1 William Paterson University NJHEPA New Jersey Higher Education Purchasing Association Members:...

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William Paterson UniversityWilliam Paterson UniversityNJHEPANJHEPA

New Jersey Higher Education Purchasing AssociationNew Jersey Higher Education Purchasing AssociationMembers:Members:Kean University • Monmouth University • Montclair State University • Kean University • Monmouth University • Montclair State University • New Jersey City University•New Jersey City University• New Jersey Institute of Technology • Princeton University • New Jersey Institute of Technology • Princeton University • Ramapo College of New Jersey Ramapo College of New Jersey The Richard Stockton College of New Jersey • Rider University • The Richard Stockton College of New Jersey • Rider University • Rowan UniversityRowan University Rutgers, The State University of New Jersey • Seton Hall University Rutgers, The State University of New Jersey • Seton Hall University • The College of New Jersey • The College of New Jersey Thomas Edison State College • The William Paterson University of Thomas Edison State College • The William Paterson University of New JerseyNew Jersey

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New Jersey Higher Education Purchasing New Jersey Higher Education Purchasing AssociationAssociation

William Paterson UniversityWilliam Paterson University

Conducting Business At William Paterson UniversityConducting Business At William Paterson University

August 17, 2005August 17, 2005

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Conducting Business at William Paterson UniversityConducting Business at William Paterson University

William Paterson University is an agency of the State of William Paterson University is an agency of the State of New Jersey. Autonomous in many respects, the New Jersey. Autonomous in many respects, the University must comply with statutes and regulations of University must comply with statutes and regulations of the State in its purchasing functions. The Purchasing the State in its purchasing functions. The Purchasing Office has been authorized to conduct and conclude Office has been authorized to conduct and conclude negotiations concerning prices and conditions of negotiations concerning prices and conditions of purchase.purchase.

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Eligibility to Conduct Business With William Eligibility to Conduct Business With William Paterson UniversityPaterson University

With the exception of those companies that are banned, With the exception of those companies that are banned, barred or suspended from doing business in the state by barred or suspended from doing business in the state by the State of New Jersey or by the University, all the State of New Jersey or by the University, all companies are eligible to do business with William companies are eligible to do business with William Paterson University. Corporations incorporated out of Paterson University. Corporations incorporated out of the State of New Jersey must file a Certificate of the State of New Jersey must file a Certificate of Authority with the Secretary of State, Department of Authority with the Secretary of State, Department of State.State.

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Methods of Purchasing:Methods of Purchasing:The University generally uses four methods to procure goods and services: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 Orders under $4,100 are generally not required to be bid, but can be issued directly to vendors via a purchase order.directly to vendors via a purchase order.Orders $4,100 up to $7,500 require either verbal or written quotes. Written 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. 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.The issuance of a purchase order authorizes the award of the order.Orders $20,800 and above are publicly advertised in the Bergen Record Orders $20,800 and above are publicly advertised in the Bergen Record and the Star Ledger. and the Star Ledger. The issuance of a purchase order authorizes the award of the order.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 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 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 University is not required to bid for those items listed in the various contracts.contracts.Construction projects are generally processed through the Office of Capital Construction projects are generally processed through the Office of Capital Planning Design and Construction.Planning Design and Construction.

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– William Paterson University is:William Paterson University is:

– Exempt from NJ Sales Tax on products and Exempt from NJ Sales Tax on products and servicesservices

– Subject to the State College Contracts LawSubject to the State College Contracts LawPublicly Advertised BidsPublicly Advertised Bids

Public Works ContractorsPublic Works Contractors

Prevailing WagePrevailing Wage

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Current Threshold for Public Bid:Current Threshold for Public Bid:

$20,800$20,800

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Public Advertising Public Advertising

2 Newspapers2 Newspapers

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Bid ResponseBid Response

1. Bid documents identifies date opening.1. Bid documents identifies date opening.

2. Last for day questions.2. Last for day questions.

3.3. Response date: Don’t be late.Response date: Don’t be late.

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Questions:Questions:

1.1. All questions must be in writing and All questions must be in writing and faxed to purchasing office. No phone faxed to purchasing office. No phone calls.calls.

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Response Date and Time:Response Date and Time:

1.1. Must be in purchasing office at the Must be in purchasing office at the time indicated on bid.time indicated on bid.

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PricingPricing

1.1. Must be clearMust be clear

2.2. Alternates – must provide detailed Alternates – must provide detailed specifications to be considered.specifications to be considered.

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RepondingReponding

1. Complete all required forms1. Complete all required forms

2.2. Sign where indicated.Sign where indicated.

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Bonding: May or may not be required.Bonding: May or may not be required.

