William Paterson University NJHEPA

1. William Paterson UniversityNJHEPA • 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

2. William Paterson UniversityNJHEPA • New Jersey Higher Education Purchasing Association • William Paterson University • Conducting Business At William Paterson University • August 17, 2005

3. William Paterson UniversityNJHEPA • 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.

4. William Paterson UniversityNJHEPA • 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.

5. William Paterson UniversityNJHEPA • 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.

6. William Paterson UniversityNJHEPA • 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

7. William Paterson UniversityNJHEPA • Current Threshold for Public Bid: • $20,800

8. William Paterson UniversityNJHEPA • Public Advertising • 2 Newspapers

9. William Paterson UniversityNJHEPA • Bid Response • 1. Bid documents identifies date opening. • 2. Last for day questions. • 3. Response date: Don’t be late.

10. William Paterson UniversityNJHEPA • Questions: • 1. All questions must be in writing and faxed to purchasing office. No phone calls.

11. William Paterson UniversityNJHEPA • Response Date and Time: • 1. Must be in purchasing office at the time indicated on bid.

12. William Paterson UniversityNJHEPA • Pricing • 1. Must be clear • 2. Alternates – must provide detailed specifications to be considered.

13. William Paterson UniversityNJHEPA • Reponding • 1. Complete all required forms • 2. Sign where indicated.

14. William Paterson UniversityNJHEPA • 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.

15. William Paterson UniversityNJHEPA • 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.

16. William Paterson UniversityNJHEPA • 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.

17. William Paterson UniversityNJHEPA • NJ Business Registration Certificate

18. William Paterson UniversityNJHEPA • 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.

19. William Paterson UniversityNJHEPA • 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

20. William Paterson UniversityNJHEPA • Construction Projects: • Construction projects are generally processed through the Office of Capital Planning Design and Construction

21. William Paterson UniversityNJHEPA • 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)

22. William Paterson UniversityNJHEPA • 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

23. William Paterson UniversityNJHEPA • 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: • NJDIVISION OF WAGE AND HOUR COMPLIANCE, CONTRACTOR REGISTRATION SECTION PHONE (609) 292-9464 FAX (609) 633-8591

24. William Paterson UniversityNJHEPA 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

25. William Paterson UniversityNJHEPA

26. William Paterson UniversityNJHEPA • Questions and Answers

27. William Paterson UniversityNJHEPA • Thank You