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Cooperative Purchasing
Frequently Asked Questions
HOW DO I KNOW FOR CERTAIN THAT A VENDOR HOLDS A STATE CONTRACT?

First, go to the Purchase and Property website address for contracts at www.state.nj.us/treasury/purchase/contracts.htm and click on the search option to look up a contract vendor by name. Enter the vendor name in the search box. If your search does not result in finding the vendor, try entering the vendor name in different ways, i.e.: WB Mason, W B Mason, Mason. If your search continues to come up empty, it is likely that the vendor does not hold a current contract with the State of New Jersey.

HOW DO I FIND OUT IF THE STATE HAS A CONTRACT FOR A SPECIFIC PRODUCT OR SERVICE?

You can perform a search for a product or service in the same way you would perform a vendor search. Instead of clicking on the option to search for a vendor by name, you would click on the option to search by contract title, contract T-number, or a key word that would identify a contract.

WHAT IS THE DIFFERENCE BETWEEN A “T” NUMBER AND A CONTRACT NUMBER?

A T-Number is a generic number given to a specific group of contracts to quickly identify the contracted products or services. The vendor contract number is the number assigned to a specific vendor once a contract has been awarded to them and is the number to be used for purchases.

The Division has established certain contracts with nationally-recognized multi-state cooperatives as well as contracts from General Services Administration (GSA) supply schedules and supply schedules from other federal procurement programs. Currently, the Division has a number of contracts in effect which are posted to our website.  From the list below, you will notice there are different prefixes; the “T” prefix for competitively bid State term contracts, the “M” prefix for multi-state term contracts, and the “G” prefix for GSA supply schedule contracts.

CAN PUBLIC PURCHASING ENTITIES USE GENERAL SERVICES ADMINISTRATION (GSA) CONTRACTS?

With respect to the use of federal GSA contracts and other federal supply schedules as a basis to provide goods and/or services, without competitive bidding, to State and local government in the State of New Jersey, please be advised that although statutes allow for the use of GSA pricing schedules in lieu of State contract pricing when it is in the State's best interest, the Division of Purchase and Property (DPP) must first take specific action to promulgate a specific State contract with the GSA pricing forming the basis for the pricing terms of the contract. 

However, agencies with federal homeland security funds may make purchases from the GSA federal supply schedules.  This purchasing authority is derived from N.J.S.A. 52:34-10.6.

IF THE VEHICLE CUT OFF DATE HAS PASSED, CAN I ORDER A VEHICLE IMMEDIATELY, AND IF NOT, HOW LONG DO I HAVE TO WAIT TO ORDER A VEHICLE?

All vehicles must be ordered prior to the vehicle cut-off dates in order to hold the vendor accountable for providing the vehicle. After the cut-off dates have passed, your options are to check with the vendor to see if there are any left over vehicles manufactured for State contract use. If not, the alternative is to wait until the next model year is available (mid November), or purchase a vehicle independently of the State contract, and in compliance with local procurement laws and regulations.

Customer agencies should frequently visit the vehicle web site for all updates:
http://www.state.nj.us/treasury/purchase/contract_types.shtml#15

CAN LOCAL GOVERNMENT ENTITIES PURCHASE A PRODUCT IF OFFERED A DISCOUNT BELOW THE CONTRACT AMOUNT?

Yes. Local government entities can purchase at discounts. However, the purchase would not be off of State contract. Additionally, the agency must follow their individual local laws and regulations, such as the Local Public Contracts Law.

CAN A VENDOR SUBSTITUTE ONE PRODUCT FOR AN EXISTING PRODUCT?

Yes, but only if the substitution has been approved by the State. The vendor may not offer a product based on the assumption that the State may approve the substitution of the product. The contractor must be able to show proof that the product substitution was approved by the State, such as a letter from the State, authorizing the substitution. An addendum should also be posted to the NOA, to make agencies aware of the change. In addition, you may contact the Procurement Bureau Procurement Specialist of record to verify approval of any substitutions. The product should be offered at the same price, terms and conditions as the original contract item, and must be equal to, or of greater value than product originally bid.

DO THE REQUIREMENTS OF THE NEW JERSEY PREVAILING WAGE ACT AND THE PUBLIC WORKS CONTRACTOR REGISTRATION ACT APPLY TO STATE CONTRACTS AWARDED BY THE DIVISION OF PURCHASE AND PROPERTY WHICH ARE EXTENDED FOR USE TO NON-STATE PUBLIC AGENCIES?

Yes, if the contract is for work that is subject to the Prevailing Wage Act, the vendor would be required to pay the applicable prevailing wage rates and would be required to have a valid Public Works Contractor Registration Certificate.

WHAT SHOULD I DO IF I HAVE QUESTIONS REGARDING A SPECIFIC STATE CONTRACT?

Further assistance or specific questions with regard to state contracts should be directed to the State Contract Manager or the buyer-of-record indicated on the first page of the document.


Last Updated: Wednesday, 04/04/12

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