Frequently Asked Questions
Banner Purchasing FAQs
1. Q.Do you maintain a bid list
A. No, we do not maintain a bid list. UMDNJ is required
to advertise for bid all purchases which exceed the $28,000 threshold. State statutes specify that a formal advertised
Bid or Request for Proposal (RFP) must be completed
through the public bid process. The Bid/RFP provides all the
necessary instructions. A full description of the requirements
with specifications, contractual terms and conditions allow
vendors to prepare competitive bids. UMDNJ advertises Bids and
RFPs in local newspapers within the state of New Jersey. Documents
are then mailed to vendors who respond to the newspaper ads.
2. Q.How do I get Bid/RFP documents?
A. A. Public Advertising is required for all Bid/RFP
requests. The Advertisement is placed one (1) time, in a minimum
of two (2) newspapers that will give the best notice to potential
bidders. Most commonly these include, but are not limited to,
the Star Ledger and the Trenton Times. Advertisements
are placed a minimum of ten (10) working days prior to the BID/RPF
opening date in order to permit competitive bidding. If there
is an emergency need for the product/service, the Director of
Purchasing Services may override the minimum 10 day time-frame
required for advertising.Purchasing Services makes Bid/RFP specifications
available for pick up at the Liberty Plaza location, and will
mail them to vendors upon request. Purchasing Services will
attempt, whenever possible, to secure at least three (3) competitive
bids before making an award.
3. Q.Why does this order have to go out to bid?
A. Orders over the $28,000 threshold are subject to
the public bidding process described above.
4. Q.How will I know if I'm getting and award as the result
of my bid submission?
A. Selected vendors are notified in writing via an intent
to award letter usually within 120 days after the bid has
been publicly opened.
5. Q.What is a waiver?
A. Purchases made without competitive bidding must have
the written approval of Senior University officers. This approval
is known as a waiver because, under certain criteria,
the need for a competitive bid is set aside or waived.
6. Q.How do I qualify for the New Jersey Set-Aside Program?
A. You may qualify for the New Jersey Set-Aside Program
if you fit the criteria for a small business, a woman owned
business or a minority owned business defined as follows:
Small Business: A business comprised of 100 employees
or fewer, and whose principal place of business is located in
Women Owned Business: A sole Proprietorship,
Partnership or Corporation at least 51% of which is owned and
controlled by women, and whose principle place of business is
located in the state of New Jersey.
Minority Owned Business: A sole Proprietorship,
Partnership or Corporation at least 51% of which is owned and
controlled by persons who are African-American, Asian American
or Latino, defined as follows:
* Black American: A person having origins in any
of the black racial groups of Africa.
* Asian American: A person having origins in the
Far East, Southeast Asia, Indian Subcontinent, Hawaii or Pacific
* Latino: A person of Spanish culture or origins
in Mexico, Puerto Rico, Cuba, Central or South America or the
Carribean Islands, regardless of race.
7. Q.How do I apply for New Jersey Set-Aside certification
A. A packet containing information about the New Jersey
Set-Aside Program can be obtained by calling the New Jersey
Department of Commerce and Economic Development in Trenton
at (866) 534-7789
8. Q.Who are the buyers at UMDNJ that purchase my commodity?
A. A list of UMDNJ buyers, and the commodities which
they purchase, is available for your review on this web site.
Look for our Purchasing Directory of Services -including
e-mail links to Purchasing personnel.
9. Q.What is the status of my requisition?
A. To inquire about the status of your requisition,
please send e-mail to email@example.com.
Be sure to include your requisition number, the date
the requisition was forwarded to purchasing, and any other pertinent
information. Purchasing Services will respond to you within
10. Q.How long does it takes to complete a purchase order
after my requisition is sent to Purchasing?
A. It takes approximately 3 to 10 business days to process
a requisition that is under the current threshold of $28,000, depending on the dollar value of the requisition.
Purchasing Services uses one of the following methods of processing
a requisition, depending on the type of purchase and the estimated
0 - $2,500
Telephone quotes or direct purchase using Express Purchase Orders
1 - 2 Days following fiscal approval if using requisitions.
$2,500 - $9,999.99
3 telephone quotes
3 - 5 days following fiscal approval
$10,000 - $17,499.99
3 written quotes
5 - 7 days following fiscal approval
$17,500 - $28,000
3 written quotes, plus compliance forms which will be obtained by the Purchasing staff
7 - 10 days following fiscal approval
There are a number of factors which may cause a delay of requisition
processing. These delays could occur when:
* A purchase over the threshold of $28,000 must be competitively
bid or a waiver of the bidding process must be approved.
* There is a delay in the fiscal approval process.
* Specific documents must be obtained for contract approval;
* Additional information is necessary to continue the requisition
Consulting with the appropriate buyer before preparing
your requisition will help you plan your purchase, identify
the procedure required to process your requisition and avoid
11. Q.How long does it take before the vendor receives my
order after my requisition is sent to Purchasing?
A. Vendor copies of purchase orders are mailed the same
day the purchase order is dispersed. Depending upon the urgency
of your order, Purchasing Services may fax or
phone a confirmation to the vendor at your request. Orders under
$2,500 can be created using the Express PO process
12. Q.When can I use a request for Check instead of a PO?
A. You can use a Request for Check for the following:
1. Reimbursement to employees for business expenses
2. Dues and Membership fees
3. Subscription and books
4. Conference and/or seminar registration fees
5. Subject fees
6. Refunds (Patient, Student Application Fees, etc.)
7. Payroll withholding transactions
8. Lease payments - (Office space, building rentals)
9. Fellowships and Stipends