William Paterson University
NJHEPA
New Jersey Higher Education Purchasing Association
Members:
Kean University • Monmouth University • Montclair State University •
New Jersey City University•
New Jersey Institute of Technology • Princeton University • Ramapo
College of New Jersey
The Richard Stockton College of New Jersey • Rider University •
Rowan University
Rutgers, The State University of New Jersey • Seton Hall University
• The College of New Jersey
Thomas Edison State College • The William Paterson University of
New Jersey
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William Paterson University
NJHEPA
New Jersey Higher Education Purchasing
Association
William Paterson University
Conducting Business At William Paterson University
August 17, 2005
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William Paterson University
NJHEPA
Conducting Business at William Paterson University
William Paterson University is an agency of the State of
New Jersey. Autonomous in many respects, the
University must comply with statutes and regulations of
the State in its purchasing functions. The Purchasing
Office has been authorized to conduct and conclude
negotiations concerning prices and conditions of
purchase.
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William Paterson University
NJHEPA
Eligibility to Conduct Business With William
Paterson University
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 University, all
companies are eligible to do business with William
Paterson University. 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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William Paterson University
NJHEPA
Methods of Purchasing:
The University generally uses four methods to procure goods and services:
Orders under $4,100 are generally not required to be bid, but can be issued
directly to vendors via a purchase order.
Orders $4,100 up to $7,500 require either verbal or written quotes. Written
quotes are required if the value is more than $7,500 but less than $20,800.
The issuance of a purchase order authorizes the award of the order.
Orders $20,800 and above are publicly advertised in the Bergen Record
and the Star Ledger.
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. By using state 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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William Paterson University
NJHEPA
– William Paterson University is:
– 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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William Paterson University
NJHEPA
Current Threshold for Public Bid:
$20,800
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William Paterson University
NJHEPA
Public Advertising
2 Newspapers
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William Paterson University
NJHEPA
Bid Response
1. Bid documents identifies date opening.
2. Last for day questions.
3. Response date: Don’t be late.
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William Paterson University
NJHEPA
Questions:
1. All questions must be in writing and
faxed to purchasing office. No phone
calls.
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William Paterson University
NJHEPA
Response Date and Time:
1. Must be in purchasing office at the time
indicated on bid.
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William Paterson University
NJHEPA
Pricing
1. Must be clear
2. Alternates – must provide detailed
specifications to be considered.
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William Paterson University
NJHEPA
Reponding
1. Complete all required forms
2. Sign where indicated.
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William Paterson University
NJHEPA
Bonding: May or may not be required.
1. Bid Bond Who can answer.
2. Performance Bond
3. Surety’s Consent - Certificate by
surety company stating it will provide
performance bond if bidder is awarded
contract.
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William Paterson University
NJHEPA
Companies doing business with the
University must comply with all state
regulations. Three recent regulations:
Business Registration Certification and
Executive Order 134 and Executive Order
129.
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William Paterson University
NJHEPA
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 $3,100 annually.
The states website to register for the certificate
is: http://www.state.nj.us/treasury/revenue/taxreg.htm.
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William Paterson University
NJHEPA
NJ Business Registration Certificate
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William Paterson University
NJHEPA
Executive Order 134:
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.
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William Paterson University
NJHEPA
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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William Paterson University
NJHEPA
Construction Projects:
Construction projects are generally
processed through the Office of Capital
Planning Design and Construction
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William Paterson University
NJHEPA
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 Executive Order No. 134
(regarding political contributions)
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William Paterson University
NJHEPA
Bid Requirements:
– 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
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William Paterson University
NJHEPA
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
NJHEPA
RFP / RFQ Bid Process
Specification Development
Project Assignment
Develop Procurement Strategy
Assemble Bid Document
Public Advertisement
Host Pre-bid Meeting
Answer and Manage Questions
Evaluate Bids
Recommend Award
Craft Contract
Support Project During Execution
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William Paterson University
NJHEPA
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William Paterson University
NJHEPA
Questions and Answers
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William Paterson University
NJHEPA
Thank You
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