1.1. Bid Bond Who can answer.Bid Bond Who can answer.

2.2. Performance BondPerformance Bond

3.3. Surety’s Consent - Certificate by Surety’s Consent - Certificate by surety company stating it will provide surety company stating it will provide performance bond if bidder is awarded performance bond if bidder is awarded contract.contract.

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Companies doing business with the Companies doing business with the University must comply with all state University must comply with all state regulations. Three recent regulations: regulations. Three recent regulations:

Business Registration Certification and Business Registration Certification and Executive Order 134 and Executive Order Executive Order 134 and Executive Order 129.129.

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Business Registration CertificationBusiness Registration Certification: The : The University must have on file a copy of your University must have on file a copy of your certificate, where the value of any single order or certificate, where the value of any single order or cumulative orders exceeds $3,100 annually. cumulative orders exceeds $3,100 annually. The states website to register for the certificate The states website to register for the certificate is: is: http://http://www.state.nj.us/treasury/revenue/taxreg.htmwww.state.nj.us/treasury/revenue/taxreg.htm..

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NJ Business Registration Certificate

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Executive Order 134Executive Order 134: : Effective October 15, 2004 businesses or individuals Effective October 15, 2004 businesses or individuals cannot be issued contracts, purchase orders, or cannot be issued contracts, purchase orders, or payments where the value of any single order or payments where the value of any single order or cumulative orders exceeds $17,500 or more annually, if cumulative orders exceeds $17,500 or more annually, if that business entity or individual has made political that business entity or individual has made political contributions of $300 or more to a gubernatorial contributions of $300 or more to a gubernatorial candidate’s campaign. candidate’s campaign. Companies reaching this threshold are required to Companies reaching this threshold are required to complete certain documents that are returned to complete certain documents that are returned to purchasing and purchasing forwards to NJ Department purchasing and purchasing forwards to NJ Department of Treasury. of Treasury.

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Executive Order No. 129 (Out Sourcing)Executive Order No. 129 (Out Sourcing)– Disclose Country where services are Disclose Country where services are

performedperformed– No award with services outside the USNo award with services outside the US– Exclusions:Exclusions:

Unique serviceUnique service

Significant and Substantial economic cost factorSignificant and Substantial economic cost factor

NJ Treasurer determines in the best interest of the NJ Treasurer determines in the best interest of the PublicPublic

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Construction Projects:Construction Projects:

Construction projects are generally Construction projects are generally processed through the Office of Capital processed through the Office of Capital Planning Design and Construction Planning Design and Construction

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Contractor Requirements:Contractor Requirements:

– Must be a Registered Public Works Must be a Registered Public Works Contractor in NJ at the time of bidContractor in NJ at the time of bid

– Must be a NJ Registered Business at the time Must be a NJ Registered Business at the time of bidof bid

– Must comply with Executive Order No. 129 Must comply with Executive Order No. 129 (regarding foreign goods and services)(regarding foreign goods and services)

– Must comply with Executive Order No. 134 Must comply with Executive Order No. 134 (regarding political contributions)(regarding political contributions)

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Bid Requirements:Bid Requirements:

– Signed Proposal FormSigned Proposal Form– Bid Security (bond or check) 10% of bidBid Security (bond or check) 10% of bid– Agreement of Surety (performance & material Agreement of Surety (performance & material

bonds)bonds)– NJ State Business RegistrationNJ State Business Registration– Public Works Contractor RegistrationPublic Works Contractor Registration

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How to become a Registered Public How to become a Registered Public Works Contractor:Works Contractor:

– Complete the State Application Complete the State Application ((http://www.state.nj.us/labor/lsse/forms/lsse-2.pdfhttp://www.state.nj.us/labor/lsse/forms/lsse-2.pdf))

– Pay the appropriate feePay the appropriate fee– Submit the completed application to: Submit the completed application to: – NJNJ DIVISION OF WAGE AND HOUR COMPLIANCE,

CONTRACTOR REGISTRATION SECTIONPHONE (609) 292-9464 FAX (609) 633-8591

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RFP / RFQ Bid ProcessRFP / RFQ Bid ProcessSpecification DevelopmentSpecification DevelopmentProject AssignmentProject AssignmentDevelop Procurement StrategyDevelop Procurement StrategyAssemble Bid DocumentAssemble Bid DocumentPublic AdvertisementPublic AdvertisementHost Pre-bid MeetingHost Pre-bid MeetingAnswer and Manage QuestionsAnswer and Manage QuestionsEvaluate BidsEvaluate BidsRecommend AwardRecommend AwardCraft ContractCraft ContractSupport Project During ExecutionSupport Project During Execution

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Questions and AnswersQuestions and Answers

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Thank YouThank You

1 William Paterson University NJHEPA New Jersey Higher Education Purchasing Association Members:...

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