Purchasing Department: Policies / Procedures
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| Notices |
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The Purchasing Department at Ramapo College provides internal customer support to faculty & staff making purchases for the College and monitors purchase activity to assure compliance with College and State of New Jersey procurement policy. In addition the Purchasing Department oversees the use of the Banner Finance purchasing module, identifies opportunities to aggregate purchase demand across campus and manages all formal public bidding opportunities.
- State College Contracts Law (Contracts and Bidding) Web site
- State College Contracts Law(PDF)
- Contract Authorization
- Approval Authority
- Bidding Requirements
- Bidding Exception Categories
- Credit Card
- Documentation Requirements
Contract Authorization
See Board of Trustees Policy Contract Authorization 404
Approval Authority
Related Document for Board of Trustees Policy #404 Contract Authorization
The Purchase Approval Authority identifies the approvals that are needed for purchases at different dollar values.
As of October 1, 2009 the following approval levels are in effect:
| Range | Acceptable Methods of purchase | SECY | DIRU | PURCH | CTRL | CPO | PRES |
|---|---|---|---|---|---|---|---|
Under $500 |
ALL |
YES |
NO |
NO |
NO |
NO |
NO |
$500 - $4,999.99 |
ALL |
YES |
YES |
NO |
NO |
NO |
NO |
$5,000 - $30,099.99 |
3 written quotes, unadvertised bid, sole source, state contract, college contract (bid related), authorized emergency |
YES |
YES |
YES |
NO |
NO |
NO |
$30,100 - $49,999.99 |
Advertised bid, waiver, state contract, college contract (bid related), federal GSA, authorized emergency |
YES |
YES |
YES |
YES |
NO |
NO |
$50,000 - $99,999.99 |
Advertised bid, waiver, state contract, college contract (bid related), federal GSA, authorized emergency |
YES |
YES |
YES |
YES |
YES |
NO |
Over $100,000 |
Advertised bid, waiver, state contract, college contract (bid related), federal GSA, authorized emergency |
YES |
YES |
YES |
YES |
YES |
YES |
| Over $500,000 Construction Only | Advertised Bid, Waiver | Board of Trustees | |||||
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Bidding Requirements
Bidding requirements are based on the New Jersey State College Contracts Law, N.J.S.A.18A:64. Bidding and bidding format is based on the dollar value of the purchase. Dividing a purchase to avoid the bidding process is prohibited.
As of July 1, 2009, the following bid levels are in effect:
Total Value of Purchase |
Bidding Action |
Bidding Exceptions |
|---|---|---|
| Under $5,000 | No bidding required. | Not Applicable |
| From $5,000 to under $30,100 | Three written quotes using the Competitive Bid/Quote form. | College Contract, NJ State Contract, GSA, Sole Source, Board Waiver Category, Health/Safety Emergency. |
| $30,100 and above | An Advertised Bid issued by Purchasing. | College Contract, NJ State Contract, GSA, Board of Trustees Approved Waiver, Health/Safety Emergency |
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Bidding Exception Categories
College Contract – This covers any agreement entered into by the College.
State of New Jersey Contract Suppliers – The Department of Treasury Division of Purchase and Property (DPP) in Trenton contracts with many suppliers for different types of goods and services. RCNJ can purchase under these contracts as long as the contract is not agency or location specific. You can search for contracts at the DPP website: http://www.state.nj.us/treasury/purchase/index.shtml
GSA – This is a Federal supply contract that is issued by the U.S. General Services Administration. Usually a vendor will tell you that they have a GSA contract.
Board of Trustees Bidding Waiver (Board Waiver) – The State College Contracts Law provides for the College's Board of Trustees to waive the advertised bidding process in certain exception categories. At the beginning of each fiscal year Purchasing prepares a vendor and expenditure specific report that is presented to the Board for approval.
Sole Source – A supplier is a sole source when they are the only company authorized to sell the product in this region of the country. Purchasing requires documentation (letter, e-mail or website printout) indicating the vendor's sole or single source status. A sole source purchase at or above the advertised bidding threshold requires a Board of Trustees bid waiver.
Health / Safety Emergency – In some situations an emergency arises that requires immediate action by the College. Time is of the essence and it is impractical to obtain competitive bids. These are situations that could involve health and safety issues or that seriously impact the ability of the College to operate.
Credit Card
Please see the attached policy and procedure for credit card usage.
Documentation Requirements
In addition to the documents associated with the bidding processes, most vendors will be required to provide the following:
- A vendor completed W-9 or a vendor completed RCNJ Substitute W-9 Supplier Information Form
- Business Registration Certificate issued by NJ Division of Revenue
- A completed PL2005 Chapter 51 (Political Contributions) Form for individual or cumulative purchases within a fiscal year totaling $17,500 or more
