New Jersey Higher Education
Purchasing Association
Disadvantage Business Development Fair
June 17, 2009
How to Do Business with Private &
Public Colleges and Universities
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WELCOME
The members of NJHEPA are grateful for the opportunity to meet with and to share
information that may prove helpful in your quest to do business with the various
institutions. Our members consist of both public and private institutions of Higher
Education. While there are differences in the methods that business may be conducted
within the various institutions, each institution has a fiduciary responsibility to the faculty,
staff, students, and our taxpayers to provide the best service at the best price.
Public institutions are governed by State regulations, but we are semi-autonomous. Our
members who are private institutions, while not governed by the State of NJ are governed by
their internal regulations, which in many respects mirror those of the public sector.
I think we speak for all of our members when we say that each institution is committed to
attracting qualified disadvantaged companies into our growing ranks of vendors; providing
opportunities and support. It is our hope and intention to help you grow in size, profit from
the experience both in the business sense and in profit (not too much profit) and therefore
provide additional employment opportunities within your communities. And that ladies and
gentlemen is the purpose of this Fair.
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NJHEPA Members
• Public Universities &
Colleges
• Private Universities &
Colleges
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Kean University
Montclair State University
New Jersey City University
New Jersey Institute of Technology
Ramapo College
Rutgers, The State University
The College of New Jersey
Thomas Edison State College
William Paterson University
Richard Stockton College
Monmouth University
Princeton University
Rider University
Seton Hall University
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NJHEPA
Doing Business with a Public University
Prepared By:
• Lirse P. Jones – Director of Purchasing
William Paterson University
• Christine Palma – Associate Director of
Procurement Services
Montclair State University
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NJHEPA
Disadvantaged Business Development Fair
• All Public Universities are:
– Exempt from NJ Sales Tax on products and
services
– Subject to the State College Contracts Law
• Publicly Advertised Bids
• Public Works Contractors
• Prevailing Wage
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NJHEPA
Disadvantaged Business Development Fair
• Eligibility to Conduct Business with William Paterson
University and Montclair State University applies to most if
not all public institutions. Private institutions are not required
to meet the listed eligibility requirements, but have their own
requirements based on the individual institution.
• With the exception of those companies that are banned,
barred or suspended from doing business in the state by the
State of New Jersey or by the Universities, all companies are
eligible to do business with the Universities. Corporations
incorporated out of the State of New Jersey must file a
Certificate of Authority with the Secretary of State,
Department of State.
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NJHEPA
Disadvantaged Business Development Fair
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All public Colleges and Universities are agencies of the State of New Jersey.
Autonomous in many respects, they must comply with statutes and regulations of
the State in its purchasing functions. Purchasing Offices have been authorized to
conduct and conclude bidding, negotiations concerning prices and conditions of
purchase.
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Invoicing: Each College or University is solely responsible for cost that it incurs and
has its own Accounts Payable Department. All invoices should be sent to Accounts
Payable, not the ordering department.
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All vendors providing goods or services should only do so after receiving a
purchase order issued by the Purchasing office. Payment can not be guaranteed
without a valid purchase order.
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NJHEPA
Disadvantaged Business Development Fair
Methods of Purchasing at WPU:
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The University generally uses four methods to procure goods and services:
Orders under $5,600 are generally not required to be bid, but can be issued directly to
vendors via a purchase order. Departments must obtain competitive prices.
Orders $5,600 up to $9,000 require either verbal or written quotes. Written quotes are
required if the value is more than $9,000 but less than $28,300. The issuance of a purchase
order authorizes the award of the order.
Orders $28,300 and above are publicly advertised in the Star Ledger. Bidding opportunities
are also listed on the State Procurement website:
https://www6.state.nj.us/OEG BUISOPP/bo/searchBusinessOpportunities.do.
All State Agencies and Departments post their advertised bids on the State website.
The issuance of a purchase order authorizes the award of the order.
As a state agency the University may, at its discretion, use those contracts entered into by the
State of New Jersey or Government Service Administration. By using state and GSA
contracts the University is not required to bid for those items listed in the various contracts.
