Supplier Information

Overview

Building on a distinguished history dating back to 1908, Montclair State University (“Montclair”) is a leading institution of higher education in New Jersey. Designated a Research Doctoral University by the Carnegie Classification of Institutions of Higher Education, the University serves more than 21,000 undergraduate and graduate students on a beautiful 252-acre suburban campus just 12 miles from New York City.

The Montclair State University Terms and Conditions shall apply to all contracts or purchase agreements made with Montclair and shall prevail and take precedence over any conflicting terms and conditions contained in the supplier’s proposal or quote.

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.

Doing Business with Montclair State University

• Under the fold of Procurement Services, the Supplier Create Group provides timely customer-oriented services for the creation, maintenance, and verification of the University’s supplier database. This group provides guidance to campus and suppliers throughout the supplier entry process. The group ensures that supplier files are consistent in setup, accurate and compliant with the University’s Procurement Policies and Procedures and the State of New Jersey public purchasing requirements. More information on the Supplier Create Process can be found here. *Please note that Montclair will not register any suppliers prior to Montclair’s intent to utilize the supplier for a good or service.

Purchasing Process

• Outside of purchases made by means of a University Purchasing Card and a signed contract executed by an authorized signatory at the University, a Purchase Order by the University is what authorizes a Supplier to proceed with providing goods/services. Suppliers providing goods or services without a Purchase Order may not receive payment from Montclair State University.  Individual faculty and staff members are not authorized to procure any goods or services on behalf of the University.

Supplementary Supplier General Information

• Bidding Opportunities – To ensure you are aware of advertised bid opportunities, potential suppliers are encouraged to frequent the Bidding Opportunities page for upcoming bidding opportunities and to obtain/download specific Request for Proposals.
• Awarded Contracts – Contracts that have been awarded by Montclair State University are announced via the Procurement Services webpage under the Awarded Contracts link. On this page there is a list of all active contracts that the University has awarded.
• Suppliers are encouraged to enroll in NJSTART, the State of New Jersey’s eProcurement portal! This solution is designed to streamline the procurement process and make it more efficient for companies looking to do business with the State. This is especially helpful as it allows for Montclair State University to easily see what certifications your company may or may not have which in turn can greatly speed up the purchasing process. This will apply for any New Jersey State Agency so signing up with NJSTART is highly encouraged. If you haven’t registered yet, ENROLL NOW. Registration is easy and takes only a few minutes. If you have any questions, please visit the NJSTART Vendor Support Page, which contains Reference Guides, frequently asked questions, how-to videos, and help desk support contact information.
• Business Ethic Guide – Suppliers can find the Business Ethics Guide on the Department of Treasury website: https://www.nj.gov/treasury/purchase/pdf/BusinessEthicsGuide.pdf
• Prompt Payment Act – Montclair, as a State University, is required to comply with The New Jersey Prompt Payment Act N.J.S.A. 52: 32-32 et seq. The New Jersey Prompt Payment Act specifies interest must be paid to any business concern that does not receive payment within sixty (60) days from the date the State (1) received good and services or (2) received a properly executed invoice, whichever is later. Where a signed contract exists between the State and a supplier, payment must be made within sixty (60) days of the payment specified in the contract. It should be noted that, Montclair State University’s internal policy is that we pay all invoices received within thirty (30) days of receipt of the good/service or the invoice whenever possible.
• Supplier Diversity Program – Montclair State University recognizes the importance of supplier diversity in its procurement practices. The University has a diverse student, staff and faculty population. In conjunction with the University’s overall commitment to diversity and inclusion, the University is committed to contracting with qualified suppliers from all parts of the business community in procuring needed goods and services. By encouraging the participation of small and diversely-owned businesses in the procurement process, the University strengthens contracting opportunities for these entities, while at the same time providing a value-added strategy that increases competition to ensure that the University’s funds are maximized. The University recognizes small and small and diversely-owned businesses that are registered with the New Jersey Division of Revenue Business Certification Program, specifically Small Business Enterprises (SBE), Minority Business Enterprises (MBE), Women Business Enterprises (WBE), Minority Women Business Enterprises (MWBE), (VOB) Veteran Owned Businesses (VOB), Disabled Veteran Owned Businesses (DVOB), LGBTQ + Owned Business Enterprises (LBE), and Socially and Economically Disadvantaged Business Enterprises (SEDB). Detailed information about what classifies under each of these diversity classifications is outlined at https://www.nj.gov/treasury/revenue/business-cert-program.shtml. Note: Being registered with the New Jersey Division of Revenue Business Certification Program does not guarantee business with Montclair State University.

