The following information has been prepared to inform suppliers of the proper procedures for furnishing goods and services to Kean University. Any questions not addressed should be referred to:
University Procurement and Business Services is the only University department authorized to conduct and conclude all negotiations for the purchase of goods and services for the entire University. Goods and services are purchased on a competitive, equitable basis in accordance with the University's procurement policies.
It is important that good business relations be maintained between the University and its suppliers. Direct contact between suppliers and departmental personnel is encouraged to discuss technical aspects of goods and services. However, University Procurement and Business Services is responsible for obtaining firm and final prices.
Business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday during the Fall and Spring semesters. Summer hours are 8:00 a.m. - 5:15 p.m., Monday through Thursday. Sales Representatives may schedule appointments between 9:00 a.m. and 3:00 p.m., Monday through Friday.
Supplier information and general registration can be downloaded and printed by suppliers interested in doing business with Kean University. Refer to Vendor Registration section.
Suppliers should submit invoices in triplicate with a proper valid purchase order number to:
1000 Morris Avenue
Union, New Jersey 07083
Bid Information can be obtained by visiting ebidding.kean.edu to register. Bid requests are also publicly advertised in The Star-Ledger.
- Read the Request for Bid or Proposal.
- Identify all requirements, signatures, certificates and enclosures.
- Be aware of the time and date the Bid or Proposal is due in University Procurement and Business Services. It is the suppliers responsibility to be certain that the bid or proposal is received in University Procurement and Business Services prior to the date and time specified. Please note for consistency and fairness, one minute late is late.
- Late Bids or Proposals will not be accepted. They will be returned unopened.
- Suppliers must sign the Bid or Proposal Request.
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DELIVERY OF GOODS AND SERVICES
Kean University has a centralized receiving department and does not accept Cash on Delivery (COD) shipments. All shipments must include a packing slip reflecting a University purchase order number and the goods or services ordered. Deliveries are received from 8:30 a.m. to 4 p.m., Monday through Friday. Materials that are damaged will be rejected.
Kean University is exempt from Federal Tax and State Sales Tax. Taxes should not be included in bid prices or invoices. An exemption letter will be provided, upon request, by General Purchase Orders.
The University issues a Purchase Order (PO) to outside suppliers for the purchase of all goods or services. The Purchase order form may be issued to suppliers in any dollar amount. This Purchase Order form is not valid unless it is processed through and signed by University Purchasing.
TOLL FREE NUMBERS
Suppliers who have "800" numbers, or accept collect calls, should provide these numbers to University Procurement and Business Services.
To receive payment, the number of a properly processed PO must appear on the supplier's invoice.
Suppliers that deliver goods or services before receiving a valid purchase order may expect difficulty in receiving payment.
University departments who have complaints about non-performance of a supplier, must file their complaint with University Procurement and Business Services. The supplier is then contacted and advised that a complaint has been filed against their company. A hearing is held by University Procurement and Business Services with representatives of the supplier and the complaining department to resolve the matter. If non-performance or violation of University policies and procedures is established, a supplier may be removed from the bidder's list for a period determined by the Vice President for Administration and Finance.