Non-Contracted Suppliers
If the supplier needed is not listed in Find Products and Services search, a University-wide contract may not be in place. Non-contracted supplier purchases require more time and documentation, and are not the preferred method at the University.
All purchases must be requested through a Goods or Service Request Form in RU Marketplace, or a Quick Order * if applicable. Prior to completing a requisition, the following forms and quotes are required as external attachments based on purchase price:
- Under $50,000* – No additional forms needed; at least one quote
- $50,000-$249,999 - Informal Bid Intake Form and two or more quotes
- $250,000 + - RFX Intake Form
- $50,000 + no competitive bid - Waiver of Bid Request form and one quote (must justify non- competitive quote)
*May purchase through a Quick Order. Restrictions may apply.
Special Considerations
Some commodities require special processes and additional documentation. You should also determine if a contract is needed for your purchase.
Advertising
All Rutgers advertising must comply with University Communications and Marketing ad review process and general guidelines. Ads will be reviewed and approved in advance of placement through this ad review process with the exception of:
- Job postings
- Legal notices
- Classified Advertisements in campus media
- Institutional Review Board-approved advertising
Google AdWords
Rutgers has established a direct bill relationship with Google AdWords to help units that use this advertising medium set up and pay for services. Pricing is based on the number of words.
- If you choose to use Google AdWords, you must comply with Rutgers advertising policy, which requires you to submit each advertisement for approval through the ad review process PRIOR to its placement on Google AdWords.
- You should also contact University Procurement Services Help Desk for guidance with the buying process.
Professional and Business Services
If you need to engage the services of a professional service provider or business service provider, you should refer to the Professional/Business Services Matrix to ensure the correct method of order placement. Most service orders must be placed via purchase order.
Professional Services include:
- Consulting
- Photographer
- Market Researcher
Business Services include:
- Advertising
- Travel
- Hotel and Conference Services
You may be required to complete one or more of these forms to engage a service provider:
You may be required to complete the following form if Protected Health Information (PHI) are shared:
You must download these documents, complete them electronically, upload them to RU Marketplace and attach them to the initial requisition order. Please be mindful that in order to ensure timely processing of purchase orders, and to ensure that supplier performance will begin when needed, all contracts must be submitted at least 60 days before the contract start date to allow sufficient time to review the order and negotiate, if necessary.
Facilities
If you wish to purchase facilities items, you should contact University Procurement Services Help Desk. You can alternatively contact University Facilities and Capital Planning for guidance with the buying process.
Facilities services include:
- Appraisal services
- Building materials
- Carpeting and flooring
- Cell phones
- Construction and renovations
- Construction trades (i.e. electricians, masons, and plumbers)
- Dining equipment, services and supplies
- Furniture, classroom, lab, office and residential
- Maintenance, repair and operation supplies (electrical, plumbing, HVAC, etc.)
- Vehicles, lease or purchase
- Window treatments
IT Goods or Services
If you wish to purchase non-contracted IT goods or services, you should contact University Procurement Services Help Desk for guidance with the buying process.
IT services and goods include:
- PC
- Telecom Fiber Optic
- Software Subscriptions
- Hardware
When purchasing IT goods and services, additional documents are required:
- Business Associate Agreement (BAA)
- Third Party Risk Assessment (TPRA)
- Voluntary Product Accessibility Template (VPAT)
When engaging with IT consultants, the following forms are required:
Research and Scientific Goods and Services
If you wish to purchase non-contracted research and scientific goods or services, you should contact University Procurement Services for guidance with the buying process.
Research and scientific goods and services include:
- Clinical laboratory testing services
- Lab equipment and supplies
- Laboratory services
- DNA/Oligo/Peptide synthesis and sequencing services
- Dry ice
- Histology services
When purchasing research and scientific goods and services with an IT component, additional documents are required:
- Business Associate Agreement (BAA)
- Third Party Risk Assessment (TPRA)
- Voluntary Product Accessibility Template (VPAT)
When engaging with research and scientific consultants, the following forms are required:
Vehicles, Leasing or Purchasing
To lease or purchase a vehicle, please contact the manager listed on the Key Contacts page.
U.S. Department of Energy's Alternative Fuel Transportation Program
The Energy Policy Act of 1992 (EPAct) requires that 75% of the University’s light duty vehicle acquisitions shall be alternative fuel vehicles (AFVs).
- A light duty vehicle is a vehicle under 8500 lbs gross vehicle weight rating (GVWR)
- An alternative fuel vehicle (AFV) is a vehicle that is capable of operating on a fuel other than gasoline or diesel, such as: 85% ethanol (E85), compressed natural gas (CNG), hydrogen, or electricity
- The regulation exempts law enforcement vehicles, emergency response vehicles, and experimental vehicles
In your search for vehicles, you may refer to the DOE’s database of hybrids and federally-recognized AFVs.
For questions regarding Rutgers' compliance with the Alternative Fuel Transportation Program, please contact Wes Coleman.