| |
|
Purchasing
Guidelines and Procedures
Instructions:
This
page has two search mechanisms. Click below to search for
information alphabetically or use the drop down menu to search
by topic. Clicking on either the alphabetical or topic search
will automatically direct you to the chosen section of the
document.
Search
Alphabetically: A B C
D E F
G H I
J K L
M N O
P Q R
S T U
V W X
Y Z FORMS
A
Top of Page
ANIMAL PURCHASING
PROCEDURES ( LIVE VERTEBRATE)
Researchers purchasing live vertebrate
animals for research purposes must first obtain a “protocol
number” from the Office of Research and Sponsored Programs
(ORSP), Administrative Services Building III, Cook campus.
This Protocol Number must be “active” and have animals available
to be used against it (based upon animal census data) when
the animals are ordered. Laboratory animal orders will be
processed through the Internet Procurement system. The University
veterinarian from Laboratory Animal Services (LAS) must
be added as a reviewer before the authorized approver from
the departmental approval hierarchy. The animal order must also specify a delivery
address that is designated as a live vertebrate animal laboratory.
If the animal order bypasses the LAS Veterinarian, LAS reserves
the right to refuse delivery of the animal order.
Lab animal orders must be completed utilizing a Quick
Order, provided the order is less than $5,000.
The Preparer will receive the Quick Order by their
local email for distribution to the supplier. If the lab
animal order is in excess of $5,000, additional processing
time must be factored in, as the Purchase Order will be
generated by Purchasing, and not automatically by the Internet
Procurement system. Orders over $5,000 will be sent to the
supplier by Purchasing. All animal orders must also include
a completed “Animal Care Request” form (that directs LAS
as to the care the incoming animals are to receive upon
arrival), which can be downloaded from the web site.
The
web site for the Laboratory Animal Services department is:
http://las.rutgers.edu.
ANTI-KICKBACK
CLAUSE
Kickback used here means any money, fee, commission, credit, gift, gratuity,
thing of value, or compensation of any kind that is provided
directly or indirectly to a University employee by a supplier
improperly obtaining or rewarding favorable treatment in
connection with the award of a contract or purchase. The Anti-Kickback
Act of 1986 (4 U.S.C. 52-58) prohibits any person from:
- Providing or attempting to provide or offering to
provide any kickback
- Soliciting, accepting or attempting to accept any
kickback
- Including directly or indirectly the amount of any
kickback in the contract price
This clause is designed to work hand-in-hand with the Buyers Code of Ethics
to ensure that Rutgers University uses sound business practices that bring the best value to the University
in all purchases.
ALTERATIONS, REPAIRS AND MAINTENANCE TO
UNIVERSITY BUILDINGS AND GROUNDS
To ensure compliance with university policies and
procedures, regulatory and safety requirements, departments
are not permitted to hire outside construction/demolition
contractors or trades people to do any type of work
on university buildings or property. As defined in
university policy numbers 6.3.2,
Alterations & Construction
of Facilities and 6.3.3,
Repairs and Maintenance , this type of work requires the oversight and approval
of the Facilities Operations and Services Departments.
If there is a need to hire a contractor or trades
person, the department must forward the requisition
to the executive director of Facilities Operations & Services
for review and approval prior to it being sent to
Purchasing. The Facilities executive director and/or
their designee must note their approval in the “notes
to buyer” section of the requisition. Requisitions
received by Purchasing without Facilities approval
will be returned with the instruction to contact
Facilities.
For additional information or clarification, contact
the executive director of Facilities Operations & Services
or the Facilities homepage at http://www.fos.rutgers.edu.
See
Facilities Equipment Checklist for information related
to this topic
APPROVED/QUALIFIED SUPPLIER LIST
Purchasing does not maintain an “approved or qualified” bidders list for all commodities and services. The submission
of a supplier information sheet by a supplier does not mean
they are added to a list and will automatically receive
future bid opportunities. Suppliers who desire to do business
with the University should be directed to the appropriate
buyer within Purchasing. A list of buyer names and their
respective commodities are provided on the Purchasing web
site at http://purchasing.rutgers.edu.
B
Top of Page
BID
BOND
Good faith funds that are retained by the University to ensure
that if a supplier is selected to receive a contract, they
will perform.
