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Purchasing at 10% Less Than
The State Cooperative Contract Price
Facts Purchasing Agents need to know about buying materials,
supplies or equipment for less than 10% of a State cooperative contract
price.
The procedure:
Is new to all local contracting units, except public school districts,
where the practice is slightly modified and formalized.
Is an exception from receipt
of bids, i.e., materials, supplies or equipment, over the bid
threshold.
Requires the Purchasing Agent
to solicit and receive at least three quotations with the lowest
responsible quotation at least 10% less than the State cooperative
contract price. The idea of "if practicable" does not
apply to the solicitation of the three quotations – three
must be obtained under all circumstances.
None of the three quotations
may be solicited from a vendor who is on a State cooperative purchasing
contract for the materials, supplies or equipment being quoted.
Requires receipt of quotations
for identical materials, supplies or equipment and in the same
quantities as under the State contract. Same quantities mean a
unit of measurement used by the State in award of contract.
Requires the adoption of a resolution
by the affirmative vote of 2/3rd of the full membership
of the governing body at a meeting to award a contract.
Requires filing the necessary
information listed below with the Division of Local Government
Services (DLGS) within five working days of the award.
Requires DLGS to acknowledge
receipt and make the material available to the State Treasurer.
The submitted documentation pursuant to N.J.S.A. 40A:11-5(4) or
N.J.S.A. 18A:18A-5e is as follows:
Copy of an adopted resolution
by two-thirds affirmative vote of the full membership of the governing
body/board of education at a meeting.
Copy of the purchase
order.
Copy of the requisition
for purchase order (if applicable).
Documentation identifying
the price of the materials, supplies or equipment under the State
contract.
Identification of the
State contract number.
Copies of requests for
quotations.
Copies of the three
(3) quotations solicited (must include vendor’s name, address,
items, and price quoted).
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