William Paterson University NJHEPA

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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

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William Paterson UniversityNJHEPA

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

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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.

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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.

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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.

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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

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William Paterson UniversityNJHEPA

• Current Threshold for Public Bid
• 20,800

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William Paterson UniversityNJHEPA

• Public Advertising
• 2 Newspapers

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William Paterson UniversityNJHEPA

• Bid Response
• 1. Bid documents identifies date opening.
• 2. Last for day questions.
• 3. Response date Dont be late.

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William Paterson UniversityNJHEPA

• Questions
• 1. All questions must be in writing and faxed to
  purchasing office. No phone calls.

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William Paterson UniversityNJHEPA

• Response Date and Time
• 1. Must be in purchasing office at the time
  indicated on bid.

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William Paterson UniversityNJHEPA

• Pricing
• 1. Must be clear
• 2. Alternates must provide detailed
  specifications to be considered.

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William Paterson UniversityNJHEPA

• Reponding
• 1. Complete all required forms
• 2. Sign where indicated.

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William Paterson UniversityNJHEPA

• Bonding May or may not be required.
• 1. Bid Bond Who can answer.
• 2. Performance Bond
• 3. Suretys Consent - Certificate by surety
  company stating it will provide performance bond
  if bidder is awarded contract.

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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.

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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/re
  venue/taxreg.htm.

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William Paterson UniversityNJHEPA

• NJ Business Registration Certificate

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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 candidates
  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 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

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William Paterson UniversityNJHEPA

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

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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)

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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

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William Paterson UniversityNJHEPA

• How to become a Registered Public Works
  Contractor
• Complete the State Application (http//www.state.n
  j.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 [phone] FAX [phone]

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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

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William Paterson UniversityNJHEPA
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William Paterson UniversityNJHEPA

• Questions and Answers

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William Paterson UniversityNJHEPA

• Thank You