BIDDING
PROCEDURES
Purchasing is responsible for selecting
qualified suppliers, but Requesters also may suggest suppliers.
Purchasing, however, has the final authority to designate
which suppliers will receive bids. A supplier qualification
evaluation, pre-bid conference, or mandatory site inspection
also may be conducted if it is determined that the complexity
or risks associated with the purchase warrant these extra
steps.
When a public bid opening is conducted by Purchasing, the
buying staff will make competing bid information available
to competitors upon request. The Requester and/or a departmental
representative also may attend a public bid opening, but
may not be active participants. Once opened, the buyer will
record the names of the suppliers that provided a bid, record
the price information, and review all other support documents
provided by the bidder. The bid opening is then closed.
The buyer then reviews the bids in detail. If the buyer
has formed a product/service review committee to provide
operational expertise in the supplier selection process,
the buyer will share all bids received with the team members,
coordinate the evaluation process, lead the team to a consensus
decision, and make the award to the supplier that has offered
the "lowest total evaluated cost."
If the director of Purchasing
concludes on the basis of all available evidence that a
particular bidder appears to be insufficiently responsible
to ensure adequate performance, the bid may be rejected,
even though it is the lowest bid submitted. The University
also retains the right to reject bids when costs are higher
than budgetary constraints, when bids do not meet specifications,
or when it is in the best interest of the University.
BID
PROTEST
A bid protest
is a potential bidder(s)’ remedy for correcting a “perceived” wrong in the procurement process used by the University. A vendor/supplier/bidder protest
should be communicated in writing to the appropriate buyer
for follow-up action. Individuals/departments are
strongly encouraged to work with Purchasing in minimizing
bid protests. Writing clear, concise product descriptions
and/or statement/scope of work is the best way to minimize
the possibility of a bid protest.
BIOLOGICAL
AGENTS
Due to their infectious or
highly toxic nature, the transfer of certain biological
agents (bacteria, viruses, rickettsiae, fungi, and toxins)
is regulated by the Centers for Disease Control under the
Select Agent Rule. In addition, it is very likely that future
legislation will require those in possession of these agents
to register with the CDC as well.
A current list of these select
agents may be obtained from REHS. Approval by REHS is required
prior to the attempted purchase, transfer, or receipt of
any highly toxic or infectious agent to ensure the proper
registration procedures are followed.
BLANKET
ORDER
A blanket order is a type of
purchase order that is used to make repeat purchases or
a single purchase that will cover a period time. Buyers
establish the pricing and commercial terms of the blanket
up front so that the lead-time it takes to receive goods
or services is reduced. Blanket orders can be line specific
or used for undefined purchases that will vary with each
purchase. The term “release” is sometimes used in conjunction
with a blanket order. A release is a unique purchase transaction
that is made and encumbered against an established blanket
order.
University-wide blanket orders
are referred to as “preferred suppliers.” These are blanket
orders that can be used by all departments. Multiple departments
can use these orders because the Requestor will enter their
specific account distribution and ship to location to the
release.
BUYERS
Individuals
with the Purchasing offices with the authority to issue
University purchase orders. Buyers are not permitted to
act on behalf of individuals or organizations for personal
use purchases.
C
Top of Page
CARPET
AND WINDOW TREATMENT
Departments are
prohibited from purchasing carpet or window treatments
with a Quick Orders or through the RU Exchange. To ensure
compliance with fire codes, design continuity, durability,
and low-maintenance reliability, all purchases must be
made by Purchasing or the Interior Design department.
Carpet, drapery, and window blind purchases associated
with large interior design or new building construction
projects will follow the established competitive bid process.
The Interior Design and Facilities Departments (and the
Camden or Newark purchasing offices for those campuses)
will work with the department/project committee to ensure
that University policies are followed and that compliance
with fire codes, design continuity, durability, and low-maintenance
reliability are achieved.
CELL
PHONES
Administrative units are responsible
for determining when the utilization of a cell phone is
appropriate and enhances or increases work performance/efficiency.
