Office of Contracting & Procurement

Office of Contracting & Procurement

 

Welcome to the Office of Contracting & Procurement (OC&P)

 
Bunce Hall Image
 

 Conditions of Purchase

Announcements

New Grant Uniform Guidance Policy and Processes

Uniform Guidance (UG), is the set of rules and regulations that governs the administration of federally funded projects during its lifespan. The bulk of Uniform Guidance came into effect on December 26, 2014, but much of the guidelines that impact University Procurement Services were delayed. As a result, Rowan became compliant with UG standards by July 1, 2018, a requirement in order to remain eligible to receive federal funds.

Policy
 
Check out the webpage for more information.
 

Safely Bringing Visitors, Vendors and Other Guests of the University Back to Campus

Like the rest of the campus community, visitors, vendors and guests will be required to submit a screening prior to entering buildings on campus. While that screening may look different for each campus, the purpose is the same –to ensure the well-being of our students, faculty and staff and for contact tracing capabilities.

Additionally, social distancing guidelines and masks will be required at all times.

The Office of Contracting and Procurement has notified campus-wide vendors regarding the new process, i.e., Pepsi, DS Waters, Docuvault, etc.; however, if you are soliciting a vendor or plan to bring visitors to the campus, it will be your responsibility to ensure the below procedures are followed.

Please continue to limit on site visitors to only those who are truly necessary in person while we remain in Stage 2 in the Governor’s Restart Plan. 

Main Campus Procedures
  • For individual visitors to colleges and divisions: if the visitor to your area is critical and the appointment must be conducted in person, you must ask the visitor to complete the Health Assessment Form. You can request they submit the assessment prior to arrival, but please ask that they show you the email confirmation they will receive from the system.
  • For Vendors (delivery persons, etc.) who are on campus to conduct business such as deliveries, drop offs, maintenance on copiers, etc., these individuals must report to the Welcome Gate at Lot H where they will be asked to complete a Health Assessment Form and upon successful completion will be presented with a visitor sticker allowing them to continue their business on campus.
  • If you see a vendor without a “Screened” Sticker in your building, please advise them to check in at the appropriate campus location.

RowanSOM Procedures 

  • For individual visitors to colleges and divisions: if the visitor to your area is critical and the appointment must be conducted in person, you must ask the visitor to complete the Health Assessment Form. You can request they submit the assessment prior to arrival, but please ask that they show you the email confirmation they will receive from the system.
  • For Vendors (delivery persons, etc.) who are on campus to conduct business such as deliveries, drop offs, maintenance on copiers, etc., these individuals must check in at the Rowan Medicine Building to receive a temperature screening and to complete the Health Assessment Form.
  • After a successful temperature scan they will receive a sticker and will be instructed to call the Facilities Help Desk at 856-566-6032 for building access.

 CMSRU

  • For individual visitors to colleges and divisions: if the visitor to your area is critical and the appointment must be conducted in person, you must first seek approval from CMSRU’s Chief of Security, Michael Funk and Nicholas Stamatiades, Principal Business Officer.
  • After approval is received, your visitor will check in at the Main Entrance to complete the Health Assessment Form
  • For Vendors (delivery persons, etc.) who are on campus to conduct business such as deliveries, drop offs, maintenance on copiers, etc., these individuals must schedule an appointment with their point of contact at the University. If they do not know who their point of contact is or if it varies, please have them call Reception at 856-361-2800.
  • After the appointment is scheduled, the vendor also reports to the Main Entrance where they will be asked to complete a Health Assessment Form and upon successful completion be permitted on campus.
  • Vendors/visitors without an appointment will likely be rejected upon arrival.

Camden Academic Building

  • For individual visitors to colleges and divisions: if the visitor to your area is critical and the appointment must be conducted in person, you must ask the visitor to complete the Health Assessment Form. You can request they submit the assessment prior to arrival, but please ask that they show you the email confirmation they will receive from the system.
  • For Vendors (delivery persons, etc.) who are on campus to conduct business such as deliveries, drop offs, maintenance, etc., they must schedule an appointment with their point of contact at the University. If they do not know who their point of contact is or if it varies, please have them call CAB Security at 856-361-2992.
  • You will also need to obtain the Health Assessment Form from your vendor, if they did not provide an email confirmation.
  • After they have a scheduled appointment and have obtained a Health Assessment Form, they will report to the main entrance on Cooper Street. 
  • If they do not have an appointment or have not completed a form, they will not be permitted to enter the Camden Academic Building. 

 COVID-19 & University Purchasing

Attention Rowan Personnel, in the upcoming weeks it is critical that only those supplies and services that are currently needed and essential are requested. The University, along with everyone globally, will begin to see certain supply chains lag or break altogether. It is important that we supply our most critical missions at Rowan University and preserve our resources where necessary.

Bid Site Visits & COVID-19

The University seeks to limit exposure/spread of the Coronavirus (COVID 19) by limiting external visitors to campus. Participants planning to attend the site visit for this bid should follow the following guidelines:
  • Employ appropriate health and safety protocols as recommended by the CDC
  • Where possible, send only one participant,.  Bidders will be limited to two participants. 
  • Do not send any participants who are not feeling well and/or are sick
  • Keep a distance from others about 6 feet) attending the site visit including any students, participants, staff, or others in the area.
  • Cover your mouth and nose with a tissue when you cough or sneeze or use the inside of your elbow.
  • Only enter locations as directed by the University Officials conducting the site visit
  • Wash and/or sanitize your hands before and after the site visit.

Warning: Confirming Orders

In order to safeguard public funds State Law requires, with few exceptions, that goods and services be received and inspected before payment is made.

Requisitions submitted to the OC&P after the order has been placed with the vendor or after the University has received the products or services are called Confirming Orders.

Confirming orders are not allowed.

There are several potential problems associated with confirming orders; such as:

  • Violations of legal requirements
  • Lost items
  • Missed discounts
  • Receipt of duplicate shipments
  • Redundant payments
  • Unidentified invoices

Any employee who buys products or services without going through the OC&P assumes the possibility of personal liability for payment and the suspension of requisitioning privileges.

If you submit a requisition with an invoice attached indicating the purchase has already been completed, please note that the OC&P may not process the requisition.

New Procurement Portals

Click here for the required Approval Form. 

Things to Keep in Mind

With the exception of take-out orders under $100, Gourmet Dining has exclusive catering rights on campus.
Any purchase that has an IT component is subject to IT approval, unless an exception applies. Examples of exceptions include, but are not limited to, monitors, keyboards, mice, hard drives, flash drives, cables, etc. Please click here for more information.