NEXT STEP!

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NEXT STEP!

• Now that you are registered or certified
• as a
• Small business, women- or minority-owned business
  enterprise,
• what is NEXT?
• Office of Business Services
• New Jersey Commerce, Economic Growth and Tourism
  Commission
• New Jersey Small Business Development Centers

2
AGENDA

• Introductions
• Purpose of Workshops
• Getting A Clear Perspective
• Mark Your Calendar
• Contacts Mailing Lists
• Types of Purchase Awards
• Bid Evaluations

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AGENDA, Cont.

• Continue Building Your Knowledge Base
• Plan Performance Review
• Wrap-up Questions

4
Purpose of Workshops

• Next Step I and Next Step II
• Set Reasonable Expectations
• Share Information Learning
• Get YOU Pointed In The Right Direction

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Getting A Clear Perspective

• Not every state agency is in a position to buy
  from outside vendors.
• Many contracts have already been awarded and may
  not be up for renewal for one year or more
• There are contracts out there that you wont want
  to participate in!
• Do business with the state just as you would with
  a private target account.

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First Things First - Mark Your Calendar

• Registration Renewal (SBE)
• Renew your registration every year before the
  deadline on your registration. It is your
  responsibility to ensure that your status is
  renewed annually according to the process that
  applies at the time.
• Certification Reapplication (MBE - WBE)
• Check the certificate for expiration date
  and mark your calendar to submit a new
  certification application to New Jersey Commerce.
  
• Certification Annual Verification (MBE - WBE)
  
• Notarize and submit an Annual Verification
  Form updating NJ Commerce of any or no changes in
  your companys status due on the anniversary of
  the issue date of a 5 year certificate . Mark
  your calendar to ensure you submit the form by
  your certification anniversary date but nor more
  than 45 days prior.

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Get Your Name on Public and Private Procurement
Lists

• Familiarize yourself with the requirements for
  doing business with the State.
• http//www.state.nj.us/treasury/purchase/busreg.h
  tm
• Secure application with NJ Department of Treasury
  for the Bidders List
• Treasurys Purchase Bureau buys for 17 state
  departments. There is no fee to get on the
  bidders list. Call 609-292-4700 or 609-292-7070,
  or click on
• http//www.state.nj.us/treasury/purchase/bidmaill
  ist.htm

8
Get Your Name on Public and Private Procurement
Lists

• Secure the NJ State Buyers List
• 40 colleges, commissions authorities, outside
  of State departments, have independent purchasing
  authority.
• Use the list to contact State Buyers directly.
  Call 609-292-2146 or e-mail your request to
  muriel.mitchell-lawrence_at_commerce.state.nj.us
• Register with Treasurys Division of Property
  Management Construction
• For construction contracts you must be
  pre-qualified through this office.
• Call 609-984-3401 or go to www.state.nj.us/treas
  ury/dpmc/
• Contact NJ Schools Construction Corporation
  http//www.njscc.com/Main/index.asp
• Network with private supplier programs
• http//www.nmsdc.org/national_membership/toolkit
  _memberlist.html

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Learn How to Do Business With State Government

• Secure How To Do Business with the State of New
  Jersey Guide
• To learn more about the different types of
  contracts, how a vendor gets paid, etc. ask for
  your free copy by calling 609-292-4700 or click
  on http//www.state.nj.us/treasury/purchase/howtod
  o.htm
• Contact your local Small Business Development
  Center (SBDC)
• Call the NJSBDC at 973-353-5950 to locate the
  SBDC nearest you. To obtain free counseling on
  how to do business with government and maximize
  your registration or certification status,
  contact Stephanie Burroughs, Director of
  Procurement, NJSBDC at sburroughs_at_njsbdc.com

10
NJ Purchasing Characteristics

• Highly decentralized purchasing
• 66 State Contracting Agencies
• 15 State Departments
• 12 Colleges Universities
• 16 Authorities
• 13 Commissions
• 10 Multi-state Agencies

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The Big Picture for Big Business in Small
Settings
State Contracts by Departments
Dept. of Treasury Purchase Bureau Contracts over
25,000
Yes
Contract over 25,000?
No
Existing Contract for commodity or service?
Departments Purchasing Agent Contracts up to
25,000
No
Contract Awarded to Successful Bidders!!
Yes
State Contracts by Agencies, Authorities and
Other State Entities Cities, Counties, Schools,
Colleges, Universities
?Up to 500 No competition ?500 - 12,500
Minimum 3 phone/fax quotes ?12,500 - 25,000
Min 3 sealed written quotes
Existing Contract for commodity or service?
Direct Purchase Order END
Yes
No
Purchasing Agent for the entity Each has own
procurement guidelines with dollar amount
limitations like ? above
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Typical Purchasing Rules

• Up to 500 No competition, telephone quote
• 501 to 12, 500 3 telephone quotes
• 12,501 - 25,000 3 sealed quotes
• Over 25,000 formal RFP process (advertised,
  RFP, Bidders Conference(s), etc.)