The individual requesting the cellular phone is responsible
for completing a Cellular
Phone Order Form. This information becomes the phone
specification and is used by the cellular phone buyer to
place the order upon approval. If needed, the Requester
may contact the appropriate sales representative for clarification
and/or assistance in determining which plan best meets his
or her needs. Questions pertaining to these procedures should
be directed to the cellular phone buyer. The Cellular Phone
Order Form (CPOF) is “not” processed with or attached to a requisition.
CHANGE
ORDER
A Change Order is a formal notification between a buyer
and the supplier that reflects changes to an existing Purchase
Order. Preparers must initiate a Change
Order Request Form indicating what is to be changed.
CHECK REQUEST
A check request may be used to purchase the following
items:
- Registration for conferences and seminars
- Subscriptions, magazines, etc.
- Group travel arrangements
- Hotel reservations
- University arts services (e.g., dance, concerts)
- Membership dues
- Tickets for events (e.g., athletics, concerts)
When the Accounts Payable department receives an
approved check request requisition, a check is issued and
distributed as directed. Contact the accounting department
for further information on items that may be processed with
a check request (e.g., petty cash, permits, tax, and benefit
payments).
CONFIRMING ORDER
A confirming order occurs when a supplier is given
authorization to proceed with an order prior to the issuance
of a purchase order. It should be used as an exception process
to expedite shipment or the start of work when time is of
the essence or in an emergency.
COMMUNICATION
WITH BIDDERS
Individuals/departments shall not directly communicate
with bidders when Purchasing has issued a request for proposal
or quote. A challenge (bid protest) to the integrity of
the University's bid process can occur when Requesters interact
with suppliers during the competitive bidding process. If
a communication to bidders is advisable or needed during
the bid process, Purchasing will send a written statement
to all bidders.
COMPETITIVE
BIDDING
The University is committed to the competitive bidding
($5,001 and higher) process whenever possible and practical.
Purchasing is responsible for
selecting qualified suppliers, but departments also may
suggest suppliers on orders over $5,000. Purchasing, however,
has the final authority to designate which suppliers will
receive bids. Individuals/departments
are prohibited from
communicating with bidders when Purchasing has issued a
request for proposal or quote.
The most frequently used types of competitive bidding used
at the University are formal and informal. Formal competitive
bidding means that a “sealed” bidding process will be used.
Informal means that phone, email or faxed quotes may be
obtained. The sealed bid process is the proven best method
to obtain the optimum price and/or service in the open marketplace.
Along with being a cost control tool, competitive bidding
facilitates the introduction of new suppliers, ideas, concepts,
and products to the University. Regardless of the type of
bidding used, the University reserves the right to award
or not award an order.
COMPUTER STORE
The Rutgers Computer Store
is part of Rutgers University's New Brunswick Computing
Services (NBCS) department, which is a division of the Office of Information Technology (OIT). As such, special academic
pricing discounts are available from selected suppliers.
Only faculty and staff currently employed and students registered
for 6 or more credits are permitted to purchase from the
Computer Store.
Located on the College Avenue campus in Records Hall Room
151, the store sells a wide variety of computer equipment,
peripherals, and accessories. Repair services are also available.
Visit their web site at http://www.computer-store.rutgers.edu for a complete listing of products and services. The store’s
phone number is 732/932-5800.
University departments can
make purchases through the Computer Store by utilizing a
RIAS generated “internal” requisition. Departments also
have the option of making their purchase through the Purchasing
department with a RIAS generated requisition. Price differences
can and frequently will exist depending on the purchase
method selected (Computer Store versus Purchasing). The
quantity, brand, configuration, and support services requested
are the common factors that cause price differences.
CONFIDENTIALITY
All employees of the University must be aware and sensitive to the need
for confidentiality pertaining to the disclosure of information
and data. University information and data should only be
shared on a “need-to-know” basis. Various legal considerations
and privacy issues must always be considered. This sensitivity
would also apply to sharing information obtained from internal
meetings and discussions. Employees should speak to their
supervisors whenever they are unsure about the appropriateness
of disclosing information both internally and externally.
Many
staff and faculty members handle a variety of proprietary
and private information concerning colleagues, students,
clients, alumni, donors, and others associated with the
University, as well as confidential information regarding
University business. This material includes personal data,
such as employee’s home addresses, Social Security numbers,
donor files, human subjects, contracts and agreements, performance
reviews, tenure packets and student records. It is the responsibility
of all University employees to respect the privacy of their
colleagues and other members of the University community.
