The College of New Jersey

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Purchasing Policy

PURCHASES UP TO $2,500

  • Requisition must be entered in Oracle Cloud before any purchase of goods or service.
  • 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. Departments are to include this reference when requesting quotes.

PURCHASES OVER $2,500 AND UP TO $6,880 (20% of bid threshold)

  • A requisition has to be entered in Oracle Cloud before any purchase of goods or service. All documents must be attached to the requisition at the time of entry.
  • Price competition must be obtained for all purchases or purchases of goods or services over $2,500 and up to $6,880. 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.
  • Departments must obtain a New Jersey Business Registration Certificate from the vendor (individual or company) for purchase of goods or services over $5,160. Individuals should download the form and mail it to the NJ Division of Revenue, Corporations, LLC or LLP must complete the form online. The threshold is the cumulative value of all purchases (goods or services) in a given fiscal year.

PURCHASES OVER $6,880 AND UP TO $34,400 (Informal Bids)

  • The purchasing department must procure goods and services over $6,880 unless the purchase is made using a NJ State, GSA or Cooperative Purchasing Contract
  • 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. The Purchasing Department will solicit unsealed written quotations.
  • 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.
  • At $17,500 and above vendors must comply with Chapter 51 and Executive Order 117; and Equal Employment Opportunity N.J.S.A. 10:5-31 and N.J.A.C. 17:27.
  • A requisition must be entered in Oracle Cloud once the notice to proceed letter is sent to the vendor.

PURCHASES OVER $34,400 – ADVERTISED BIDS

  • The State College Contracts Law establishes procurement and construction mandates for colleges and universities in New Jersey.
  • Price competition is required for purchases of goods or services over $34,400.
  • Departments requiring the goods or services must submit the necessary information (specifications, suggested vendors, etc. – See “Best Practices” for guidance) to the Purchasing Department. The Purchasing Department will conduct open competitive advertised bidding for this type of purchase.

PURCHASES OVER $34,400 – 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 $34,400), 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. 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:

NJ Start (New) Browse By Category – Contract & Bid Search

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 that has been developed utilizing a competitive bidding process by another contracting unit within the State of New Jersey, or within any other state, when available. Cooperative Purchasing is a collaborative effort to obtain benefits in pricing, product quality and contract process efficiencies.

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

Hunterdon County Educational Services Commission
http://www.hcesc.com/hcesc/Co-Op%20Purchasing/

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

National Cooperative Purchasing Alliance
http://www.ncpa.us/Vendors

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

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

PEPPM National Cooperative (Reference PO “As Per PEPPM”)
https://www.peppm.org/

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

The following documents are required from the vendor:

  • Vendor Qualification form
  • W-9
  • New Jersey Business Registration Certificate
  • Certificate of insurance
  • Quote from the vendor must reference cooperative contract number
  • New Jersey Chapter 51/EO117 Approval (at $17,500 and above)
  • AA302 / Certificate of Employment Information Report (at $17,500 and above)
  • The College of New Jersey’s Terms & Conditions signed by the supplier
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