13
Additional Political Subdivisions

• 21 Counties
• 566 Municipalities
• All with their own purchasing rules and
  regulations
• Due to the broad scope of buyers, our focus will
  be on the Division of Purchase Property under
  the Department of Treasury
• Do business with the State of New Jersey just as
  you would with a large private sector target
  account (ex. JJ)

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Websites

• Bid Opportunities from Treasury
• http//www.state.nj.us/treasury/purchase/bid/summ
  ary/bid.shtml
• Commodity Code Search http//www.state.nj.us/tre
  asury/purchase/commcode.htm
• Recent Notices of Award Updates from Treasury
  http//www.state.nj.us/treasury/purchase/noa/contr
  acts/noastat.shtml
• Notices of Contracts Page
• http//www.state.nj.us/treasury/purchase/contract
  s.htm
• Notices of Award by Title http//www.state.nj.
  us/treasury/purchase/noa/contracts/noaalpha.shtml
  
• Notices of Award by Number http//www.state.nj.u
  s/treasury/purchase/noa/contracts/noa.shtml
• Largest public and private companies, etc
  http//www.njbrc.org/business.html
• Local municipal government contacts
  (county/township) http//www.state.nj.us/localgov
  .htm

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Websites (Contd)

• School districts
• http//www.state.nj.us/njded/directory/toc.h
  tm
• Colleges and universities http//www.state.nj.us
  /highereducation/schools.htm
• Business Research Information
• http//www.njbrc.com
• School Construction
• www.njscc.com
• New Jersey Economic Development Authority
  (NJEDA) 609-292-1721
• www.njedaschools.com
• South Jersey Light Rail Project [phone]
  
• Ccurtis_at_bechtel.com

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Types of State Purchase Awards

• Term Contacts
• Commodities or services needed on a consistent
  basis and are normally more than 1 year in
  duration.
• Specifications, terms, conditions and price for
  the specific commodity or service are fixed for
  the duration of the contract.
• Term contracts do not specify exact dollar
  amounts, but estimates are provided for purposes
  of the bids.
• County and municipal governments and school
  districts may place orders under such contracts.
  
• Purchase orders are issued against established
  contracts as needs dictate during the time the
  contracts are in effect.

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Types of State Purchase Awards (cont.)

• Line Item Contracts
• One-time contracts for specific, defined items
  with prescribed delivery/installation schedules.
• Apply to a stipulated commodity or service to be
  delivered/performed under specific conditions and
  requirements.
• Contractor must receive a signed purchase order.
• Multi-Source Contracts
• Awarded to more than the one vendor due to the
  variety/number of items required to fulfill the
  contract and/or the number of delivery/service
  locations. (automotive parts - multiple items
  needed by agencies throughout the State during
  the year.)
• Enables State agencies to use the contractor most
  conveniently located to the requesting office
• Not guaranteed all the contractors will receive
  purchase orders
• Additional marketing of the specified
  goods/services may subsequently be required by
  the contractors in order to obtain State orders.

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Types of State Purchase Awards (cont.)

• Direct-Purchase Authorities (DPAs)
• In cases where contracts are not in effect for
  the desired commodity or service and the
  commodity or service is not available through the
  Bureau of State Use Industries, is not sold by
  the State Distribution Center, and the amount
  does not exceed 25,000, the State using agency
  may make direct purchases as a result of informal
  competitive bidding.
• Receive a fully executed and signed purchase
  order prior to undertaking efforts to deliver any
  goods or services.
• Purchase Orders
• Purchase orders are issued for individual
  purchases for commodities or services purchased
  under a line-item contract or a DPA.
• The purchase order correctly identifies the
  current contract number and the awarded vendor.
• NOTE that all purchase orders reflect the price
  of the delivered or installed product no
  additional costs (such as shipping) will be
  subsequently accepted or paid.

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COOPERATIVE PURCHASING

• State contracts are automatically extended to
  County and State colleges, independent
  institutions of higher education, and independent
  commissions and authorities, school districts,
  and volunteer fire departments and volunteer
  first-aid/rescue squads.
• Not required to obtain additional bids and my
  contact the contract vendor directly.
• Vendors are reminded that they can only sell
  commodities or services that are specifically
  awarded in their contracts.

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Bid Evaluations

• Can take from a few days to several weeks
• Complex professional service contracts reviewed
  by committee
• Ties determined by past performance, delivery
  terms, convenience of facilities, etc.
• Reasons for Rejection
• Failure to sign in ink
• Failure to reply on time
• Failure to attend mandatory bid conference (if
  prime)
• Failure to initial price alterations for one or
  more items. Failure to provide necessary
  documentation(stockholder disclosure, etc)
• Telephone, fax or other forms of bids other than
  mailed or delivered, are not acceptable

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• Office of Business Services
• Small Business Registration (SBE)
• Certification of Minority Owned Businesses (MBE)
• Certification of Women Owned Businesses (WBE)
• john.cronin_at_commerce.state.nj.us
• One Stop Shop for Business Information
• http//www.state.nj.us/commerce/smallbiz.html
• Phone [phone]