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Purchasing

Vendors

GUIDE FOR VENDORS

INTRODUCTION
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:

PROCUREMENT AUTHORITY
University Purchasing 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.

SUPPLIER RELATIONS
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 Purchasing is responsible for obtaining firm and final prices.

BUSINESS DAY
Business hours are 8:30am to 4:30pm, Monday through Friday during the Fall and Spring semesters. Summer hours are 8 a.m. - 5:15 p.m., Monday through Thursday. Sales Representatives may schedule appointments between 9 a.m. and 3 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.

INVOICING
Suppliers should submit invoices in triplicate with a proper valid purchase order number to:
Kean University
General Accounting
1000 Morris Avenue
Union, New Jersey 07083

BIDDING PROCEDURES
Bid Information package can be obtained by a bidder by contacting the Purchasing Department for pick up. The telephone number is 908.737.5050. Bid requests are 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 Purchasing. It is the suppliers responsibility to be certain that the bid or proposal is received in University Purchasing prior to the date and time specified. Please note for consistancy and fairness, one minute late is late.
Late Bids or Proposals will not be accepted. They are returned unopened.
Suppliers must sign the Bid or Proposal Request.

CAMPUS MAPS
To view our campus map click here.
For directions to Kean University click here.

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.

TAXES
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 Purchasing.
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.

SUPPLIER DISQUALIFICATION
University departments who have complaints about non-performance of a supplier, must file their complaint with University Purchasing. The supplier is then contacted and advised that a complaint has been filed against their company. A hearing is held by University Purchasing 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 Assistant Vice President of Administration and Financial Accounting.

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