During employment with the University, disclosure and discussion
of confidential information obtained from University, school,
or department records are allowed only when such disclosure
is a normal requirement of an employee’s position. After
employment with the University, such disclosure and discussion
of confidential information are not allowed.
CONFLICT
OF INTEREST
It is a prerequisite that
University employees involved in the purchase of goods or
services abstain from any transactions with suppliers that
may be considered a conflict of interest. This includes
using affiliation with the University as a means of promoting
a personal or financial interest. To purchase knowingly
from a supplier owned or partially owned by University personnel
or family of University personnel is in violation of University
procedures.
Many
University employees take part in professional, business,
and service activities outside their work at the University.
These activities include public service, participation in
professional organizations, consulting, and teaching. Such
participation is encouraged, as it often can benefit both
the employee and the University. However, it is important
for the University’s reputation, as well as for reasons
of sound business practice, that employees not make decisions
for the University if their personal economic interests
would be directly affected. A conflict of interest occurs
when an outside activity competes with or diminishes the
interest of the University or interferes with an employee’s
performance of University duties. Conflicts of interest
are defined and regulated not only by University regulations,
but also by sources outside the University, such as the
New Jersey Conflicts of Interest Law and federal regulations
addressing conflicts of interest in federal grants and contracts.
Employees
involved in the purchase of goods or services should abstain
from any transactions with suppliers that may be considered
a conflict of interest.
Faculty
and the University are increasingly encouraged to commercialize
discoveries and inventions. This usually is achieved through
licensing to an existing company. When this avenue is not
reasonably available, then consideration may be given to
the creation of start-up companies. Conflicts arise when
a faculty member holds equity in a start-up company and
that company wishes to contract with the University to license
an invention or to do further development or research on
the invention, usually involving the faculty member’s laboratory.
Such conflicts are allowable only when they are properly
disclosed and approved after a thorough conflict review.
For additional information, please see the Office of Corporate
Liaison and Technology Transfer (section 15.6).
If
you believe that a potential conflict of interest exists,
notify your department chairperson, unit head, or supervisor
as appropriate. When a first level supervisor is the initial
contact, he or she is responsible to inform the dean or
director. Although conflicts may occur, disclosure of them
increases the chances that they will be appropriately managed.
Disclosure is the critical first step in ensuring the resolution
of a potential conflict.
CONSULTANT PURCHASE ORDER
A
consultant order is a type of purchase order that includes a process to ensure
that the supplier in not an employee of the University.
It also contains additional contractual clauses that protect
the interest of the University. It is used to engage consultants
or other independent personal service providers (IPSP).
The distinction between an employee and an independent contractor
is important under state and federal tax laws because an
employer must withhold income and employment taxes from
an employee but not from an independent contractor. If an
individual is misclassified as an independent contractor,
the University may be liable for unpaid taxes, interest,
penalties, and unpaid benefits. Rutgers
defines a consultant or IPSP as an individual, a sole proprietorship,
a partnership, an association, or some other non-incorporated
entity engaged by the University to provide specialized
advice or service for a fee, but not as an employee. Corporations
engaged to provide professional or other services are not
subject to this process. See the University Regulations concerning Consulting Agreements .
D
Top of Page
DEPARTMENTAL
PURCHASING RESPONSIBILITY
Departments are responsible to:
- Ensure that purchases are reasonable, appropriate, and necessary in order
to achieve the expected goals or outcomes of the particular
University program, project, or task;
- Ensure that the account(s) charged have sufficient funds available to
cover the requisition during the budget period or project
period;
- Ensure that procedures have been followed when using the RIAS
system to ensure requisitions, check requests, quick
orders, and RU exchange orders have been entered properly.
- Support Purchasing in limiting, to the maximum extent possible, Sole and
Preferred supplier procurements;
- Team with and involve the buyer as early as possible in the developmental
stage of the more complex, or large dollar, procurement
of goods or services;
- Provide complete detailed descriptions/specifications that clearly establish
the technical requirements and/or expectations of the
purchase.
