Bid Waiver Process April 2018

Q: What is a bid waiver? A: A particular purchase, contract or agreement over the bid threshold and without advertising for a Bid, that meets the statutory exceptions, is approved by the Board of Trustees by a Resolution. State College Contracts Law Statute N.J.S.A. 18A:64-56(a)(b)(c)

Q: When do you need a bid waiver? A: Use when purchase exceeds $33,300 but meets statutory definitions listed on the bid waiver form.

Bid Waiver Exceptions: Professional Service Products/Services where written specification cannot be developed Material/Supplies available through only one bidder Work done through University employees Printing of legal notices/legal briefs/legal materials Textbooks, copyrighted materials, library materials, newspapers or other audio/visual materials Food supplies and services Services through public utilities Equipment repair services or parts ordered Specialized machinery or equipment Insurance Publishing of legal notices Acquisition of artifacts/articles of historic or artistic nature Student load collections Professional consulting services Entertainment, including theatrical presentations Contracts related to student activity fees or student funds not under direct control of the University Printing

Bid Waiver Exceptions continued Data processing software, systems, services and equipment Personnel recruitment and advertising Educational supplies, books etc. purchased by a University bookstore Purchase or rental of graduation gowns, certificates or plaques Items available at costs below State contract pricing for same product/service, which meets or exceeds the State contract terms or conditions Mgmt. contracts for bookstores, performing arts centers, resident halls, parking facilities, bldg. operations Consulting services involving information technology, curricular or programmatic review, fund raising, transportation, safety or security Const. Mgmt. Svcs. For construction, alteration or repair of any building or improvement Purchase or rental of equipment of a technical nature when the procurement thereof without advertising is necessary in order to assure standardization of equipment and interchangeability of parts in the public interest N.J.S.A. 18A:64-56b. Contracts with other governmental agencies N.J.S.A. 18A:64-56c. After receiving no bids or having rejected bids on two occasions

Step One: Do your research Identify product/service required Check State of NJ State Contract website If on State Contract – *Bid Waiver not required* Get Quote(s) & Prepare Requisition Prepare (RFQ) Request for Quote (should obtain at least 3) * Choose vendor * Prepare Bid Waiver Request Form Contact Procurement Dept. for other Co-operative purchasing options (GSA, MRESC/ESCNJ, etc.) Available Co-Ops on Purchasing website Sole Source Vendor Prepare: Sole Source Justification Form Bid Waiver Request Form If available on Co–Op -

Step Two: Prepare Bid Waiver Prepare Bid Waiver Request Form Required Signatures: *Requestor *VP of Division * Three Quotes * Service Provider Agreement (unsigned & without L#) * Vendor Proposal (include with SPA) Sole Source Justification, if applicable * Vendor Documents, if received Email signed B.W. packet to BidWaiver@Stockton.edu for review.

Bid Waiver Vendor Document Packet Consists of: Forms W-9 (New Vendor Information Form, if applicable) Business Registration Certificate (Spend over $4,995) C.51 Certification (Spend over $17,500) COI (on campus) Ownership Disclosure Form Iran Certification Public Works Registration (if applicable) Employee Information Certificate & Mandatory Equal Employment Opportunity Language in contract (Spend over $33,300) E.O. 129 Certification - Source Disclosure Form (service contracts only)

Step Three: Approval Granted Bid Waiver Granted Board of Trustee Approval Department will receive an email from Purchasing which includes: Bid Waiver Request Form signed by V.P. for Admin & Finance Contract approved by Legal with L# Instructions for: * Contract signatures * Requisition completion

Please Note: Creating requisitions associated with the bid waiver, please be sure to do the following:   Reference the bid waiver number & contract number in document text Add the bid waiver number in the activity field in the FOAPAL line Attach the fully executed contract Contract Procedures: Purchasing will obtain the L# for contracts. If the vendor makes any changes to the agreement, the revisions must be reviewed and approved by Legal Counsel prior to execution, please cc Jamie Morgan on the email. When the vendor signature has been obtained, the agreement should be emailed to StocktonContracts@stockton.edu for the University Contracting Officer’s signature. Once the fully executed  contract is received, please email a copy to Jamie Morgan.  

Quotation Form