Procurement Services strives to support the mission of Finance & Administration as well as the University by:
- Procuring goods and services in the most efficient and cost-effective manner, including strategically sourcing through all available means;
- Providing the highest quality of customer service to all the faculty and staff of the University;
- Ensuring that all purchases are in compliance with the University’s purchasing guidelines and the State of New Jersey’s laws and regulations; and
- Executing the bidding process in its entirety, including but not limited to creating purchase orders, processing change orders, and maintaining the supplier database.
Thresholds: The chart below outlines the current thresholds at the University:
| Requirement |
General Goods & Services Contract Value |
Public Works Contract Value |
| Bidding* | ||
| 1 Quote (Competition is not required, but is recommended) | $0 – $23,959 | $0 – $8,519 |
| 3 Quotes (except for limited sole source exceptions in which the Sole Source Form must be completed or use of a Cooperative Contract in accordance with the methodology listed on the website) | $23,960 – $119,799 | $8,520 – $42,599 |
| Bid Threshold – Three Potential Methodologies 1) Publicly Bid RFP; 2) Waiver of Advertising (if an exception exists); or 3) Use of a Cooperative Contract (in accordance with the methodology listed on the website) |
$119,800 and above | $42,600 and above |
| Compliance** | ||
| Business Registration Certificate (BRC) – for individual or cumulative purchases within a fiscal year or the aggregate contract value totaling 15% of the bid threshold or more (Non-profits and public entities are exempt) | $17,970 and above | $6,390 and above |
| Chapter 51 Approval (EEO333 Political Contributions) – for individual or cumulative purchases within a fiscal year or the aggregate contract value totaling $17,500 or more (Non-profits and public entities are exempt) | $17,500 and above | |
| Certificate of Employee Information Report (Affirmative Action) – for individual or cumulative purchases within a fiscal year or the aggregate contract value totaling the bid threshold or more | $119,800 and above | $42,600 and above |
| Public Works Registration Certificate – related to a public works project / prevailing wage | Not Applicable | Typically $2,000 and above |
*University Contracts (UNC’s) may be utilized for any threshold. University-wide UNCs are posted on the website
**The supplier file can be accessed in Workday to check if these requirements are on file. Additional information on these requirements can be found on the Supplier Information website page. For new suppliers, a W-9 for U.S. entities or a W-8 Form for Foreign Entities, as well as a Supplier Create Form is required. Additional information on this process can be found on the Supplier Create Group page.
Fraud Alert to Suppliers
All valid Montclair State University purchase orders will have a ship to the location of the University’s Montclair campus or its Bloomfield College campus. At times there have been individual(s) using the University’s name and credit references in an attempt to open accounts with vendors across the country. The credit reference letter is generally an altered version of the one previously used by the University. The ship-to addresses are to out-of-state locations having no relationship to the University. This is fraudulent and should be reported to Shawn Laidlaw, AVP of Procurement Services, at laidlaws@montclair.edu.
If you receive any suspicious communications indicating it is from Montclair State University and requesting that the merchandise be shipped out of state, please contact 973-655-4145 immediately.
Thank you for your cooperation.