Procurement Resources

Faculty & Staff Procurement Resources

Procurement Resources serves as the central hub for faculty and staff procurement information. Use the Procurement Resources Directory below to identify the procurement topic most relevant to your needs. Additional resources, including training materials, purchasing thresholds, supplier compliance requirements, operational documents, and department updates, are also available on this page.

For a high-level overview of procurement processes, refer to the below: 

Procurement Resources Directory

Use the directory below to identify the Procurement Services resource that best matches your needs. Each page provides information, guidance, forms, training materials, and resources related to a specific procurement function:

Website Tab
Page Overview
Active Supplier ContractsBrowse the University's Active Supplier Contracts to identify approved suppliers and available contract options. This page provides contract details, supplier contact information, contract terms, and, where applicable, punch-out purchasing instructions.
Bidding & SourcingInformation on the University's competitive procurement process, including when bidding is required, how to initiate sourcing and bidding requests, and guidance for developing effective scopes of work. This page covers solicitation processes, evaluation considerations, and related resources.
ContractingInformation on the University's contracting process, including how to submit contracts and agreements for review, obtain required approvals, and ensure compliance with University requirements. This page covers contract procedures, execution requirements, supplier obligations, and related resources.
Cooperative ContractsInformation on the University's Cooperative Contract Program, including guidance on utilizing competitively awarded contracts established by governmental entities and purchasing cooperatives. This page covers cooperative purchasing requirements and the four cooperative contract options available to the University.
P-Card ProgramInformation on the University's Procurement Card (P-Card) Program, which provides an efficient alternative to the traditional requisition and purchase order process for eligible low-dollar purchases. This page covers eligibility requirements, training, spending limits, requesting a card, and cardholder responsibilities.
Purchasing MethodsA brief reference guide to the purchasing methods available at the University. Whether making a routine low-dollar purchase or initiating a complex sourcing event, this page helps end-users identify the most appropriate procurement option, including Requisitions, Workday Strategic Sourcing (WSS), P-Cards, Direct Pay, and Travel Cards / Expense Reports.
Requisitions & Purchase Orders
Information on the University’s standard process for purchasing most goods and services through Workday. This page covers when to use a requisition, how requisitions become Purchase Orders, supplier authorization, approvals, receiving, invoice matching, payment, changes, closures, and related guidance.
Supplier Onboarding & MaintenanceInformation on the University's supplier onboarding and maintenance processes, including how to add new suppliers, update existing supplier records, and satisfy supplier compliance requirements. This page covers processing times, required forms, and resources for conducting business with suppliers.
Waiver of AdvertisingInformation on the Waiver of Advertising procurement method, which allows the University, under limited circumstances, to procure goods and services above the applicable bid threshold without issuing a publicly advertised solicitation. This page covers statutory exemptions, waiver request procedures, approval requirements, and Board of Trustees approvals.
Procurement Staff InformationContact information, areas of responsibility, and department assignments for Procurement Services staff to help identify the appropriate point of contact.

Training & Support Resources

Procurement Services offers training on procurement processes, policies, systems, and programs, including Workday Basic Procurement, Workday Advanced Procurement, P-Card, Contracting, Waiver of Advertising, Supplier Create, and other procurement-related topics. A

Register for available training sessions:

Process-specific job aids and training materials are available on the applicable Procurement Resources pages. Purchasing Methods includes Workday requisition, procure-to-pay, and WSS resources, while additional materials are available on the Contracting, Bidding & Sourcing, P-Card Program, Supplier Onboarding & Maintenance, and Waiver of Advertising pages.

Procurement Threshold Requirements 

The thresholds below outline the procurement methods and supplier compliance requirements applicable to purchases of goods and services at the University. Two distinct Bid Thresholds apply:

  1. General Goods & Services - Purchases that are not subject to the New Jersey Prevailing Wage Act.
  2. Public Works Projects - Purchases that are subject to the New Jersey Prevailing Wage Act.
RequirementGeneral Goods & Services Contract ValuePublic Works Contract Value

One (1) written quote/proposal is required.

  • Competition is not required but is encouraged whenever practical.
$0 – $23,959$0 – $8,519

A minimum of three (3) written quotes/proposals is required. 

Competition is not required in limited circumstances when:

$23,960 – $119,799$8,520 – $42,599

Purchases exceeding the applicable Bid Threshold must be procured using one of the following methods:

  1. Publicly Advertised Bid issued by Procurement Services.
  2. Waiver of Advertising
  3. A Cooperative Contract is utilized in accordance with policy.
$119,800 and above$42,600 and above

Note: Before obtaining quotes or initiating a competitive procurement, departments should review the University's Active Supplier Contracts to determine whether an existing contract may satisfy the procurement need.

Supplier Compliance Requirements

The table below summarizes commonly required supplier compliance documentation and identifies the circumstances under which each requirement applies. 

Note: The supplier file can be accessed in Workday to determine if these forms are currently on file. Additional, more detailed information about these requirements for suppliers can be found on the Supplier Information page.

