Frequently Asked Questions
If the contract amount is $17,500 or over, the vendor must complete a Chapter 51 disclosure form and Purchasing must obtain approval from Trenton before the contract can be processed.
The contract must be fully executed and work commenced before you can submit your Payment Voucher to Accounts Payable.
You should obtain the New Jersey Business Registration and forward a copy of the NJ Business Registration to the Purchasing Department before submitting the online contract request.
Only after both parties sign the contract, with all exhibits attached,is the contract valid and binding on the parties. If any changes are made to the contract form by one of the parties, the change must be initialed by both parties before it becomes a contract term. Any changes to the online contract form must be approved by Staff Counsel.
If the contract identifies exhibits, do they need to be attached to the contract before the contract is deemed complete and valid?
Yes, the exhibits are part of the contract. If the exhibit is not provided and attached to the contract, the contract is not complete and it will not be honored for payment by the college. For example, the online service provider contract form includes the Insurance Certificate as exhibit 2. If the vendor fails to provide this Insurance Certificate as an attachment to the contract, you may not permit the vendor to start the work and you may not submit a payment voucher to accounts payable.
Public Law 2005, c. 51, signed into law on March 22, 2005. It prohibits State departments, agencies and authorities from entering into a contract that exceeds $17,500 with an individual or entity that has made a political contribution to a candidate committee and/or election fund of any candidate or holder of the public office of Governor, or to any State or County political party committee, unless approved by the Dept. of Treasury.
Therefore, Contracts or Purchase Orders for $17,500 and over cannot be finalized until the vendor completes the necessary forms. The vendor must understand that the College is prohibited from awarding a contract or issuing payments until the State Treasurer or his designee gives approval that the requirements of the Public Law have been met.
Please contact the Purchasing Department for additional information on a Chapter 51 Report.
NOTE THAT ANY AND ALL ONLINE CONTRACTS FOR $17,500 AND OVER WILL NOT BE VALID UNTIL CHAPTER 51 IS RECEIVED IN THE PURCHASING DEPARTMENT.