and equitable evaluation of bid proposals, and provide a recommendation for award.
18. Extraordinary Unspecifiable Services: Services or products which cannot be reasonably described by written specifications.
19. Information Technology: Telecommunication and computing goods and services, including, but not limited to, software, hardware, cloud computing, and systems implementation and support for voice, data, and video.
20. Invitation for Bids (IFB): A publicly advertised document establishing the Project and Contract requirements and solicits vendor Bids to meet the needs of the University.
21. Legal Newspaper: A newspaper circulating in the State of New Jersey which has been printed and published in the English language at least once a week for at least one year continuously.
22. Materials: Includes goods and property subject to Chapter 2 of Title 12A of the New Jersey Statutes, apparatus, or any other tangible thing, except real property or any interest therein.
23. Notice of Intent to Award a Contract: A document, provided by the University, expressing an intention to enter into a contract, but creating no contractual relationship until the resulting contract has been entered into.
24. Open Contracts: Contracts available for use by the entire University.
25. Professional Services: Services rendered or performed by a person authorized by law to practice a recognized profession and whose practice is regulated by law and the performance of which services requires knowledge of an advanced type in a field of learning acquired by a prolonged formal course of specialized instruction and study as distinguished from general academic instruction or apprenticeship and training. Professional services also means services rendered in the performance of work that is original and creative in character in a recognized field of artistic endeavor.
26. Project: Any work, undertaking, construction or alteration.
27. Public Work: Means construction, reconstruction, demolition, alteration, custom fabrication, or repair work, or maintenance work, including painting and decorating, done under contract, and paid for in whole or in part out of the funds of a public body, except work performed under a rehabilitation program. "Public Work shall also mean construction, reconstruction, demolition, alteration, custom fabrication, or repair work, done on any property or premises, whether or not the work is paid for from public funds, if, at the time of the entering into of the contract the property or premises is owned by the public body.
28. Prevailing Wage Act: The public policy of the State of New Jersey that sets forth standards, and the minimum level of pay for workers engaged in Public Works in order to safeguard their efficiency and general well-being and to protect them as well as their employers from the effects of serious and unfair competition resulting from wage levels detrimental to efficiency and well-being.
29. Purchase: Transactions for a valuable consideration, creating or acquiring an interest in goods, services, and property; except real property or any interest therein).
30. Purchase Order: After all requirements have been met through the requisition process, the Purchase Order is the resulting formal document approving and detailing specifically what is to be procured. The Purchase Order includes all necessary data and ordering instructions to the vendor. Purchase Orders are the University’s preferred method of procuring goods or services, and shall be utilized for services performed on University property, construction work, or goods in excess of the University’s standard P-Card Guidelines; unless explicit approval is granted otherwise by an official representative of the University.
31. Quotation: The offering of a price for goods or services being sought by the University from a vendor. A quote must be written and may be rescinded by the vendor before acceptance of a contract. Requesting quotations is a less formal procedure than a request for bids. An email may act as a written quote.
32. Request for Proposal (RFP): A publicly advertised document establishing the Project and Contract requirements and solicits vendor proposals to meet the needs of the University. Proposal evaluations are made based on price and other factors.
33. Requisition: A request submitted by a requisitioner to the Office of Procurement & Contracting for the procurement of goods and/or services. The Requisition must contain all pertinent data provided by the vendor and required by the Office of Procurement & Contracting to review and approve the request. Requisitions can be regular or standing.
34. Requisitioner (Requestor): Individual entering a requisition on behalf of the University.
35. Seller: Business providing good or services to the University. 
36. Sole Source: Refers to a specific request and approval process to purchase goods or services when it is deemed impractical to solicit competitive Quotations, or after having sought Quotations it is determined that the purchase should not be made on that basis. A Sole Source purchase will not be considered unless it is clearly demonstrated that no other vendor can reasonably meet the department’s needs. Longevity with a vendor, brand preference or timing issues may not be used as satisfactory reasons to bypass normal requisition procedures. When a requisitioner requests a Sole Source purchase, the sole source Request form (located on the Office of Procurement & Contracting website) must be fully executed and attached as part of the requisition for consideration and may only be approved by a contracting agent.
37. Standing Order: A type of Purchase Order that permits a requisitioner to place releases for commodities or services on an as-needed basis, without having to submit additional Requisitions. Standing orders have a commodity description and total value, but no quantity total, and therefore may be issued for purchases that require no quantity or unit price. Since quantities are not specified, and the encumbrance is based on total dollar amount, requisitioners do not have the option to receive against Standing Orders. Instead, invoices received against Standing Orders are imaged, and payments are made according to the payment terms of the order. Requisitioners may access imaged invoices after payment for reconciliation.
38. State College or University: An institution of Higher Education established pursuant to chapter 64 of Title 18A of the New Jersey Statutes.
39. Supplier (Vendor): A person or entity that is the source of goods or services procured by the University.
40. Terms & Conditions: Stand-alone clause defining the contract between the Unievrsity and vendor. 
41. Vendor (Supplier): A person or entity that is the source of goods or services procured by the University.
42. Vendor Portal: The official website of the Office of Procurement & Contracting for public bidding documents, inclusive of project notifications, receiving, and submitting bids.
43. Work (or service): Includes services and any other activity of a tangible or intangible nature performed or assumed by a vendor pursuant to a contract or agreement with the University.

