Starting a Business Relationship with
The Supplier Diversity Program performs a key role by providing supplier diversity outreach and educational programs. The program forms a connecting link between Rutgers-Newark, the small business, minority owned and women owned business community.
The following is provided to give basic information for starting a business relationship with the University and gaining access to purchasing contacts. The Purchasing Department’s Senior Buyers are assigned specific commodities and/or services. The office's working hours are 8:00 a.m. to 4:30 p.m. ET, Monday through Friday, excluding holidays. The Purchasing Department is located on the second floor of Blumenthal Hall, Room 204, 249 University Avenue, Newark, NJ 07102.
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How to Market your Products and Services
The Purchasing Department maintains active lists of vendors for the purpose of soliciting quotations, bids and proposals for various categories of commodities and services as the needs are identified. To be included on this list, please complete the Supplier Information Form http://purchasing.rutgers.edu/siform.doc. Completion and submission will put your information into our Supplier Diversity Business Directory. Please be as specific as you can about the commodities or services you provide. Include a copy of your M/WBE certification if available.
Contacting the Purchasing Department
Prospective suppliers are encouraged to complete the Supplier Information Form and to send a catalog, line card or other listing of products/services offered along with the form for our vendor file and bid lists. Once completed you may mail, fax, or e-mail it to the address below:
Rutgers The State University of New Jersey
Room 204, Blumenthal Hall
249 University Avenue
Newark, NJ 07102
Phone: (973) 353-5338
Please refer any questions you may have to the appropriate Purchasing Department Senior Buyer handling the commodities or services you sell. If a vendor wishes to make personal contact with the appropriate Senior Buyer, appointments are preferred. Sales contacts with the Purchasing Department are normally scheduled between the hours of 9:00 a.m. to 12:00 noon and 1:00 p.m. to 4:00 p.m. ET, Monday through Friday, excluding holidays.
Marketing to Campus Departments
The University's policy is that suppliers are not to market products directly to departmental personnel. Contact the appropriate Senior Buyer making an appointment to discuss the commodities or services that you sell. You are encouraged to provide several "packets" of information or informational brochures on the commodities or services that you provide. The Senior Buyer can then disseminate that information to user department personnel and schedule a further appointment for an introduction.
Parking on Campus
A parking permit is required for all vehicles on campus. Parking instructions and permits are issued by the Parking Services Department at http://nwkparking.rutgers.edu located in Blumenthal Hall. There are also several privately owned parking facilities surrounding the campus. If using on street meter parking, please be aware of the restrictions.
Purchasing Department Procedures
It is important to understand the policy and procedures of the Purchasing Department and University.
Order Procedure and Dollar Thresholds
Quotations are generally not required for orders up to $5,000. Orders may not be split to circumvent the quote or bid threshold.
- Purchases between $5,000.01 and $40,000 require evidence of 2-3 written or verbal quotes.
- Purchases in excess of $40,000 unless otherwise exempted, require competition through the sealed formal bid process.
Quotation: A request for quotation may be issued via mail, telephone, email or a faxed request. It is an informal request for prices on requests $5,000 to 40,000. If you have submitted your information by completing the Supplier Information Form then you would be contacted to submit a bid.
Invitation to Bid (ITB): The Invitation to Bid is generally used to purchase goods and/or services with defined specifications. Responses must be in writing and must be delivered by mail or in person sealed to the Purchasing Department no later than the date and time specified. Faxed responses from vendors are acceptable only if so stated.
Request for Proposal (RFP): A Request for Proposal may be used in establishing contracts, which seek creativity or different ways of accomplishing a task; usually the specifications cannot be easily defined. Frequently, the requester and the buyer will need to design an evaluation matrix that cites the key proposal attributes that will be used to make a supplier selection. Price is usually not the single determining factor in evaluating RFPs. Responses to RFPs must be in writing and delivered sealed to the Purchasing Department.
Responding to ITBs/RFPs
The ITB or RFP provides all the necessary instructions and a complete description of the requirement(s), with specifications, terms and conditions to enable the preparation of a bid.
Responsibility of Bidders: Prospective suppliers should be financially sound and able to perform fully, according to the specifications, delivery requirements, services and other stipulations in the ITB/RFP at the price(s) offered.
Bid Requirements: Each responding vendor is responsible for carefully reading the ITB/RFP and understanding its contents. Vendors who have previously submitted bids for the same commodity or service should not presume that the specifications, terms and conditions are necessarily the same. There may be differences that would only be realized after carefully reading the entire bid document. Any questions related to the bid should be directed to the specific Senior Buyer named in the solicitation document.
Bid Evaluation, Award, and Payment
All ITB/RFP openings are public. For ITBs only prices are recorded along with the names of bidders. All vendors who are MBEs/WBEs are requested to submit their certification with the ITB & RFPs.
RFPs involve evaluations so other than recording the names of vendors submitting proposals no other information is recorded.
Evaluation of Bids and Proposals
During the period of evaluation and prior to award, possession of bids and accompanying information is limited to the University personnel involved in the evaluation process. At the discretion of the appropriate Senior Buyer, vendors may be contacted where clarification of a proposal is necessary for proper evaluation; however, in doing so, no change is permitted in prices.
Being the "low bidder" on an ITB/RFP does not necessarily mean that an award will be made to that vendor. The purpose of the evaluation process is to determine the "best buy" for the University, taking into consideration selection criteria in the ITB/RFP.
Factors Determining Award
Some factors considered in addition to price may be quality, adherence to specifications, delivery, service, warranty, and other factors depending on the intended use of the commodity or service required. Note, ITBs can only be awarded based upon price, providing that quality, delivery, etc. are equal.
The University reserves the right to waive technicalities or minor discrepancies in any bid, if in its judgment and without any prejudice to any rights of other responsive bidders, the best interest of the University would be served.
Awards are made to the most responsible and responsive qualified bidder who meets all specifications, terms and conditions of the bid proposal.
The University reserves the right to make awards by item, groups of items or total bid, whichever it deems is in the best interest of the University. The University may also reject any bid, in whole or in part, or reject all bids if it determines that the lowest bid exceeds the funds available for purchase, or if the lowest bid is considered in excess of current reasonable market prices.
In the event that any bid that does not meet, or substantially alters the specifications, bid terms or conditions of a proposal may be rejected in whole or part. The University reserves the right to reject any or all bids if the best interests of the University will be served.
Receipt of a Purchase Order
Shipment of goods or fulfillment of services by the vendor should not be made until receipt of the official University purchase order has occurred. Should a vendor deliver goods and/or services without possessing a University purchase order you are advised that your payment may be in jeopardy. Only the University's Purchasing Department is authorized to issue purchase orders for goods and services on behalf of the University.
Unless otherwise stated in the bid documents, all deliveries must be F.O.B. Destination at the vendor's expense. This expense may be included as a part of the product cost or as a separate line item on the invoice.
Invoicing and Payment
Unless otherwise stipulated on the purchase order or contract, all invoices should be submitted directly to the University's Accounts Payable Department. Payment may be delayed if invoices or packages do not reference a University purchase order number.
Rutgers payment terms are net 30 days. If offering a prompt pay discount, e.g. 2% 10 days, every effort will be made to comply.
Tax Exempt Status
Rutgers is exempt from state sales taxes. The exemption number appears on the face of the purchase order.
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