Bid Waivers
BID WAIVERS
A Bid Waiver is a specific approval methodology utilized to purchase goods or services without public advertising. Bid Waivers must be approved by the University through resolution at a public meeting of the Board of Trustees if the subject matter consists of at least one of the established statutory exceptions (listed below). Bid Waiver requests may be submitted for approval if the cost for goods or services exceed the public bidding threshold, and in instances where public bidding would be deemed impractical.
Public bidding is the preferred method of procurement and strongly encouraged wherever possible. Bid Waivers are considered an exception to general procurement policy and procedures, and should only be utilized in specific cases where no alternative procurement methods are available (such as State contract or cooperative purchasing agreement). Requests are evaluated on a case-by-case basis, and the end-user must demonstrate a legitimate rationale to make a purchase without public advertising.
Bid Waiver requests must be submitted to BidWaiver@stockton.edu for review and approval, inclusive of all required information and signatures. The Office of Procurement & Contracting reserves the right to request additional information for assessment.
Bid Waiver Forms:
Important Upcoming Bid Waiver Dates
| Bid Waiver Package: Submission Due Date | Board of Trustee Meeting Dates |
|---|---|
| March 7, 2025 | May 7, 2025 |
| May 16, 2025 | July 16, 2025 |
| July 18, 2025 | September 10, 2025 |
| October 3, 2025 | December 3, 2025 |
Actions Performed Prior to Submitting Bid Waiver Request
- Search the to determine if the required goods or services are currently under a viable State contract.
- Verify with the vendor that the required goods or services are not available through a Cooperative purchasing agreement.
- The Office of Procurement & Contracting may require quotes from at least two (2) additional vendors for similar goods or services, in order to demonstrate due diligence and safeguarding the expenditure of public funds. However, in lieu of quotes, a Statement of Explanation (Sole Source) may be completed and approved when deemed impractical to solicit competitive quotations, or after having sought quotations, it is determined that the purchase should not be made on that basis.
Additional Items Required with During Bid Waiver Request
- Service Agreement for the goods or services (should be unsigned at time of request).
- Compliance forms from the selected vendor (as needed).