Policy & Procedures
All University purchases shall be made within the regulations established by Title 18A:64-52 et seq., cited as “State College Contracts Law,” and by the Board of Trustees.
The Office of Procurement & Contracting aims to support the mission of the Division of Administration and Finance, as well as the University by procuring products and services through fair and competitive procurement processes in an efficient, and cost effective manner. The Office of Procurement & Contracting strives to provide the highest quality of customer service to the campus community, and is dedicated to ensuring that all purchases are in accordance with applicable State and federal laws, as well as University policies and procedures.
Procurement Process Overview
The procurement process is individualized, and may very depending on need. However, there are stages of the process that will generally remain consistent for all orders. The general stages are as follows:
Stage 1: Identifying a Need for Goods or Services
The first step of the procurement process is recognizing a need for specific goods or services. For example, a department may need to update computer equipment, or purchase microscopes for a laboratory.
Stage 2: Create and Submit a Requisition
A Requisition is the formal request placed by the Requestor (end-user) within the Banner system, detailing the goods or services looking to be purchased.
Stage 3: Purchase Order Review and Approval
The Requisition will be reviewed and evaluated by the Office of Procurement & Contracting. If all procurement requirements are met, then the Requisition will be approved, and converted to a Purchase Order (also referred to as a PO). A Purchase Order is a document issued by the University, and serving as a commitment to the Vendor to purchase the goods or services described thereon. At a minimum, the Purchase Order details costs, quantities, and a description of the goods or services to be purchased.
Stage 4: Vendor Fulfills Order
The Vendor receives a copy of the Purchase Order and provides the goods or services described, for the agreed upon price. The using department is responsible for verifying that the Vendor provides all goods or services as stated on the Purchase Order in a timely and satisfactory manner.
Stage 5: Receiving Process
The Receiving process enables end-users to enter receipt information for items ordered through the Purchase Order process. End-users can receive goods based on the quantity identified on a regular Purchase Order or based on the dollar amount identified on a standing Purchase Order.
Stage 6: Invoicing Process
The Vendor's Invoice is an itemized bill for the goods or services sold to the University, containing pricing and a general overview of the deliverables. Invoices shall be sent to Disbursement Services at API@Stockton.edu, and may also be submitted to the end-user as reference.
Stage 7: Check Disbursement
Once Receiving, and Invoicing are complete, the check or electronic payment is provided to the Vendor. Generally, a check is disbursed, or electronic payment is made 30 days from Invoice, unless otherwise modified due to contractual requirements, or if early payment discounts apply.
The Office of Procurement & Contracting receives and addresses all general procurement inquiries, including, but not limited to, new vendor registration, opening termed vendors, change order requests, PO close-outs, and certificates of insurance. The following email address should be utilized for all general correspondence: Purchasing@Stockton.edu
Price Thresholds
On a two-year cycle, the Governor, in consultation with the Department of the Treasury, adjust and establish the Bid Threshold values. The Bid Thresholds are used to determine the specific price thresholds at which goods or services require quote solicitation, or public bidding.
Pursuant to State College Contracts Law, (N.J.S.A. 18A:64-52 et seq.), there are two distinct Bid Thresholds applicable for the following categories:
- General Goods & Services (purchases that are not subject to the Prevailing Wage Act)
- Public Works Projects (purchases that are subject to the New Jersey Prevailing Wage Act)
The tables below detail each Bid Threshold by category, and corresponding Price Thresholds requirements:
General Goods & Services |
Requirements & Recommendations |
|---|---|
| Less than $22,180 | One (1) written quote/proposal is required. Soliciting multiple quotes for competition is not required, but is recommended. |
|
$22,180 - $110,899.99 (referred to as the "Quote Threshold") |
Minimum of three (3) written quotes/proposals are required. Quote solicitation is not required when:
|
|
$110,900 or greater (referred to as the "Bid Threshold") |
Must be procured by utilizing one of the following methods:
|
Public Works |
Requirements & Recommendations |
|---|---|
| Less than $7,880 | One (1) written quote/proposal is required. Soliciting multiple quotes for competition is not required, but is recommended |
|
$7,880 - $39,399.99 (referred to as the "Public Works Quote Threshold") |
Minimum of three (3) written quotes/proposals are required. Quote solicitation is not required when:
|
|
$39,400 or greater (referred to as the "Public Works Bid Threshold") |
Must be procured by utilizing one of the following methods:
Note: Construction projects in excess of the Bid Threshold will be publicly bid. |
Procurement Methods Available When Cost Exceeds the Public Bid Threshold
The Public Bidding process is a formal procedure used by the University to acquire general goods & services, or public works projects, from qualified vendors. This process involves issuing a public advertisement, either as a 1) Request for Proposal (RFP), or 2) Invitation for Bid (IFB), in which Bidders submit offers, which are then received and evaluated by the University. For RFPs the contract is awarded to the most advantageous and responsible Bidder, price and other factors considered. For IFBs, the contract is awarded to the responsible, lowest cost Bidder.
