Purchasing FAQs
1. Q.Do you maintain a bid list
A. No, we do not maintain a bid list. UH is required to advertise for bid all purchases which exceed the $40,000 threshold. State statutes specify that a formal advertised Bid or Request for Proposal (RFP) must be completed through the public bid process. The Bid/RFP provides all the necessary instructions. A full description of the requirements with specifications, contractual terms and conditions allow vendors to prepare competitive bids. UH advertises Bids and RFPs in local newspapers within the state of New Jersey. Documents are then mailed to vendors who respond to the newspaper ads.
2. Q.How do I get Bid/RFP documents?
A. A. Public Advertising is required for all Bid/RFP requests. The Advertisement is placed one (1) time, in a minimum of two (2) newspapers that will give the best notice to potential bidders. Most commonly these include, but are not limited to, the Star Ledger and the Trenton Times. Advertisements are placed a minimum of ten (10) working days prior to the BID/RPF opening date in order to permit competitive bidding. If there is an emergency need for the product/service, the Director of Supply Chain Management may override the minimum 10 day time-frame required for advertising.Supply Chain Management makes Bid/RFP specifications available for pick up at the Purchasing Depart office location, and will mail them to vendors upon request. Supply Chain Management will attempt, whenever possible, to secure at least three (3) competitive bids before making an award.
3. Q.Why does this order have to go out to bid?
A. Orders over the $40,000 threshold are subject to the public bidding process described above.
4. Q.How will I know if I’m getting and award as the result of my bid submission?
A. Selected vendors are notified in writing via an intent to award letter usually within 120 days after the bid has been publicly opened.
5. Q.What is a waiver?
A. Purchases made without competitive bidding must have the written approval of Senior Hospital officers. This approval is known as a waiver because, under certain criteria, the need for a competitive bid is set aside or waived.
6. Q.How do I qualify for the New Jersey Set-Aside Program?
A. You may qualify for the New Jersey Set-Aside Program if you fit the criteria for a small business, a woman owned business or a minority owned business defined as follows:
Small Business: A business comprised of 100 employees or fewer, and whose principal place of business is located in New Jersey.
Women Owned Business: A sole Proprietorship, Partnership or Corporation at least 51% of which is owned and controlled by women, and whose principle place of business is located in the state of New Jersey.
Minority Owned Business: A sole Proprietorship, Partnership or Corporation at least 51% of which is owned and controlled by persons who are African-American, Asian American or Latino, defined as follows:
* Black American: A person having origins in any of the black racial groups of Africa.
* Asian American: A person having origins in the Far East, Southeast Asia, Indian Subcontinent, Hawaii or Pacific Islands.
* Latino: A person of Spanish culture or origins in Mexico, Puerto Rico, Cuba, Central or South America or the Carribean Islands, regardless of race.
7. Q.How do I apply for New Jersey Set-Aside certification or registration?
A. A packet containing information about the New Jersey Set-Aside Program can be obtained by calling the New Jersey Department of Commerce and Economic Development in Trenton at (866) 534-7789
8. Q.Who are the buyers at UH that purchase my commodity?
A. A list of UH buyers, and the commodities which they purchase, is available for your review on this web site. Look for our Purchasing Directory of Services -including e-mail links to Purchasing personnel.
9. Q.What is the status of my requisition?
A. To check on the status of your requisition, go into MarketPlace locate and open the submitted requisition. Once the requisition is open the General section will show you at what step the order is pending or if it has been completed. You can also click on the PR Approvals tab to see at what step the order is pending and who are the pending approvers.
10. Q.How long does it takes to complete a purchase order after my requisition is sent to Purchasing?
A. It takes approximately 3 to 10 business days to process a requisition that is under the current threshold of $40,000, depending on the dollar value of the requisition. Supply Chain Management uses one of the following methods of processing a requisition, depending on the type of purchase and the estimated total cost:
0 – $2,500
Telephone quotes or direct purchase using Express Purchase Orders
1 – 2 Days following fiscal approval if using requisitions.
$2,500 – $9,999.99
3 telephone quotes
3 – 5 days following fiscal approval
$10,000 – $17,499.99
3 written quotes
5 – 7 days following fiscal approval
$17,500 – $40,000
3 written quotes, plus compliance forms which will be obtained by the Supply Chain Management Staff
7 – 10 days following fiscal approval
There are a number of factors which may cause a delay of requisition processing. These delays could occur when:
* A purchase over the threshold of $40,000 must be competitively bid or a waiver of the bidding process must be approved.
* There is a delay in the fiscal approval process.
* Specific documents must be obtained for contract approval; and/or,
* Additional information is necessary to continue the requisition process.
Consulting with the appropriate buyer before preparing your requisition will help you plan your purchase, identify the procedure required to process your requisition and avoid unnecessary delays.
11. Q. How long does it take before the vendor receives my order after my requisition has been approved by Purchasing?
A. Purchase orders are faxed, e-mailed or electronically sent to the supplier upon completion of all Purchasing approvals and the Purchase Order number has been generated. Orders under $2,500 can be created using the Non-Catalog Item form and are sent to the supplier upon Department approval.
12. Q.When can I use a request for Check instead of a PO?
A. You can use a Request for Check for the following:
1. Reimbursement to employees for business expenses
2. Dues and Membership fees
3. Subscription and books
4. Conference and/or seminar registration fees
5. Subject fees
6. Refunds (Patient, Student Application Fees, etc.)
7. Payroll withholding transactions
8. Lease payments – (Office space, building rentals)
9. Fellowships and Stipends
10. Postage
11. Utilities