New Vendor Information Form:

The New Vendor Information form shall be submitted to Purchasing@stockton.edu when a new vendor needs to be added to the Banner finance system. This will aid the Office of Procurement & Contracting with creating and providing the vendor's Z-number for entering Requisitions.

Pursuant to N.J.S.A. 52:32-44, vendors providing goods or services in excess of $16,635 ($5,910 for public works) per project, or in the aggregate, to the University in any single fiscal year must be registered with the Department of Treasury. The University is prohibited from entering into a contract or making purchases order over the limit with an entity unless the vendor has provided a copy of its Business Registration Certificate (BRC).

Statement of Explanation:

Whenever a single purchase, or contract value exceeds 20% of the applicable public bidding threshold, a total of three (3) competitive quotes are required. However, if the end-user, as a subject matter expert, deems it is impractical to solicit competitive quotations, or having received quotations determines that the award should not be made on that basis, the end-user shall complete a statement of explanation, describing the rationale and reasons why competition is not feasible.

The end-user shall provide a description of the goods and/or services, along with a Statement of Explanation describing any reason(s) why competition is not feasible. This Statement of Explanation shall address specific criteria as established on the form. 

Final approval shall be made by the Director of Procurement & Contracting, or designee. End-users shall not purchase goods or services prior to submitting the Statement of Explanation (generally as part of the Requisition), and receiving approval (generally in the form of a Purchase Order). 

A Statement of Explanation will not be considered unless it is clearly demonstrated that no other vendor can reasonably meet the University’s needs. Longevity with a vendor, brand preference, or timing issues may not be used as satisfactory reasons to bypass the quote solicitation procedure. The Statement of Explanation must be fully executed, including signature, and attached as part of the Requisition for consideration. 

Emergency Request Form:

Pursuant to N.J.S.A 18A:64-57 Emergency Procedures, any purchase, contract, or agreement may be made, negotiated, or awarded by the University without public advertising for bids and bidding therefor, notwithstanding that the cost or contract price will exceed the appropriate threshold amount, when an emergency affecting the health, safety, or welfare of occupants of University property requires the immediate delivery of the materials or supplies or the performance of the work, if the purchases, contracts, or agreements are made in the following manner: 

1. A written statement of explanation for the performance of the work or the furnishing of materials or supplies, certified by the University employee in charge of the building, facility, or equipment where the emergency occurred, is filed with the Office of Procurement & Contracting, describing the nature of the emergency, the time of its occurrence, and the need for invoking an Emergency Procedure. The Director of the Office of Procurement & Contracting, or designee, being satisfied that the emergency exists, is authorized to approve the work, and/or delivery of materials or supplies. 
2. Upon furnishing the work, materials, or supplies in accordance with the terms of the contract, or agreement, the contractor furnishing the work, materials, or supplies is entitled to be paid therefor, and the University is obligated for the payment. 

