Cooperative Contracts

Using Approved Cooperative Contracts

A Cooperative Contract is a pre-bid, competitively awarded contract established by an approved public purchasing organization that Montclair State University is authorized to utilize. Cooperative contracts allow the University to purchase goods and services without conducting its own competitive solicitation, provided all University and State procurement requirements are satisfied.

Cooperative contracts can provide an efficient purchasing option when an existing competitively awarded contract meets the University’s needs. Before using a cooperative contract, departments should confirm that the contract is approved for University use, the goods or services fall within the contract scope, the supplier quote references the applicable cooperative contract, and any contract-specific ordering instructions or requirements are followed.

When Can Cooperative Contracts Be Used?

Purchase Value
General Requirements
$0 – $119,799Cooperative contracts may be used for purchases below the general goods and services bid threshold without obtaining additional competition, unless required by the applicable contract. Market research is encouraged to ensure best value.
$119,800 and aboveCooperative contracts may be used as an alternative to a public bid or Waiver of Advertising. A minimum of one additional proposal or quote from a different supplier is required to document that the purchase is most advantageous to the University, cost and other factors considered, unless an exception listed in the Additional Considerations section applies.
$850,000 and aboveBoard of Trustees approval is required. Refer to the Waiver of Advertising page for submission deadlines. 
  • Additional Considerations:
    • State of New Jersey Cooperative Contracts are generally exempt from the additional quotation requirement at or above the general goods and services bid threshold, unless otherwise required by the applicable contract.
    • When additional competition is required but cannot be obtained, a Sole Source Form is required.
    • Quotes and proposals must reference the applicable cooperative contract number.
    • Existing University contracts generally supersede cooperative contract terms when both options are available.
    • Procurement Services reserves the right to request additional competition, information, or a formal solicitation.

Approved Cooperative Contract Types

The four (4) different types of cooperative contracts that are approved for use, along with any specific instructions for each cooperative type:

State contracts awarded by the State of New Jersey and made available to Cooperative Purchasing Participants, which includes Montclair State University.

Important Considerations

  • State of New Jersey Cooperative Contracts generally eliminate the need to obtain supplier compliance documentation such as BRC, Chapter 51/EO333 approvals, and EEO/AA certifications, as these requirements are administered by the State.
  • Purchases must comply with the applicable contract's Method of Operation and any contract-specific requirements, including requirements related to quotations, authorized resellers, or ordering procedures.

Resources:

Federal GSA Schedule contracts may be utilized when cooperative purchasing is permitted and all applicable federal and University requirements are met.

Important Considerations

  • Not all GSA schedules permit cooperative purchasing. Contracts eligible for the GSA Cooperative Program are identified in GSA eLibrary by the "COOP PURCH" designation displayed next to the supplier's name.
  • Users should verify that cooperative purchasing authority exists before proceeding.

Resources

Contracts competitively awarded by approved New Jersey local government cooperative purchasing systems. These cooperatives are established pursuant to New Jersey law and may be utilized by participating public entities. 

Departments should verify that the applicable cooperative contract is open for use by Montclair State University and that the purchase falls within the contract scope, pricing, and ordering requirements.

Approved Local Cooperatives

Contracts established by nationally recognized cooperative purchasing organizations that permit participation by eligible public higher education institutions. 

Departments should verify that the applicable cooperative contract is open for use by Montclair State University and that the purchase falls within the contract scope, pricing, and ordering requirements.

Approved National Cooperatives

Supplier Compliance & Documentation

Except for State of New Jersey Cooperative Contracts, where supplier compliance requirements are generally administered by the State, supplier compliance documentation may still be required depending on the cooperative contract type, supplier type, procurement method, contract value, and documentation already on file.

Common requirements may include Business Registration Certificates (BRC), Chapter 51 / EO333 approvals, Equal Employment Opportunity / Affirmative Action (EEO/AA) compliance documentation, and University Terms & Conditions when applicable.

For additional information regarding supplier compliance requirements and applicable thresholds, refer to the Procurement Resources page.