Purchasing Goods & Services
About Purchasing
Departments across Rutgers purchase a wide range of goods and services to support academic, research, administrative, and patient care activities. Procurement Services supports departments by providing guidance and facilitating purchases efficiently, cost-effectively, and in compliance with university policies and procedures.
Procurement professionals work to secure the best overall value for the university by negotiating contracts, pricing, delivery terms, and other key conditions. Their expertise helps protect the university's interests while ensuring departments have access to the resources needed to achieve their goals.
Before Buying
Planning a purchase? Search the supplier list and RU Marketplace catalogs first for available options.
If a required good or service is not available through existing suppliers or catalogs, an alternative purchase method may be used. The appropriate procurement process and payment method will depend on the type of purchase and the total dollar value.
Supplier Status
Rutgers negotiates and maintains contracts with suppliers to secure competitive pricing on frequently purchased goods and services. Before purchasing, visit the Find Products and Services search tool to find universitywide contracts. Purchases with non-contracted suppliers are possible but require additional documentation and processing time.
Purchase Type
Requirements for purchasing goods and services may vary. When purchasing services, additional documentation may be needed, including statements of work or other supporting materials. Procurement Services helps ensure that agreements are appropriately reviewed and executed on behalf of the university.
Purchase Value
Purchasing requirements vary based on the total cost. As purchase amounts increase, additional documentation, competitive bidding, or formal sourcing request may be required.
Required Documentation
Depending on the supplier, purchase type, and amount, supporting materials such as quotes, statements of work, or approvals may be needed. Before making a purchase, review any applicable documentation requirements.
Procurement Services Purchasing Matrix
Before purchasing goods and services, review the Purchasing Matrix to determine the required documentation based on the purchase amount and type.
Purchase Amount | Purchase Type | Required Documentation |
Below $50,000 | Goods or services up to $49,999 not available through the Supplier list or RU Marketplace (punchout) catalog may be purchased by PCard (up to $5,000) or through a requisition.
| Rutgers-contracted supplier:
Non-contracted supplier:
|
$50,000 - $249,000 | Goods or services between $50,000 and $249,999 that are not available through the Supplier list or RU Marketplace (punchout) catalog may be purchased using a Goods Request Form or Services Request Form.
Bid Exceptions: While most goods or services purchased by Rutgers with a value of $50,000 or more are obtained through a competitive bid, there are circumstances when the good or service is available from only one supplier and cannot be competitively quoted. These purchases require one (1) quote and a Waiver of Bid Request. | Rutgers-contracted supplier:
Non-contracted supplier:
Bid Exception:
|
$250,000 and greater | For goods or services valued at $250,000 or more that are available through a supplier contract, departments should follow the applicable purchasing process and submit the appropriate Goods Request Form or Services Request Form. If the goods or services are not available through a supplier contract must be procured through a formal competitive bidding / Request for Proposal process conducted by Procurement Services. This process helps ensure compliance with university policy and applicable uniform guidance requirements. Departments can initiate the process by completing the RU Marketplace Sourcing Director – Request Sourcing Event form.
While most goods or services purchased by Rutgers with a value of $50,000 or more are obtained through a competitive bid, there are circumstances when the good or service is available from only one supplier and cannot be competitively quoted. These purchases require one (1) quote and a Waiver of Bid Request.
| Rutgers-contracted supplier:
Non-contracted supplier:
Bid Exception:
|
Ways to Purchase
Rutgers offers several approved options for purchasing goods and services. The appropriate method depends on the nature of the transaction and applicable requirements. For detailed guidance, refer to the Procurement Procedures Manual.
Punchout Catalogs
Supplier commerce sites, or "punchout catalogs," available through RU Marketplace allow for direct purchasing from contracted suppliers and university departments. These catalogs provide convenient, one-time purchases rather than recurring or standing orders.
Quick Order Requests
Quick orders are intended for one-time purchases of unrestricted goods under $50,000 from non-contracted suppliers. Submitted through RU Marketplace, quick orders do not require additional review by Procurement Services, since they are not for recurring purchase orders.
Goods and Service Requests
For service-related purchases, leases, blanket (long-standing) orders, and purchases of goods over $50,000, submit a Goods and Service Request through RU Marketplace. Quote and bidding requirements vary and can be reviewed within RU Marketplace.
Check Requests & Non-PO Uploads
Use check requests and non-PO uploads to process payments for honoraria, awards, prizes, gift cards, and certain approved expenses. Submit via RU Marketplace, which requires review by Procurement Services.
Internal Purchase Order
Use an Internal Purchase Order to purchase goods and services such as website design, facilities requests, and room rentals, from a Rutgers department or unit. Orders are submitted via RU Marketplace and do not require additional review by Procurement Services.
University Purchasing Cards
The Rutgers University Purchasing Card (PCard) provides a convenient way to make department-related business purchases. PCards are issued to individual employees to support purchasing needs within their department.
Contracts
There are several types of contracts that units can use to enter into an agreement with suppliers.
Start a Purchase
Whether purchasing goods or services, the resources below can help guide the process. Review policy requirements, access RU Marketplace (Jaggaer), and find approved suppliers.