Approved Cooperative Contracts (For Use by Montclair State University)
The following outlines the general guidelines for utilizing cooperative contracts at Montclair State University:
Purchases between $0 – $199,999: The University may rely on a cooperative contract to eliminate the need to obtain competition for purchases below $200,000 (unless required per the contract). It is still highly recommended that competition be obtained and market research be done to ensure the best product or service is procured.
Purchases at or over $200,000: The cooperative methods outlined below eliminate the need to issue public bids (RFPs) and/or RFP Waivers of Advertising over the bid threshold. Justification that the cooperative purchase is most advantageous to the University, cost, and other factors considered is still required for these purchases. This is typically achieved by doing market research and obtaining competition to ensure the best product or service is being procured. The only cooperative type that is an exception to the justification requirement is State of New Jersey Cooperative Contracts (unless required per the contract).
The Cooperative Contracts $200,000+ Justification form may be utilized as a resource to document the justification as to why a particular cooperative purchase is most advantageous to the University.
Purchases at or over $500,000: Any procurement at or over $500,000 must be submitted to the Board of Trustees for approval.
Other Requirements:
All cooperative purchases must be made in accordance with any Method of Operation/instructions for the applicable contract.
The quote obtained must reference the applicable cooperative contract.
Additional Information:
If the University already has the supplier under contract for the contemplated services, the University Contract supersedes the cooperative terms and conditions.
The supplier must be entered in Workday; please refer to the Supplier Create Group page for more information.
The below outlines the four (4) different types of cooperative contracts that are approved for use, along with any specific instructions for each cooperative type:
State of New Jersey Cooperative Contracts
The University may utilize State Contracts that are open to Cooperative Purchasing Participants.
The use of State Contracts eliminates the need to collect the procurement forms and certifications from the supplier.
Purchases must be made in accordance with any Method of Operation/instructions for the contract. Please note that these requirements may vary by contract and may include requirements such as the use of a certain supplier based on region or the need for obtaining three (3) quotes.
The Division of Purchase and Property (DPP) lists its State Contracts at NJSTART.
To utilize a GSA Schedule contract, the following requirements must be met:
The GSA Schedule must be open to Cooperative Purchases;
The price of the goods or services being procured is no greater than the price offered to federal agencies;
The University must receive the benefit of federally mandated price reductions during the term of the contract and is protected from price increases during that time; and
The price of the goods or services being procured is no greater than the price of the same or equivalent goods or services under any State contract, unless the University determines that because of factors other than price, selection of a supplier from the Federal Supply Schedules would be more advantageous to the University.
Procurement forms and certifications from the supplier will still need to be obtained/verified. Depending on the dollar value the following may be required:
Business Registration Certificate(BRC) issued by NJ Division of Revenue is required for all individual or cumulative purchases within a fiscal year or the aggregate contract value totaling $5,325 or more (15% of the bid threshold).
Chapter 51 Approval for individual or cumulative purchases within a fiscal year or the aggregate contract value totaling $17,500 or more.
All procurement forms and requirements remain; however, in many cases, they should already be on file with the NJ State entity (Chapter 51 approval is a common exception that may need to be obtained for individual or cumulative purchases within a fiscal year or the aggregate contract value totaling $17,500 or more). Additionally, Montclair State University’s Terms & Conditions must be signed by the supplier if a contract is required.
*Please refer to Procurement Service’s Form Page for these documents
Local Cooperative Contracts the University is approved to utilize are as follows:
The Educational Services Commission of New Jersey Cooperative System (ESCNJ) is an approved cooperative pricing system under ID # 65MCESCCPS that has been in existence since 1977.
The County of Bergen acts as the lead agency for approved cooperative pricing systems under #CK04 and #11BECCP. Many (but not all) of its contracts are open to cooperative partners.
The Morris County Cooperative Pricing Council (MCCPC) Commission is an approved cooperative pricing system under ID # 6MOCCP that was established in 1974.
Edge is an approved cooperative pricing system under ID# 269EMCPS as well as state authorized Education Services Corporation that holds Lead Agency status that can act as a contracting unit for the procurement of goods and services concerning educational technology systems and related services for the entities comprising the corporation, which includes MSU. Edge was established in 2001.
Nationally Recognized Cooperative Contracts
To utilize a nationally recognized cooperative contract, the following requirements must be met:
Nationally-recognized and accepted cooperative purchasing agreement;
Developed utilizing a competitive bidding process;
Developed/Lead by another contracting unit within the State of New Jersey or any other state; and
Determine that the use of results in cost savings after all factors, including charges, etc.
Procurement forms and certifications from the supplier will still need to be obtained/verified. Depending on the dollar value the following may be required:
Business Registration Certificate (BRC) issued by NJ Division of Revenue is required for all individual or cumulative purchases within a fiscal year or the aggregate contract value totaling $5,325 or more (15% of the bid threshold).
Chapter 51 Approval for individual or cumulative purchases within a fiscal year or the aggregate contract value totaling $17,500 or more.
This is a national cooperative resource that offers a wide range of cooperative contracts. Please note that the University needs to enter into a Participating Addendum with the particular supplier(s) to utilize unless the State of New Jersey has already done through the means of a NJ State Contract.
This is a national cooperative resource that offers a wide range of cooperative contracts. This includes both U.S. Communities and National IPA Contracts as the two cooperatives merged to form OMINA Partners, Public Sector.
This is a national cooperative resource that offers a wide range of cooperative contracts. The link above shows contracts by category but users can click on the Contracts banner on the top of the webpage and select “All Vendors” to search by supplier instead of by category. Please select the New Jersey and click “Get Vendors” before proceeding on the page to ensure that you are only viewing suppliers that can serve MSU. Please also refer to the TIPS PO processing procedure.
This is a national cooperative resource that offers a wide range of cooperative contracts focused on serving educational needs however not all contracts are led by another contracting unit within the State of New Jersey or any other state, one of the requirements to utilize nationally recognized cooperatives. As such, MSU can only utilize contracts awarded by a Lead Public Agency (LPA).
This is a national cooperative resource that offers a wide range of cooperative contracts. Please ensure the Location states “National or New Jersey” to ensure the supplier can provide services to MSU before proceeding.
This is a national cooperative resource that offers a wide range of cooperative contracts. Please ensure the list of vendors with “New Jersey” is selected to identify suppliers that can provide services to MSU before proceeding.
and additional information is also outlined at https://www.gsa.gov/buy-through-us/purchasing-programs/multiple-award-schedule/help-with-mas-buying/mas-help-for-state-local-and-tribal-governments and also at https://www.gsa.gov/buy-through-us/purchasing-programs/multiple-award-schedule/help-with-mas-buying/mas-help-for-state-local-and-tribal-governments/eligible-sins-for-cooperative-purchasing.