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Purchasing Guidelines

PURCHASES UP TO $2,500

  • Price competition is recommended but not required for purchases of goods or services up to $2,500. Although the Purchasing Department is not responsible for the informal bidding process, departments must make every effort to obtain the best price for the best value.
  • The Department Chair/Director is responsible for authorizing these purchases.
  • Vendors must comply with The College’s terms and conditions.
  • Departments are to include this reference when requesting quotes.

PURCHASES OVER $2,500 AND UP TO $6,660 (20% of bid threshold)

  • Price competition must be obtained for all purchases or purchases of goods or services over $2,500 and up to $6,660. Although the Purchasing Department is not responsible for the informal bidding process, departments must make every effort to obtain the best price for the best value.
  • The Department Chair/Director is responsible for authorizing these purchases and all purchases are subject to audit.
  • Departments requiring the goods or services must solicit a minimum of three (3) quotations. The lowest quote must be accepted unless there is enough evidence to document otherwise.
  • If price competition is not feasible, departments are responsible for providing justification as a sole source purchase via memorandum or using the Sole Source Justification Form.
  • Vendors must comply with The College’s terms and conditions.  Departments are to include this reference when requesting quotes.
  • Prior to making purchases that exceed $4,995, departments must obtain a New Jersey Business Registration Certificate from the vendor.

PURCHASES OVER $6,660 AND UP TO $33,300 (Informal Bids)

  • Price competition is required for purchases of goods or services over $6,660 and up to $33,300. Departments requiring the goods or services must submit the necessary information (i.e. specifications, scope of work, etc. – see Attachment I “Best Practices” for guidance) to the Purchasing Department via email or through MAPS. The Purchasing Department will solicit unsealed written quotations. See attachment II for Purchasing Department’s instructions/documentation for preparing bids.
  • The department requesting the purchase will coordinate the awarding of the contract with the Purchasing Department, where a purchase order will be issued.
  • If price competition is not feasible, departments are responsible for providing justification as a sole source purchase via memorandum or using the Sole Source Justification Form.

PURCHASES OVER $33,300 – ADVERTISED BIDS

  • Price competition is required for purchases of goods or services over $33,300.
  • Departments requiring the goods or services must submit the necessary information (specifications, suggested vendors, etc. – See “Best Practices” for guidance) to the Purchasing Department via email or through MAPS. The Purchasing Department will conduct open competitive advertised bidding for this type of purchase.

PURCHASES OVER $33,300 – BOARD WAIVERS (Waiver of Advertising)

  • Under the State College Contract Law the Board of Trustees can permit the College to procure specific goods and services for which the dollar amount exceeds the threshold as amended (currently $33,300), outside the publicly advertised bidding process.
  • There are 27 categories of exceptions that can be utilized by the campus community to request a board waiver.
  • Because a commodity qualifies for the waiver of advertising, it does not eliminate the requirement for competitive proposals for cost comparisons, nor does it eliminate the need for detailed explanation as to how the waiving of advertising will be of benefit to the College. Departments requiring the goods or services must submit the necessary information (specifications, suggested vendors, etc. – See “Best Practices” for guidance) to the Purchasing Department via email or through MAPS. The Purchasing Department will issue Requests for Proposals to qualified firms.
  • Board of Trustees Waiver Requests (in memorandum format) should be addressed to the Treasurer from the appropriate Cabinet Officer justifying the circumstance of the waiver request.   The justification should include the following:
  1. Description of service or item being purchased
  2. Rationale for waiver of public advertisement
  3. Number of vendors contacted (at least three if possible) including name and amount of quote (if sole source, please identify). If price competition is not feasible, departments are responsible for providing justification as a sole source purchase. Archived BOT waivers are available on the BOT website at http://trustees.intrasun.tcnj.edu/

STATE AND FEDERAL CONTRACTS

Departments are authorized to purchase goods/services under contract awarded by the State of NJ or Federal government per the terms and conditions of those contracts:

State Contracts:

http://www.state.nj.us/treasury/purchase/pricelists.shtml

The Federal Supply Schedules of the General Services Administration

http://www.gsaelibrary.gsa.gov/ElibMain/ElibHome

Nationally-recognized and accepted cooperative purchasing agreement

Departments are authorized to purchases goods/services through the use of a nationally-recognized and accepted cooperative purchasing agreement. Prior to making purchases or contracting for services, however, the department must prove that the use of the cooperative purchasing agreement will result in cost savings after all factors have been considered.

The College is now a member of several Nationally recognized Co-op’s; below is the up to date list:

E&I Cooperative Services (Membership ID# 881396)
https://www.eandi.org/contract-finder/?list=higher-ed

Educational Services Commission of NJ (ESCNJ Co-op# 65 MCESCCPS)
http://www.mresc.k12.nj.us/pages/Middlesex_Regional/Cooperative_Pricing/Co_op/Members_Only/Vendor_Information/Current_Bid_Awards_2

National IPA (ID#187134)
http://www.nationalipa.org/Pages/Contracts-search.aspx

US Communities (Account# SU-70000625)
http://www.uscommunities.org/suppliers/all-contracts-by-supplier/

National Joint Power Alliance (ID# 87456)
http://www.njpacoop.org/

National Association of State Procurement Officers (NASPO ValuePoint)
http://www.njpacoop.org/

 

 

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