Construction projects are generally processed through the Office of Capital Planning Design
and Construction.
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NJHEPPA
Disadvantaged Business Development Fair
Methods of Purchasing at MSU:
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The University generally uses four methods to procure goods and services:
Orders under $5,660 are generally not required to be bid, but can be issued directly to
vendors via a purchase order or a p-card. Departments must obtain competitive prices.
Orders $5,660 and up require written quotes. Departments must obtain competitive
prices. The issuance of a purchase order authorizes the award of the order.
Orders $28,300 and above are publicly advertised in the Star Ledger. Bidding
opportunities are also listed on the Procurement Services web site:
http://www.montclair.edu/procurement/
The issuance of a purchase order authorizes the award of the order.
As a state agency the University may, at its discretion, use those contracts entered into by
the State of New Jersey or Government Service Administration . By using State and GSA
contracts, the University is not required to bid for those items listed in the various
contracts.
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NJHEPA
Disadvantaged Business Development Fair
1.Public Bid Process:
All bids are advertised in the Star Ledger and/or Bergen Record and are listed on the
State website:
www.newjerseybusiness.gov/opportunities
2. Bid Response:
Bid documents state time and place of public bid opening.
Must be date stamped in the purchasing office before or at the time indicated on bid.
Bid documents that are in the mailroom or in transit, at the time of the bid opening, will
not be considered.
Last day for questions.
Response date and time: Don’t be late.
Forms that are required include: Stockholder disclosure, bid and/or performance
bonds, Non Collusion Affidavit, BRC, PL 2005 – Chapter 51, Affirmative Action
Certificate and signed proposal form.
3. Questions:
All questions must be in writing & faxed to purchasing office. No phone calls.
4. Contract Award: State Contract Contracts Law, P.L. 1986, c.43 (C:18:64-52)
Goods and services to the responsible bidder whose bid, conforming to the
invitation for bids, will be most advantageous to the State college price and other
factors considered.
Construction - Lowest responsible bidder, whose bid, conforming to the invitation
for bids, will be the most advantageous to the State college.
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NJHEPA
Disadvantaged Business Development Fair
• Companies doing business with the University must comply
with all state regulations. Three recent regulations:
• Public Law 2005, Chapter 51 (Formerly Executive Order 134)
and Executive Order 117.
• Executive Order No. 129 (Out Sourcing)
• Business Registration Certification: The University must have
on file a copy of your certificate, where the value of any single
order or cumulative orders exceeds $4,245 annually. The
states website to register for the certificate is:
http://www.state.nj.us/treasury/revenue/taxreg.htm
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NJHEPA
Disadvantaged Business Development Fair
• NJ Business Registration Certificate
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NJHEPA
- Business
Disadvantaged
Development Fair
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Public Law 2005, Chapter 51 (formerly EO 134) & Executive Order 117:
Effective October 15, 2004 businesses or individuals cannot be issued contracts,
purchase orders, or payments where the value of any single order or cumulative
orders exceeds $17,500 or more annually, if that business entity or individual has
made political contributions of $300 or more to a gubernatorial candidate’s
campaign.
Companies reaching this threshold are required to complete certain documents
that are returned to purchasing and purchasing forwards to NJ Department of
Treasury. Please visit the state website for details:
http://www.state.nj.us/treasury/purchase/execorder134.htm#state
Executive Order No. 129 (Out Sourcing)
– Disclose Country where services are performed
– No award with services outside the US
– Exclusions:
• Unique service
• Significant and Substantial economic cost factor
• NJ Treasurer determines in the best interest of the Public
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NJHEPA
Disadvantaged Business Development Fair
• Executive Order 34 established within the Office of Economic
Growth a Division of Minority and Women Business
Development. The purpose of the Division shall be to
administer and monitor policies, practices, and programs that
will further the State’s effort to ensure equal opportunity for
minority and women owned business enterprises.
• To provide opportunity the State has established a website
listing all bidding opportunities:
www.newjerseybusiness.gov/opportunities.