Supplementary Supplier Compliance Information

• New Jersey Business Registration Certificate
  • A bidder and its named subcontractors are required to be registered with the Division of Revenue with the Department of the Treasury within the State of New Jersey in accordance with New Jersey statute N.J.S.A. 52:32-44(b) prior to the award of a contract.
  • Additional information regarding the registration process and the Business Registration Certificate (BRC) can be found at the following website:
    https://www.state.nj.us/treasury/revenue/busregcert.shtml. The following information is all contained within the above website, which should be the first point of reference regarding a BRC. Additionally, the Division of Revenue can be contacted at 609-292- 9292 to assist with the registration process.Depending on the type of business you operate, you will need to take 1 or 2 steps for your business to be properly documented in New Jersey. Step 1 refers to business formation and applies to all New Jersey (domestic) and out-of-state (foreign) corporations, limited liability companies, limited partnerships, and limited liability partnerships. The website for business formation can be accessed here: https://www.nj.gov/treasury/revenue/gettingregistered.shtml/.Step 2 refers to business registration and applies to all businesses. The links above provide information regarding these steps, including both online filing processes and paper form, although Montclair State University recommends that your firm register through the online filing processes as the Division of Revenue is able to process quicker through that mechanism. Please note that regarding step 2 of the process, Individuals or Unincorporated Construction Contractors with no business tax or employer obligations may select the “Register as an Individual contracting with a NJ State or Local Government Agency” option when filing electronically or may use the Form Reg-A instead of Form NJ-REG in order to obtain the Business Registration Certificate. Individuals who have created and are operating as a business entity (e.g., LLC) may not use Form REG-A. Additionally, non-profit organizations may be required to register for tax purposes but are not subject to the proof of registration requirement when contracting with public agencies in this state. Businesses already registered in NJ can obtain a BRC verification online at: https://www1.state.nj.us/TYTR_BRC/jsp/BRCLoginJsp.jsp.
• Political Contributions Compliance – Public Law 2005, Chapter 51 & Executive Order 117 (2008)
  • To be eligible for an award, a vendor must comply with the requirements of Public Law 2005, Chapter 51 (N.J.S.A. 19:44A-20.13-20.25, superseding Executive Order 134 (2004) and comply with Executive Order 117(2008). This is required for individual or cumulative purchases within a fiscal year or the aggregate contract value totaling $17,500 or more. Please refer to the current Chapter 51 form.
  • All vendor C.51/EO117 certifications are approved for a two-year period effective the date of approval.  The vendor’s certification approval is valid statewide for any State Agency contract.  New documents are only required to be submitted if, during the two-year timeframe, the vendor makes reportable political contributions or has a change in their ownership structure.  Notification of compliance status is sent to the contracting State Agency.
  • A New Jersey Business Registration Certificate (BRC) (see above) is required for the processing of Chapter 51/Executive Order 117 Vendor Certification and Disclosure of Political Contributions forms.  Those business entities seeking political contribution compliance with the State of New Jersey must first obtain a BRC prior to submitting documents for approval.
• Equal Employment Opportunity / Affirmative Action Requirements
  • Suppliers must provide Vendors must provide evidence of EEO/AA requirements. Guidance on the EEO/AA requirements for the State of New Jersey can be found at https://www.nj.gov/treasury/contract_compliance/documents/pdf/guidelines/vc.pdf and the forms can be found directly at https://www.nj.gov/treasury/contract_compliance/. In summary, the following is typically required:
    • Goods, General Services and Professional Services Contracts
      • 1) Appropriate evidence that the contractor is operating under an existing federally approved or sanctioned Affirmative Action program; or
      • 2) A Certificate of Employee Information Report.
      • If the supplier is not in possession of either of the above, an Employee Information Report (Form AA302) with the $150.00 fee to the NJ Department of the Treasury must be submitted to obtain a New Jersey Certificate of Employee Information Report.
        • Highly recommended that this be submitted electronically through https://cform.mwg.nj.gov/. Please also see the submittal instructions and creating a login instructions.
        • Alternative option is that Form AA302 (instructions) and $150.00 fee to the NJ Department of the Treasury can be mailed in with a copy of both going to Montclair State University as well.
  • Construction Projects:
    • Initial Project Workforce Report Form AA-201 (and instructions)
    • Monthly Project Workforce Report Form AA-202 (and instructions)
• Certified Payroll & Public Works
  • The New Jersey Prevailing Wage Act (N.J.S.A. 34:11-56.25 et seq.) establishes a prevailing wage level for workers engaged in public works in order to safeguard the workers efficiency and general well-being, and to protect them as well as their employers from the effects of serious and unfair competition resulting from wage levels that are detrimental to the efficiency and well-being of all concerned. The Act requires the payment of minimum rates of pay to laborers, craftsmen and apprentices employed on public works projects. Covered workers must receive the appropriate craft prevailing wage rate as determined by the Commissioner of Labor and Workforce Development. Prevailing wage rates are wage rates based on the collective bargaining agreements established for a particular craft or trade in the locality in which the public work is performed.
  • Suppliers doing “public work” of $2,000 or more for the University are required to comply with the New Jersey Prevailing Wage Act or if applicable the New Jersey State Building Services Act. For information pertaining to the State of New Jersey Prevailing Wage Rate please use the link: https://www.nj.gov/labor/wageandhour/registration-permits/register/publicworksregistration.shtml.   To verify if a supplier is registered with the New Jersey Department of Labor, please use the following link: SEARCH.

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