RequirementGeneral Goods & Services Contract ValuePublic Works Contract Value

Business Registration Certificate (BRC)

Pursuant to N.J.S.A. 52:32-44, a BRC is required when individual or cumulative purchases within a fiscal year exceed 15% of the bid threshold. This registration is issued by the Division of Revenue in the Department of the Treasury.

  • Non-profits and public entities are exempt
  • Registration status of a business can be verified at NJDOR BRC Service. Under the “Name Control” section, enter the first four characters of the Vendor’s name. Under the “Taxpayer ID” section, enter the Vendor’s tax identification (FEIN), followed by three zeros.
$17,970 and above$6,390 and above

Chapter 51/Executive Order 333 Vendor Certification & Disclosure of Political Contributions

Pursuant to N.J.S.A. 19:44A-20.13 et seq., Chapter 51 approval may be required for certain individual or cumulative purchases within a fiscal year of $17,500 or more. This certification is intended to ensure compliance with New Jersey political contribution disclosure requirements. When required, the completed form should be obtained from the supplier and submitted to Procurement Services for review and transmission to the State for approval. Approved certifications are generally valid for a two-year period.

$17,500 and above$17,500 and above

Equal Employee Opportunity & Affirmative Action (EEO/AA) Certification

Pursuant to N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27 et seq., suppliers are required to provide evidence of compliance with New Jersey Equal Employment Opportunity and Affirmative Action requirements. This requirement is typically satisfied through a Certificate of Employee Information Report when individual or cumulative purchases within a fiscal year reach or exceed the applicable bid threshold.

  • Certificate of Employee Information Report: Suppliers may register online by selecting the form titled: “AA-302 Online Submission/Payment of EEO/AA Employee Information Report.” International suppliers need to complete the physical AA-302 Form and mail it to the State as described within AA-302 Instructions. 
  • The University requests proof of submission and payment in the absence of the Certificate.
$119,800 and above$42,600 and above

Public Works Registration Certificate

Pursuant to N.J.S.A. 34:11-56.25 et seq., suppliers performing applicable public works projects must maintain an active Public Works Registration Certificate.

Not ApplicableTypically $2,000 and above

Operational Documentation

The Operational Documentation section contains key procurement policies, procedures, standard terms and conditions, and commonly referenced forms used throughout the procurement and contracting process. Additional forms and resources specific to individual procurement functions can be found within their respective Procurement Resources pages.

Choose an option below to view each document.

Montclair State University is required to comply with applicable State of New Jersey statutes, regulations, and University requirements when procuring goods and services. The University’s Procurement Policies and Procedures establish the general requirements, guidelines, and processes for acquiring goods and services in an efficient, cost-effective, timely, and compliant manner.

The University’s Standard Contract Terms & Conditions are pre-approved contractual provisions that establish the legal terms, rights, obligations, and responsibilities between suppliers and the University. These terms help promote consistency, manage risk, and support efficient contract review. 

The Standard Contract Terms & Conditions apply to University Purchase Orders when the Purchase Order serves as the contract between the University and the supplier.

The Competitive Quote Form is used to document competitive quotations when three quotes are required for purchases equal to or greater than $23,960 for general goods and services or $8,520 for public works projects.

To satisfy the three-quote requirement, departments must provide evidence of outreach to viable suppliers. If a supplier declines to quote or confirms that no offer will be submitted, that response may count toward the three-quote requirement.

The Sole Source Form is used when competition is not practicable because only one supplier can reasonably meet the University’s needs, when competition would otherwise be required. The form requires a detailed justification and must be approved by Procurement Services before the purchase is made.

Approval will not be considered unless the justification clearly demonstrates why no other supplier can reasonably provide the required goods or services. Longevity with a supplier, brand preference, or timing issues are not sufficient reasons to bypass competition.

The approved Sole Source Form must be attached to the requisition for review.

The Emergency Procurement Form is used to request approval for purchases that must be made immediately when an emergency affecting the health, safety, or welfare of occupants of University property requires the immediate delivery of materials, supplies and/or the performance of work.

Important Notice: The Emergency Procurement Form should only be submitted by Facilities. If any other division/department believes it is experiencing an emergency affecting the health, safety, or welfare of occupants of University property, please contact the campus police and alert Facilities and Procurement Services. 

The documents below support the University’s sales and use tax exemption status.

This rider applies to contracts funded in whole or in part by federal funds, as required by applicable federal procurement requirements.

Information Technology Review

Certain technology, software, cloud, or software-as-a-service (SaaS) purchases may require additional review by Information Technology before purchase, renewal, or contract execution. 

University Counsel Related Review

Certain services involving international data, privacy obligations, or other legal requirements may require additional contract documentation or review by University Counsel.

  • Data Protection Addendum – EU GDPR: May be required when services involve applicable personal data in the European Union.
  • Data Protection Addendum – China: May be required when services involve applicable personal data in the People’s Republic of China. When applicable, the University will provide the appropriate form in consultation with University Counsel, as requirements may depend on the context of the services.

Additional Review Requirements

Additional University review, documentation, or approvals may be required depending on the nature of the goods or services, the data involved, the technology used, contract terms, funding source, etc.

Department Updates

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