University Contracting


All Contracts with Stockton University, a public institution of higher education, are governed by the following contract requirements:

New Jersey Business Registration

The NJ Division of Community Affairs requires all business organizations that do business with a local contracting agency, including state colleges and universities, to be registered with the State, and provide proof of the registration to the contracting agency before the agency enters into a contract (currently having a value in excess of $5,160.00) with the business. A copy of the W9 and New Jersey Business Registration must be attached to your contract.

To register with the Division of Revenue Department of the Treasury in the State of New Jersey, call the Division of Revenue hotline at (609) 292-1730 or register on their website at

Please be advised that checks cannot be issued without this registration.

W9 Requirement

A W-9 form is a Request for Taxpayer Identification Number and Certification is required for all contracts with the College. It serves two purposes.

  1. It is used by third parties to file an information return with the IRS on reportable payments made to others. It requests the name, address, and taxpayer identification information of a taxpayer (usually in the form of a Social Security Number or Employer Identification Number - either number is considered a Taxpayer Identification Number or TIN as it is commonly called).
  2. The second purpose is to help the payee avoid backup withholding. The payor must collect withholding taxes on certain reportable payments for the IRS. However, if the payee certifies on the W-9 they are not subject to backup withholding they generally receive the full payment due them from the payor.


The following sections illustrate the minimum insurance limit requirements for different types of vendors. The College reserves the right to require higher limits from a particular contractor or vendor for a particular project or event due to the overall nature of an event, venue or anticipated number of event attendees.

(i) General Liability (GL) - required by all
  • Comprehensive General Liability, including:
  • Contractual; Premises Operations;
  • Products and Completed Operations;
  • Independent Contractor/Vendors and Personal Injury;
  • Bodily Injury & Property Damage
  • Each occurrence

$1,000,00 or per specified minimum limits

  • Aggregate
$2,000,000 or per specified minimum limits
(ii) Workers Compensation (when required)Statutory
  • Employer's Liability (EL)

(WC and EL are not required if the vendor is a solo independent contractor.)

(iii) Automobile Liability (when required
  • Bodily Injury & Property Damage
(Automobile Liability Insurance is required when use of a vehicle is integral to the performance of the contract or project.)



A certificate of Insurance is required to demonstrate compliance with the above noted insurance requirements. The Certificate of Insurance must include the following Specific Language

  • Stockton University and the State of New Jersey are Additional Insureds.
  • The Insurance is primary as to any other valid and collectible insurance in force.

Contain a provision that a thirty (30) day prior written notice of cancellation shall be sent to the University.

For any athletic or sporting event, the following language is required:

This Insurance does not exclude coverage for bodily injury to any person while observing, practicing, or participating in any sports or athletic contest or exhibition sponsored by the Named Insured.

Certificates of Insurance must be sent to Purchasing Dept. at the following address before any work can be performed under the contract:

Stockton University
Purchasing Department
101 Vera King Farris Drive
Galloway, New Jersey 08205
(Fax) 609-748-6217
Phone 609-652-4325 ext. 5910


Call the Office of Risk Management at (609) 652-4785

Political Contributions Disclosure

Every vendor that is awarded a contract over $17,500 must comply with the requirements of Public Law 2005, Chapter 51 ( N.J.S.A.19:44A-20.13-20.25) and any derivative statutes or regulations resulting thereof ( Political Contributions Disclosure) throughout the contract term. The firm understands that failure to abide by the requirements of this statute and to continue to do so, constitutes a material breach of contract in the award of performance of this contract such that the firm may be disqualified or payments made pursuant to this contract may be withheld until compliance is perfected.

The College is prohibited from awarding this contract or issuing payments until the State Treasurer or his designee gives approval that the requirements of the Public Law have been met.

Anti-Collusion Clause

Pursuant to N.J.S.A. 52-34-15, by signing the contract, the contractor/vendor warrants and represents that the agreement has not been solicited, secured, or prepared directly or indirectly, in a manner contrary to the laws of the State of New Jersey and that said laws have not been violated and shall not be violated as they relate to the procurement or the performance of the agreement by any conduct, including the paying or giving of any fee, commission, compensation, gift, gratuity or consideration of any kind directly or indirectly, to any state employee, officer of official.

Conflict of Interest

The contractor./vendor shall notify the College in writing of any interest in, or association with, any Contractor, subcontractor, and material supplier, or manufacturer or other party which has any interest in this project as soon as the potential for such interest is reasonably foreseeable.

Offer of Gratuities

N.J.S.A. 52-34-19 makes it a misdemeanor to offer, pay or give any fee, commission, compensation, gift or gratuity to any person employed by the College.It is the policy of the University to treat the offer of any gift or gratuity by any company, its officers or employees to any person employed by the Stockton University as grounds for debarment or suspension of such company from submitting proposals on and providing work or materials on State contracts.


All contracts for goods, professional services and general services are required to comply with Pursuant to N.J.S.A. 10:5-31 et seq., N.J.A.C. 17:27 Under these statutory provisions the contractor or subcontractor, where applicable, shall not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation or sex and shall comply with the approved Affirmative Action Regulations of the State.

Claim Resolution Procedures

The contractor.vendor shall submit all disputes arising under the contract to the claims resolution procedures outlined below:

  1. Contractor/vendor shall submit a written letter setting forth the specific grounds for its claim to the Office of Staff Counsel
  2. General Counsel shall submit the Dispute Letter to the Vice President of Administration and Finance for hearing
  3. The Vice President of Administration & FInance shall appoint hearing officers that are independent of the immediate administration of the contract, have knowledge of State College Contract law and/or have proficient knowledge of the subject matter giving rise to the dispute.
  4. A hearing will be held within 15 days of receipt of the Dispute Letter, where feasible. The parties to the dispute will each be permitted to testify. The hearing officers will prepare a report to the Vice President of Administration and Finance within 5 calendar days of the hearing, unless circumstances warrant an extension of time.The hearing report will be advisory in nature and not binding on the Vice President of Administration & Finance. The Vice President will issue a decision within 10 Calendar days from the state of receiving the report of the hearing committee.
  5. If the contractor/vendor rejects the decision, an appeal of the decision may be made to the Appellate division of the NJ state courts.


All contracts shall be construed and enforced in accordance with the laws of the state of New Jersey and shall be brought for final resolution in a NJ state court or federal court venued in New Jersey.