Supplier Information

Doing Business with the University

Montclair State University welcomes the opportunity to do business with suppliers that provide quality goods and services in support of the University’s mission. This page provides information and resources for suppliers interested in doing business with the University.

Suppliers are onboarded only when there is an identified University business need for goods or services. The requesting University department will initiate the supplier onboarding process and request any required forms or supporting documentation. Providing complete and accurate documentation helps support timely processing.

Purchasing Process

Outside of purchases made by University P-Card or through a signed contract executed by an authorized University signatory, a University Purchase Order authorizes a supplier to provide goods or services. 

Suppliers should not begin work, provide goods, or deliver services until a Purchase Order has been issued, a contract has been fully executed, or another approved procurement authorization has been provided by the University. Suppliers that proceed without proper authorization may experience payment delays or may not receive payment.

Individual faculty and staff are not authorized to independently procure goods or services or enter into contracts on behalf of the University. Procurement Services coordinates the applicable procurement and contract review process.

Supplier Resources

The information below provides supplier-facing resources, compliance guidance, and forms that may be required when doing business with the University.

General Supplier Information

This section provides general information for suppliers interested in doing business with Montclair State University, including University terms and conditions, tax-exempt documentation, bidding opportunities, NJSTART registration, supplier diversity, ethics guidance, and payment information.

The Montclair State University Terms and Conditions apply to all contracts, purchase agreements, and Purchase Orders issued by the University and shall prevail over any conflicting terms contained in a supplier’s proposal, quote, invoice, or other supplier document, unless otherwise stated in a fully executed contract.

The Montclair State University College Tax Exempt Letter from the New Jersey Division of Taxation advises of Montclair’s Tax-Exempt Status and must be accepted.

Potential suppliers are encouraged to visit the Bidding Opportunities page to view current advertised bid solicitations and opportunities to do business with the University.

Suppliers are encouraged to enroll in NJSTART, the State of New Jersey’s eProcurement portal. NJSTART allows suppliers to maintain their business profile, identify certifications, and access procurement opportunities with State agencies and participating public entities. Registration may also help Montclair State University verify supplier information and certifications more efficiently.
Suppliers may register through NJSTART and review additional assistance through the NJSTART Vendor Support Page. 

Suppliers conducting business with Montclair State University are expected to follow applicable ethical standards for public procurement. Suppliers are encouraged to review the State of New Jersey’s Business Ethics Guide for additional guidance. 

Montclair State University is required to comply with the New Jersey Prompt Payment Act, N.J.S.A. 52:32-32 et seq. For non-construction purchases, payment is generally required within sixty (60) days from the date the University receives the goods or services, or receives a properly executed invoice, whichever is later, unless otherwise specified by contract. Interest may apply to certain late payments as required by law. Construction-related contracts may be subject to different prompt payment requirements, including a thirty (30) day payment timeframe. Montclair State University makes every effort to process invoices within thirty (30) days of receipt of the goods/services or invoice, whenever possible.

Montclair State University values supplier diversity and encourages the participation of certified small and diverse-owned businesses in the procurement process. Expanding supplier participation helps strengthen competition, support contracting opportunities, and promote best value for the University. The University recognizes small and diverse-owned businesses certified through the New Jersey Division of Revenue Business Certification Program, including Small Business Enterprise (SBE), Minority Business Enterprise (MBE), Women Business Enterprise (WBE), Minority Women Business Enterprise (MWBE), Veteran Owned Business (VOB), Disabled Veteran Owned Business (DVOB), LGBTQ+ Owned Business Enterprise (LBE), and Socially and Economically Disadvantaged Business Enterprise (SEDB), or as otherwise recognized by the State of New Jersey.

Note: Certification through the New Jersey Division of Revenue Business Certification Program does not guarantee business with Montclair State University.

Supplier Compliance Requirements

Suppliers may be required to provide compliance documentation based on the purchase type, contract value, supplier type, funding source, or applicable New Jersey requirements. This section outlines common compliance requirements that may apply when doing business with the University.

Suppliers providing goods or services to the University may be required to provide a New Jersey Business Registration Certificate (BRC) in accordance with N.J.S.A. 52:32-44. This requirement generally applies when individual or cumulative purchases exceed 15% of the bid threshold. Suppliers should ensure their BRC reflects the correct legal business name and Tax Identification Number / FEIN, as mismatched documentation may delay processing. Questions regarding registration may be directed to the New Jersey Division of Revenue and Enterprise Services at 609-292-9292.

Exemption: Non-profit organizations and public entities are generally exempt from this requirement.

Resources:

Pursuant to N.J.S.A. 19:44A-20.13 et seq., Chapter 51 / EO333 certification or 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. Chapter 51 / EO333 documentation should correspond to the same legal business name and FEIN/Tax Identification Number listed on the supplier's New Jersey Business Registration Certificate (BRC) and supplier record. Discrepancies may delay processing. Chapter 51 / EO333 approvals are generally valid for a two-year period, unless there is a change in ownership structure or reportable political contributions that require updated documentation. 