DELEGATED
PURCHASING AUTHORITY
The director of Purchasing
has delegated purchasing authority in varying degrees
to the following:
- Newark Purchasing
Office;
- Camden
Purchasing
Office;
- Interior Design Department for furniture purchases;
- Material Services Department for specialty and industrial gases;
- Dining Services Department for food;
- Housing Department for apartment rental;
- University Libraries for books;
- University Relations and Mail and Document Services for selected printed
matter;
- Division of Intercollegiate Athletics for hotel accommodations, meals,
and car and van rentals;
- New Brunswick Facilities Construction Management for capital projects;
- Newark Physical Plant with restrictions.
These units shall conduct purchasing activities, file maintenance,
and record retention in accordance with the Purchasing
Internal Operations Manual and other appropriate University
policies and procedures.
DESCRIPTION
AND/OR STATEMENT/SCOPE OF WORK (SOW)
The
item description/statement/scope of work is the part of
the requisition that describes the item or service to be
purchased. Great care should be taken to describe the item
or service in sufficient detail to ensure that what is desired
is in fact delivered. Be as specific as possible; cite the
specific performance, service, or deliverables that are
required. Choose words carefully so that the buyer in Purchasing
and/or the supplier that eventually receives the order fully
understands what is requested. Brand names may be used to
establish a baseline comparison, but the words “or equal” must be included whenever possible and appropriate. If alternates
are determined to be unacceptable, the Requester may be
required to provide written justification for each alternate
rejected.
DOCUMENTS - OPEN PUBLIC
RECORDS ACT
See
Open Public Records Act
DUTY-FREE
ENTRY OF SCIENTIFIC INSTRUMENTS AND APPARATUS
Federal
regulations (Public Law 89-651) provide that public agencies
or private nonprofit institutions may be able to import
some scientific instruments and apparatus without payment
of duty, providing that no domestically produced apparatus
of scientific equivalence is available.
Merchandise arriving in the United States by commercial
carrier must be entered by the purchaser or by the licensed
customs broker designated by the purchaser.
Presently, the customs broker for Rutgers, The State University
of New Jersey, is:
American Cargo Express
P.O. Box 483
Elizabeth, NJ 07207-0483
Phone: 908/351-3400
Fax: 908/351-5889 |
The customs broker will determine the amount of duty, the
carrier charges, and the broker’s fees for arranging customs
clearance, and then contact Purchasing to obtain purchase
order authorization to clear the shipment through customs
for the total amount required.
Purchasing will notify the department that a requisition
must be entered into the RIAS system so that a purchase
order may be issued to the broker. (Time is important since
customs officials will place any goods not cleared in 5
days in storage and the University will be responsible for
a minimum of one month’s storage cost.)
Purchasing sends a purchase order to cover import, U.S.
Customs entry fee, custom and bond service, delivery, and
collection charges to the customs broker.
In some cases, a power of attorney will need to be provided
by the University to export scientific equipment. This type
of request should be processed through Purchasing who will
have the document executed by an officer (treasurer, assistant
treasurer, secretary of the University).
For further assistance, contact the Purchasing office on
your campus.
E Top
of Page
EQUIPMENT
PURCHASES (MAJOR)
The campus Facilities Maintenance Services departments
(New Brunswick campuses) require the preparation
and submission of a Facilities
Equipment Checklist prior to the purchase of major equipment.
The form, completed by the department and submitted to Facilities,
defines the type of equipment
and utility connections, such as electricity, water, sewer,
or gas. Also considered in the definition is space requirements
and floor loading. Small electrical appliances, typewriters,
small copy machines, and other office equipment operating
from standard electrical duplex outlets are not considered
major equipment. The completed form must be signed by the
campus director of Facilities Maintenance Services or an
authorized representative and attached to the requisition
prior to forwarding to Purchasing.
Newark campus
users should contact the director of Physical Plant, and
Camden campus
users should contact the director of Maintenance Services
when considering purchase of large equipment. A project
manager will be assigned to the project and work with the
department to determine the specific needs of the equipment.
Additionally, the project manager will help coordinate all
new services for the department.
