Policies & Procedures

Administrative Procedure: 6005

BIDDING AND PROCUREMENT

The College is governed by County Contracts Law N.J.S.A. 18:64A-25. This law defines the process and procedure in which the College conducts its awarding of any purchase, contract, or agreement that will exceed a dollar amount threshold set by the Governor in consultation with the Department of Treasury.

Purchasing Thresholds

• All goods and services below $8,230 may be purchased without obtaining quotes.
• All goods and services between $8,230 and $41,600 must have two (2) written quotes. The department purchasing the good or service is responsible for forwarding the quotes, scope of work, or product information to the Purchasing Department. The Purchasing Department will ensure the selected quote follows all applicable state and local statutes.
• All quotes anticipated between $8,230 and $41,600 must be presented to the Executive Vice President and Chief Operating Officer/Chief Financial Officer for approval.
• All goods and services at or over $41,600 (unless exceptions to advertising as described in 18A:64-25.7) will require sealed bids and be publicly advertised.
• All good and services over the “pay to play” threshold of $17,500 require additional paperwork and Board of Trustee or Qualified Purchasing Agent approval. This threshold includes the aggregate amount spent per vendor in a fiscal year.
• For contracts involving consideration or an expenditure of more than $2,500,000, but less than $12,500,000, the Office of the State Comptroller shall be notified no later than 20 business days after the contract award.
• For contracts involving consideration or an expenditure of $12,500,000 or more, the Office of the State Comptroller shall be notified not less than 30 days prior to public advertisement or other public or private solicitation.
• For contracts issued pursuant to an emergency or public exigency involving consideration or an expenditure of more than $2,500,000, the Office of the State Comptroller shall be notified no later than 30 business days after the award of a contract.

Waiving of Public Bidding

• The procurement does not exceed the dollar threshold in statute or established by the state treasurer;
• The procurement is through a “state contract” issued through the New Jersey Division of Purchase and Property;
• The procurement is necessitated by an emergency situation;
• The Board of Trustees approves the purchase, contract, or agreement under conditions specified in the state statute; or
• The College enters into a joint purchasing agreement with other New Jersey colleges, its local county government municipalities within the county, regional, state, or national cooperatives.

The following procedures will be implemented in cases where the College determines that it is necessary or advantageous to award contracts or procurements outside of public advertising.

• College Approval Below the Bid Threshold

The President or designee may award contracts or issue purchase orders below the statutory threshold established by the state treasurer. The President will establish the necessary guidelines to approve procurements or contracts below the statutory threshold.

• College Approval Above the Statutory Threshold

The President or designee may award contracts or issue purchase orders in excess of the bid threshold established by the state. The President shall annually report to the Board all contracts, requisitions, or purchase orders awarded or approved under these conditions.

• Board Approval of Certain Contracts/Purchases

The President will submit to the Board of Trustees any procurements or contracts that are eligible for approval by the Board.

The request for a “bid waiver” will include the name of the vendor, the total contract or procurement amount, and the purpose of this expense, along with other explanatory information, as necessary.

• Timeline for Board Approval

Under normal circumstances, the President will submit a bid waiver request to the Board of Trustees prior to entering into a contract or issuing a purchase order.

In cases where the procurement or contract must be expedited to meet the operational or financial needs of the College, the President will seek the approval of the Board’s Finance Committee to expedite the transaction. In this case, the President will seek a “confirming bid waiver” for this activity from the Board of Trustees at its next scheduled public meeting.

References:

Rowan College of South Jersey Board of Trustees Policy Manual, 6005 Bidding and

Procurement