Exemption: Non-profit organizations and public entities are generally exempt from this requirement.

Resources:

 

Suppliers may be required to provide evidence of Equal Employment Opportunity / Affirmative Action (EEO/AA) compliance pursuant to N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27 et seq. for applicable goods, general services, and professional services contracts. The State’s Contract Compliance program oversees EEO compliance for firms contracting with public agencies in New Jersey. For applicable goods, general services, and professional services contracts, suppliers may be required to provide one of the following: a current federally approved or sanctioned Affirmative Action Program, a Certificate of Employee Information Report, or a completed Employee Information Report Form AA-302.

Resources:

  • NJ Treasury Contract Compliance Website: State resource page for Equal Employment Opportunity / Affirmative Action compliance information.
  • Certificate of Employee Information Report / AA-302 Submission: Suppliers may submit the Employee Information Report online through the State’s Contract Compliance website by selecting “AA-302 Online Submission/Payment of EEO/AA Employee Information Report.”
  • Employee Information Report Form AA-302: Suppliers that are unable to complete the online submission, including international suppliers, may need to complete the physical AA-302 Form and submit it in accordance with the AA-302 Instructions. 

Suppliers performing applicable public works projects may be required to comply with the New Jersey Prevailing Wage Act, N.J.S.A. 34:11-56.25 et seq., certified payroll requirements, and Public Works Contractor Registration requirements. Public works requirements may apply to construction, renovation, repair, maintenance, and other related work performed on University property. Suppliers are responsible for ensuring they are properly registered, paying applicable prevailing wage rates, and submitting required certified payroll documentation when applicable. New Jersey requires contractors and subcontractors who bid on or perform construction-related public works projects to register with the New Jersey Department of Labor and Workforce Development.

Resources:

Additional Public Bidding and Compliance Forms

Certain public bidding, contract, or compliance processes may require additional forms depending on the nature of the procurement, bid solicitation requirements, contract type, funding source, or supplier. Suppliers should review the applicable bid solicitation or request from the University to determine which forms are required. 

Pursuant to N.J.S.A. 52:25-24.2, suppliers may be required to provide a statement of ownership. If the supplier is a corporation, limited liability company, or partnership, the supplier must disclose the names and addresses of all stockholders who own 10% or more of its stock of any class, all individual partners who own a 10% or greater interest, or all members of the limited liability company who own a 10% or greater interest.

Pursuant to N.J.S.A. 52:34-13.2, contracts primarily for the performance of services may require disclosure regarding where services will be performed. Services should be performed within the United States unless otherwise permitted. If a supplier will perform services outside of the United States, the reason the services cannot be performed within the United States must be provided on the Source Disclosure form.

Pursuant to N.J.S.A. 52:32-57 et seq., suppliers may be required to certify that neither the supplier, nor any parent, subsidiary, or affiliate, is identified on the New Jersey Department of the Treasury’s Chapter 25 List as a person or entity engaged in prohibited investment activities in Iran.

Pursuant to N.J.S.A. 52:32-60.1 et seq., suppliers seeking to enter into or renew a contract with the University for the provision of goods or services, or the purchase of bonds or other obligations, may be required to complete a certification regarding prohibited activities in Russia or Belarus, including whether the supplier is identified on the Office of Foreign Assets Control (OFAC) Specially Designated Nationals and Blocked Persons list for activity related to Russia or Belarus.

Suppliers performing applicable construction or public works projects may be required to comply with construction-related Equal Employment Opportunity / Affirmative Action (EEO/AA) requirements pursuant to N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27 et seq. The New Jersey Department of Labor & Workforce Development’s Construction EEO Compliance Monitoring Program oversees construction-related EEO/AA compliance.

For applicable construction projects, suppliers may be required to submit workforce reporting forms, including the Initial Project Workforce Report Form AA-201 and the Monthly Project Workforce Report Form AA-202, as required by the project or applicable State requirements.

Resources:

Technology, Security, and Data Protection Requirements

Certain technology, software, cloud, data-related, or international services may require additional review or documentation. Requirements vary based on the nature of the goods or services, the technology involved, and the type of data or access involved. Suppliers may be asked to provide documentation such as security review materials, data protection documents, or other information requested.

The Data Protection Addendum – EU GDPR is required if the supplier is providing services in the European Union. 

Required if the supplier is providing services in the People’s Republic of China. When applicable, the University will provide the appropriate form that must be completed in conjunction with University Counsel, as it depends on the context of the services.

Information Technology security review for cloud and software-as-a-service (SaaS) services. More information can be found on the Vendor Assessment (HECVAT) page.