Public Bidding is the University's preferred method of obtaining goods or services when price exceeds the Bid Threshold. This is because public bids increase transparency, provide equal opportunity to Bidders, produce competitive pricing, increase quality, and allow the University to select the best vendor for the prescribed scope of service.
In order to initiate a public bid, either a Request for Proposal (RFP) or Invitation for Bid (IFB), please complete the Request for a RFP/BID Form & submit the form along with a statement of work to the Office of Procurement & Contracting to the following email address: RFP-Purchasing@Stockton.edu.The Office of Procurement & Contracting will work with the user to finalize the Scope of Work and issue the RFP/Bid.
Brief Overview of the Public Bidding Process:
- Advertisement: The University will advertise the project in at least one legal newspaper and will post the bid on the Office of Procurement and Contracting website.
- Pre-Proposal Meeting/Site Visit: A Pre-Proposal Meeting or Site Visit may be scheduled for a project where either the University or Bidders benefit from the interaction and shared information.
- Question & Answer Period: The University accepts questions or inquiries from Bidders regarding the project until the deadline expires. The University will work with the end-user group to determine answers to the questions received. The Bidder questions and University responses will become part of the project Addendum. The Addendum notification will be published in a newspaper and uploaded on the Office of Procurement & Contracting website for Bidders to view.
- Public Bid Opening: On the day and time that submissions are due, the University shall publicly receive the bids and thereupon immediately proceed to view and publicly announce the contents, which announcement shall be made in the presence of any parties bidding or their agents who are then and there present. No bids shall be received after the date and time designated in the bid.
- Procurement Review: After opening the Bids , they will be reviewed for mandatory submission documentation by the Office of Procurement & Contracting and then released to the Evaluation Committee for review.
- Evaluation: For projects looking to acquire general goods and services, an Evaluation Committee will review each bidder's proposal and complete an Evaluation Form demonstrating the overall score and quality of each Bidder. This evaluation is based on price and additional scoring categories, as determined within the bid. For projects looking to acquire public works services, the award shall be made to the lowest cost, responsible bidder.
- Notice of Intent to Award a Contract: Once the Evaluation Committee reviews and recommends a vendor, a Notice of Intent to Award a Contract will be sent to all vendors, and a 3-day protest period starts which allows vendors the opportunity to protest the award. Procurement & Contracting will also request any additional forms required at this time, as required.
- Contract: After the protest period, the contract will be prepared by the Office Procurement & Contracting. All contracts will be submitted to General Counsel for review, and begin the standard contracting process.
State Contracts are performed and approved by the Division of Purchase and Property (DPP), within the Department of the Treasury, and serves as the State's central procurement agency.
- The University may use State contracts to purchase goods or services that are open to Cooperative Purchasing participants.
- Purchases may only be made in accordance with any associated Method of Operations (MOO) or instructions under the contract. The MOO outlines the directions for use of the contract, and generally requires users to obtain a certain number of quotes from the awarded Vendors under the State Contract before proceeding. Specific requirements may vary for each contract.
- All Vendor quotes provided must include the State Contract Number.
