Forms & Information
Commonly Used Procurement & Contracting Forms
The New Vendor Information form shall be submitted to Purchasing@stockton.edu when a new vendor needs to be added to the Banner finance system. This will aid the Office of Procurement & Contracting with creating and providing the vendor's Z-number for entering Requisitions.
Pursuant to N.J.S.A. 52:32-44, vendors providing goods or services in excess of $17,970 ($6,390 for public works) per project, or in the aggregate, to the University in any single fiscal year must be registered with the Department of Treasury. The University is prohibited from entering into a contract or making purchases order over the limit with an entity unless the vendor has provided a copy of its Business Registration Certificate (BRC).
Whenever a single purchase or contract value is 20% or more of the applicable public bidding threshold, a total of three (3) competitive quotes are required. However, if the end-user, as a subject matter expert, deems it is impractical to solicit competitive quotations, or having received quotations determines that the award should not be made on that basis, the end-user shall complete a statement of explanation, describing the rationale and reasons why competition is not feasible.
The end-user shall provide a description of the goods and/or services, along with a Statement of Explanation describing any reason(s) why competition is not feasible. This Statement of Explanation shall address specific criteria as established on the form.
Final approval shall be made by the Director of Procurement & Contracting, or designee. End-users shall not purchase goods or services prior to submitting the Statement of Explanation (generally as part of the Requisition), and receiving approval (generally in the form of a Purchase Order).
A Statement of Explanation will not be considered unless it is clearly demonstrated that no other vendor can reasonably meet the University鈥檚 needs. Longevity with a vendor, brand preference, or timing issues may not be used as satisfactory reasons to bypass the quote solicitation procedure. The Statement of Explanation must be fully executed, including signature, and attached as part of the Requisition for consideration.
Pursuant to N.J.S.A 18A:64-57 Emergency Procedures, any purchase, contract, or agreement may be made, negotiated, or awarded by the University without public advertising for bids and bidding therefor, notwithstanding that the cost or contract price will exceed the appropriate threshold amount, when an emergency affecting the health, safety, or welfare of occupants of University property requires the immediate delivery of the materials or supplies or the performance of the work, if the purchases, contracts, or agreements are made in the following manner:
- A written statement of explanation for the performance of the work or the furnishing of materials or supplies, certified by the University employee in charge of the building, facility, or equipment where the emergency occurred, is filed with the Office of Procurement & Contracting, describing the nature of the emergency, the time of its occurrence, and the need for invoking an Emergency Procedure.