Quotation Form:

This form is utilized to record quote solicitations from at least three (3) vendors for purchases over the statutory threshold of $22,180. The following evidence must accompany the Quotation Form as part of the Requisition backup: (1) written copies of vendor quotes; (2) 'no-bid' vendor responses; or (3) in the case of no response from the vendor, evidence of quote solicitation outreach.

RFP/IFB Request Form:

This form must be completed and submitted to RFP-Purchasing@stockton.edu when the cost of goods or services (for a single project or contract) exceeds the applicable bidding threshold, and no other approval means are available. The Request Form shall be submitted and approved prior to the advertisement of a public bid. 

Note: If the cost of goods or services exceeds the public bidding threshold, the Office of Procurement & Contracting, in consultation with the end-user(s), may determine if a State contract, cooperative, or bid waiver is a viable option. 

University departments should use sales tax exemption certificates whenever possible when purchasing goods or services for University purposes. In order for a purchase to be exempt from sales tax, it must be limited to University purposes and the payment must be made with University funds (e.g., P Card or Stockton University Check). Purchases made with a personal credit card do not qualify for exemption from sales tax in New Jersey. Stockton University currently has sales tax exemptions in 3 jurisdictions: New Jersey, Florida, and Massachusetts. Sales tax forms, including the University's New Jersey Exemption Declaration, and State of New Jersey Division of Taxation Form ST-4, may be found on the Fiscal Affairs website.  

Vendors and contractors performing work or providing services on Stockton University premises must secure and maintain in force, for the term of the contract, liability insurance. In some circumstances, liability insurance may also be required for work or services performed off premises, which will be evaluated on a per project basis.  Prior to the commencement of work or service on Stockton University premises, the vendor must provide a current Certificate of Insurance meeting the Standard Insurance Requirements. Work or service may not commence until a valid Certificate of Insurance meeting these requirements has been provided. The vendor is not authorized to begin work until the University is in receipt of said Certificate.

The Office of Risk Management coordinates all insurance and insurance-related issues for the University. As such, the Office of Risk Management may provide a waiver of insurance in certain situations, at their sole discretion. 

Purchasing card information, including the application, may be found on the Accounts Payable website. 

All Requisition documentation should be uploaded into Banner as part of the Requisition. 

Requisitions may be reviewed/tracked in the Banner screen, FOIDOCH. Once FOIDOCH is open, the following two items will require input:

• Document Type: Enter "REQ"
• Document Code: Enter the Requisition number

Click "GO" on the top right had corner. 

Purchase Orders may be reviewed/tracked in the Banner screen, FOIDOCH. Once FOIDOCH is open, the following two items will require input:

• Document Type: Enter "PO"
• Document Code: Enter the Requisition number

Click "GO" on the top right had corner. 

Visit to the FOIDOCH screen. Within the Document Type box, enter "REQ," then select the Document Code box, and click the ellipsis (...). On the next screen on the top right, there is an option to "Filter." Select filter, provide information for the fields, and click on "Go." 

There are a number of reasons a Purchase Order may take extra time for approval. Generally, however, the main reasons for delay are due to requiring multiple quotes, vendor compliance documentation, or the need to execute a contract. If your Purchase Order is delayed and no expalantion has been provided, please reach out to the Office of Procurement & Contracting for an update. 

A check-with-Order describes a type of payment process to a vendor, based on a net-01, rather than a net-30 payment grace period. In otherwords, it is a way to issue payment to a vendor immediately, rather than the standard 30 days after receiving an invoice. Check-with-Orders must be requested by the Requisitioner within the Requisition's "Document Text" field, and approved by the Office of Procurement & Contracting. 

Check-with-Orders should only be requested in specific instances where eary payment to the vendor is necessary based on the terms of the agreement. 

After the end-user receives a Purchase Order that has been approved as a Check-with-Order, it must be sent directly to Disbursement Services, API@Stockton.edu and include the Purchase Order attached as reference. The subject line should include the PO Number and contain the phrase “Check-With-Order." Check pick-up will be available at the Bursar’s Office after the next check run.