See
Facilities Equipment Checklist for information
related to this topic
See
Alteration, Repairs and Maintenance to University Buildings
and Grounds for information related to this topic
Departments are permitted to process and execute lease
agreements (excluding property leases) if the total of
all payments (cost plus interest) for the entire term
of the agreement is less than or equal to $5,000. It is
the department’s responsibility to review and negotiate with the supplier any lease clauses that depart from the University’s Standard Terms and Conditions. Note, many leases require the signature of a corporate officer. If any reference is made to a corporate officer on any of the lease documents, the entire lease agreement must be processed through Purchasing as a regular order.
Departments have the option and are encouraged to process lease agreements of any size through the Purchasing office when they are unsure as to the meaning of a clause(s) within the terms and conditions or financial information contained therein.
Departments are not permitted to execute lease agreements if the total of all payments for the entire term of the agreement is greater than $5,000. The lease must be processed as a regular (non-Quick) order within RIAS. The lease documents should be forwarded to Purchasing, referencing the requisition number that was assigned by RIAS. Upon receipt of the requisition and related lease documents, a buyer will contact the requesting department (if needed) and complete the process required to have the lease properly executed.
EMERGENCY ORDER
The University defines emergencies
as life safety hazards and/or the necessity of keeping
vital equipment operative and/or preventing the deterioration
of an experiment. The following procedures should be used
for all situations requiring direct placement of emergency
orders with a supplier:
- Quick orders
- Blanket orders
- Confirming orders
Individuals/departments may
also contact the director or the executive director of
Purchasing if needed to facilitate
an emergency purchase internally or with an external supplier.
If a situation such as a life
safety hazard, keeping vital equipment operative,
or preventing the deterioration of an experiment
occurs during nonworking hours, including weekends
and holidays, departments may immediately make the
necessary purchase(s) directly with the supplier
(by phone or by pickup at the store). A confirming
requisition must be processed the next business
day; the Purchasing department will forward to the supplier a confirming order.
In case of an emergency, always
contact directly the appropriate service department (facilities,
police, emergency services, housing, dining services,
REHS, or transportation) to expedite the timely resolution
of your problem.
EMPLOYEE-OWNED BUSINESSES
The University may not purchase goods
or services from companies owned by University employees.
New
Jersey law provides
that no “state entity,” including Rutgers,
may purchase goods or services from any corporation in
which any state employee holds more than 1 percent equity
in the company.
EXPENDITURE
AUTHORITY
Each account in the University’s financial
systems has been assigned a vice president or provost
who has expenditure authority for accounts under his or
her respective budget responsibilities. Expenditure authority
and budget responsibility may be delegated downward through
an organization to individual employees for particular
accounts. All University employees who administer financial
transactions should be familiar with the University’s
accounting structure and the policies that guide these
transactions. Supervisors are responsible for ensuring
that their staff members are familiar with these policies.
The use of University funds or assets, including grant
funds, for any unlawful or improper purpose is prohibited.
Employees who improperly or illegally use University funds
are subject to disciplinary action up to and including
discharge from University employment.
F
Top of Page
FACILITIES
EQUIPMENT CHECKLIST
Prior to the purchase of major equipment, the
Requester must complete and submit with the requisition
an Equipment & Grounds
Checklist Form . It defines the type of equipment and
utility connections, such as electricity, water, sewer,
or gas. Also considered in the definition is space requirements
and floor loading. Small electrical appliances, typewriters,
small copy machines, and other office equipment operating
from standard electrical duplex outlets are not considered
major equipment. The executive director of Facilities
Operations & Services or an authorized representative
must sign the completed form. The executed checklist
should be scanned and submitted as an attachment or forwarded
under separate cover to the buyer in Purchasing.
Newark campus users should contact the director of Physical
Plant, and Camden campus users should contact the director
of Maintenance Services when considering purchase of
large equipment.
A project manager will be assigned to the project and
work with the department to determine the specific needs
of the equipment. Additionally, the project manager will
help coordinate all new services for the department.
See
Alteration, Repairs and Maintenance to University
Buildings and Grounds for information related
to this topic
See
Equipment Purchases (Major)
FIDUCIARY RESPONSIBILITY
Sound business practice calls for each
Rutgers faculty and staff member to safeguard and preserve the
University’s assets and resources. As a public institution, Rutgers
meets its goals by using assets from several sources,
including tuition, fees, and endowment and investment
income, along with state, federal, and private sources.