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NJHEPPA
Disadvantaged Business Development Fair
• Construction Projects:
– Construction projects are generally processed through the Office of
Capital Planning Design and Construction at William Paterson
University.
– Construction projects are processed through Procurement Services at
Montclair State University.
• Contractor Requirements:
• Must be a Registered Public Works Contractor in NJ at the time of bid
• Must be a NJ Registered Business at the time of bid
• Must comply with Executive Order No. 129 (regarding foreign goods and
services)
• Must comply with P.L. 2005, Chapter 51 (regarding political contributions)
and EO 117.
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NJHEPA
Disadvantaged Business Development
Fair
• Bid Requirements for Construction Projects:
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Signed Proposal Form
Bid Security (bond or check) 10% of bid
Agreement of Surety (performance & material bonds)
NJ State Business Registration
Public Works Contractor Registration
All other forms required for a public bid
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NJ HEPA
Disadvantaged Business Development Fair
• How to become a Registered Public Works
Contractor:
– Complete the State Application
(http://www.state.nj.us/labor/lsse/forms/lsse-2.pdf)
– Pay the appropriate fee
– Submit the completed application to:
– NJ DIVISION OF WAGE AND HOUR COMPLIANCE, CONTRACTOR
REGISTRATION SECTION
PHONE (609) 292-9464 FAX (609) 633-8591
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William Paterson University
Small Business Procurement EXPO
Capital Planning Design and Construction
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Montclair State University
NJHEPA
Disadvantaged Business Development
Fair
A listing of the members of NJHEPA can be found at:
http://www.njhepa.org/roster.htm
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Doing Business with a Private
University
By: Don Kuhrt, RPA, FMA, SMA
Seton Hall University
Don.kuhrt@shu.edu
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Methods of Purchasing at Seton Hall
• Purchasing at Seton Hall is a decentralized process– purchases
under $10,000.00 are usually procured through the user
department after obtaining a minimum of 2 bids. The procurement
office will become involved if a purchase order is required to
confirm the actual purchase.
• The department can also utilize a Procurement Card for purchases
up to $1,000.00 or $2,500.00 depending on the signature authority
of the cardholder.
• All purchases of goods or services (with or without a contract or
lease) greater than $10,000.00 must have at least 2 written bids.
• All purchases greater than $25,000.00 must have a minimum of 3
written bids.
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Procurements Mission
• The mission of the Procurement Department
is to maintain vendor relations and to assure
maximum service at a fair cost to Seton Hall
when purchasing goods and services for the
University.
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Purchase of Specific Commodities
• The Facilities Management Department – procures
Construction, Architect & Engineering Design Services,
Utilities i.e. electric and natural gas and other services.
• Human Resources Department – procures Employee Benefits
i.e. Health Insurance etc.
• The Compliance Office – Risk Management
• University Council – Legal Services
• University Library & Law Library – procure Library Books
• IT – Procures software and hardware.
Please contact the Procurement Department by “e” mail with
additional questions.
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Preferred Vendors
• The University will bestow preferred vendor status
upon a vendor as a result of winning a bid. This
status is accomplished through the RFP process on
an “as needed basis”.
• These RFPs tend to be high dollar, multi year
agreements (i.e. office supply’s, copiers, furniture, AV
equipment etc. )
• Bidding by the department can be waived if the
item / service being obtained is from a preferred
vendor or a sole source vendor.
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Purchase Order Process
• The originating department will initiate a
Purchase Requisition and attach the vendor
quotes to the document.
• Procurement will verify the approval
signatures and budget balance.
• If the purchase requisition is accepted? The
Procurement Department will place the order
with the vendor by either faxing or “e” mailing
a copy of the purchase order.
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Additional Information on Seton
Hall University
• Can be located at www.shu.edu
• Click on “Offices and Services” at the top of
the page.
• Scroll down to Procurement and click on this
to see our policies and procedures.
THANK YOU FOR
ATTENDING TODAYS FAIR!
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