- Requisitions for a State Contract must include the State Contract Number (within the Requisition's Document Text).
State Contracts: Frequently Asked Questions:
State contracts may be found by searching in NJStart, the State of New Jersey's eProcurement Portal. NJStart allows for searches by description, Vendor name, Contract Number, or Item Description. On the Homepage, select the "Advanced" option next to the search bar; then under "Document Type" choose "Blankets" (Contracts). From this search screen, you can fill in a category to perform a search.
No, the University does not require a Service Provider Agreement when purchasing under a State Contract.
No. However, a Certificate of Insurance will need to be on file if services are being performed on campus (or if otherwise required at the discretion of the University's Risk Manager), and a Public Works Certificate will be required if the work is subject to the Prevailing Wage Act.
No, State Contracts may be utilized for any dollar value.
The quote from the vendor must be attached to the Requisition, and include the State Contract title. Additionally, the State Contract title must be added within the Requisition's Document Text (plus any standard procurement forms as required).
Yes, utilizing a State contract does remove these requirements.
Yes, if a vendor will be on University property, or if otherwise required at the discretion of the University's Risk Manager.
Yes, a quote from the selected vendor is still required and must include the State contract title.
Cooperative Purchasing is an arrangement in which multiple businesses or entities combine their buying requirements onto a single contract and aggregate volume to enhance purchasing power. The primary goals of this structure are to drive down costs and enhance quality.
In accordance with N.J.S.A.18A:64-63.1; the University is authorized to be a participating contracting unit in a cooperative pricing system. To utilize a cooperative contract, the following conditions must be met:
- Nationally-recognized and accepted cooperative purchasing agreement;
- Developed through a competitive bidding process;
- Created/Lead by another contracting unit within the State of New Jersey or any other state;
- Prior to making purchases or contracting for services in excess of the Bid Threshold, the University shall determine that the use of the cooperative purchasing agreement shall result in cost savings after all factors, including charges for service, material, and delivery, have been considered.
List of Approved Nationally-Recognized Cooperatives
The cooperatives listed below have been vetted for compliance with State regulations and University policies, and are generally an acceptable means of procurement . However, each cooperative purchase must be approved by the Office of Contracting and Procurement, and subject to denial if specific conditions are not met under law. If you believe a cooperative purchasing agreement not listed here would be beneficial for your department, please contact the Office of Procurement & Contracting.
- Sourcewell
- OMNIA Partners
- NASPO ValuePoint
- OMNIA Partners
- PEPPM
- The Interlocal Purchasing System
- E&I Cooperative Services
- NJEdge
Cooperative Purchasing Agreements: Frequently Asked Questions
Cooperative contracts may be found by selecting the links above for each cooperative and performing a search on the Cooperatives website. The end-user may also request directly from the vendor if there is a cooperative agreement.
Generally, the University does not require a Service Provider Agreement when utilizing a Cooperative Purchasing Agreement. However, evaluating this requirement is on a case-by-case basis and final determination will be made by the Office of Procurement & Contracting in consultation with General Counsel.
Yes, all procurement forms are required for Cooperative Purchasing Agreements at the standard threshold requirements. Additionally, a Certificate of Insurance will need to be on file if services are being performed on campus (or if otherwise required at the discretion of the University's Risk Manager), and a Public Works Certificate will be required if the work is subject to the Prevailing Wage Act.
The use of a Cooperative Purchasing Agreement eliminates the need to obtain multiple quotes up to the Bid Threshold, and removes the need to publicly bid in excess of the Bid Threshold (cooperatives may be used for any dollar value). However, Cooperative purchases in excess of the Bid Threshold must demonstrate cost savings after all factors, including charges for service, material, and delivery, have been considered. Therefore, it utilizng a Cooperative Purchasing Agreement over the Bid Threshold, there must be documented outreach substantiating cost savings (generally through the use of multiple quotes, or a Sole Source request, if applicable).
The quote from the vendor must be attached to the Requisition, and include the Cooperative Purchasing Agreement contract title. Additionally, the Cooperative Purchasing Agreement contract title must be added to Requisition's Document Text (plus any standard procurement forms as required).