The University has an obligation to ensure that these
resources are applied to the purposes for which they are
intended.
Departments are not permitted to execute lease agreements if the total of all payments for the entire term of the agreement is greater than $5,000. The lease must be processed as a regular (non-Quick) order within RIAS. The lease documents should be forwarded to Purchasing, referencing the requisition number that was assigned by RIAS. Upon receipt of the requisition and related lease documents, a buyer will contact the requesting department (if needed) and complete the process required to have the lease properly executed.
FILES - OPEN PUBLIC RECORDS
ACT
See
Open Public Records Act
FORMAL INVITATION TO BID
A
formal invitation to bid is a solicitation for sealed
bids with the title, date, and hour of a public bid opening
indicated in the request for proposal/quotation.
FUNDS
All
moneys received by the University constitute
University funds regardless of their source.
These funds must be expended in accordance with
the University’s financial
policies and procedures, as well as any further
restrictions placed upon them by external sources
(i.e., restricted funds). In the administration
of restricted funds, the University must honor
all legal limitations and restrictions imposed
by the grantor of those funds. Thus, if the funds
are provided for research for a specific department,
the University may not authorize their use for
other purposes.
FURNITURE
Preferred supplier discount agreements have been established
by Purchasing for the procurement of furniture at the
university. Departments are strongly encouraged to use
these suppliers to leverage the full buying power of
the university. Furniture purchases up to $40,000 can
be made from a preferred furniture supplier without competitive
bidding. For purchases between $40,001 and $100,000,
departments have the option of obtaining at least one
additional bid from another preferred furniture supplier,
or request that the Purchasing Department do a formal
competitive bid. Purchases greater than $100,000 require
a formal competitive bid be completed through the Purchasing
office servicing your campus.
Departments have the option of utilizing the Material
Services department for:
- Receiving and redelivery
of furniture
- Furniture installation
- Furniture project coordination
These services are also available from the preferred suppliers and a fee may be charged. Clarify with the supplier any fees that may be incurred before selecting a supplier or making a purchase.
Departments have the option of utilizing the design
services (no charge) provided by the Interior Design
department. This service is available from the preferred
suppliers but a design fee may be charged. Clarify with
the supplier any fees that may be incurred before making
a request for design services or a purchase.
Departments are prohibited from purchasing any office
furniture that does not meet California fire code 117.
Furniture purchases from a non-preferred supplier are
not permitted with a Quick order and must be processed
through Purchasing to ensure compliance with fire code.
These purchases are also subject to the regular bid thresholds.
G
Top of Page
GASOLINE
CREDIT CARDS
The Purchasing
office on each campus (Camden, Newark, New Brunswick)
is responsible for the administration of gasoline credit
cards. These procedures have been developed to manage
and coordinate gasoline credit cards in the most efficient
manner while maintaining prudent controls over the number
of cards issued.
Use of a University liability
gasoline credit card is restricted to the following departments:
dining services, facilities, housing, public safety, and
transportation. To obtain a gasoline credit card complete
this application.
GRAPHIC DESIGN SERVICES
All printing requests that require editorial work, project coordination,
extensive design assistance, and/or that involve questions
regarding the University's visual identity standards,
logos, and word marks should be processed through the
Department of University Relations. All materials going to significant external audiences that
have important public relations impact for the University
or any of its subdivisions are to be produced under the
guidance and supervision of the Department of University
Relations. This guidance normally calls for any or all
of the following, in addition to print purchasing and
supervision: concept development, writing, editing, proofreading,
graphic design, and photography. These materials typically
will be high-end, two- to six-color pieces. Examples
of such public relations materials would be most student
recruitment materials, fund-raising materials, and general
public relations publications, such as Rutgers Magazine,
Focus, and the President's Report.
For more information about printing and graphic design services
offered by the Department of University Relations, call
732/445-3710, or visit their web site at http://ur.rutgers.edu/publications.shtml.
For
more information about printing and graphic design services
offered by Mail and Document Services, call 732/445-2143,
or visit their web site at http://mds.rutgers.edu.
GRATUITIES
It shall be a breach of ethical
standards | | |