Yes, utilizing a State contract does remove these requirements.
Yes, if a vendor will be on University property, or if otherwise required at the discretion of the University's Risk Manager.
Yes, a quote from the selected vendor is still required and must include the Cooperative contract title. Addiitonal quotes, or a sole source will be required, if the total value of the contract exceeds the Bid Threshold.
The U.S. General Services Administration (GSA) is an independent agency of the United States government. The GSA develops government-wide cost-minimizing policies, capitilizing on interagency collaboration and shared services to improve operations, and delivering value to the American people. The GSA Schedules allows state, local, and tribal governments to purchase IT, security, and law enforcement products and services offered through specific Schedule Special Item Numbers (SINs).
In accordance with N.J.S.A. 18A:64-60.b.; the University may utilize the Federal Supply Schedules of the General Services Administration, subject to the following conditions:
- The GSA Schedule must be open to Cooperative Purchases;
- The price of the goods or services being procured is no greater than the price offered to federal agencies;
- The University receives the benefit of federally mandated price reductions during the term of the contract and is protected from price increases during that time; and
- The price of the goods or services being procured is no greater than the price of the same or equivalent goods or services under any State Contract, unless the Universitye determines that because of factors other than price, selection of a vendor from the Federal Supply Schedules (multiple award schedule) would be more advantageous to the University.
GSA Contract Schedules Available for University Use
GSA currently has two (2) contract schedules that are available to the University.
Vendors participating in this program are identified with the following icon:
- 70 – General Purpose Commercial Information technology Equipment, Software, and Services; and
- 84 – Total Solutions for Law Enforcement, Security, Facilities, Management, Fire, Rescue, Clothing, Marine Craft and Emergency/Disaster Response.
General Services Administration: Frequently Asked Questions
GSA Contracts may be found by visiting the GSA eLibrary, your one source for the latest GSA award information. The end-user may also request directly from the vendor if there is a General Services Administration Contract.
Generally, the University does not require a Service Provider Agreement when utilizing a GSA Contract. However, evaluating this requirement is on a case-by-case basis and final determination will be made by the Office of Procurement & Contracting in consultation with General Counsel.
Yes, all procurement forms are required for GSA Contracts at the normal threshold requirements. Additionally, a Certificate of Insurance will need to be on file if services are being performed on campus (or if otherwise required at the discretion of the University's Risk Manager), and a Public Works Certificate will be required if the work is subject to the Prevailing Wage Act.
No. GSA Contracts may be utilized for any dollar value, provided they meet the minimum conditions stated above.
The quote from the vendor must be attached to the Requisition, and include the GSA Contract title. Additionally, the GSA Contract title must be added to Requisiiton's Document Text (plus any standard procurement forms as required).
Yes, utilizing a GSA Contract does remove these requirements.
Yes, if a vendor will be on University property, or if otherwise required at the discretion of the University's Risk Manager.
A Bid Waiver is a method to purchase goods or services in excess of the Bid Threshold without publicly advertising or bidding. Bid Waivers must be approved by the University through resolution at a public meeting of the Board of Trustees if the subject matter consists of at least one of the established statutory exceptions.
Bid Waivers are considered an exception to general procurement policy and procedures, and should only be utilized in specific cases where no alternative procurement methods are available (such as State contract or cooperative purchasing agreement). Requests are evaluated on a case-by-case basis, and the end-user must prove that a legitimate need to move forward without competitive bidding is most advantageous to the University.
Bid Waiver requests must be submitted to BidWaiver@stockton.edu for review and approval, inclusive of all required information and signatures. The Office of Procurement & Contracting reserves the right to request additional information for assessment.
For full details regarding Bid Waivers, including required request forms, deadlines, and frequently asked questions, please visit the Bid Waivers tab on the left side of this page.
Important Notes & Reminders
Additional Resources:
- Procurement & Contracting Procedures
- Stockton Unievrsity: Terms & Conditions
- Office of General Counsel Contracting Procedures
