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Buying Process

The guide below will help you determine the best method to procure goods or services.

  1. Determine if the good or service can be obtained from excess or surplus inventory as an alternative to making a purchase by referring to the University Materials and Logistics webpage.
  2. Determine if the good or service can be purchased by Internal Purchase Order (IPO). If it cannot, proceed to Step 3.
  3. Verify that the good or service can be purchased by check request. If it cannot, proceed to Step 4.
  4. Determine if the good or service can be purchased using a universitywide contract. If not, proceed to Step 5.
  5. The purchase must be made on purchase order using RU Marketplace forms. Choose Purchase Orders via RU Marketplace Forms below according to the total value of the good or service.

  • You can procure goods and services from other University service units within RU Marketplace, such as website design services. Follow the steps below to determine if the good or service can be purchased via the Internal Purchase Order (IPO) Form.

    1. Go to myRutgers Portal for a complete list of active internal suppliers in RU Marketplace. Use the Active IPO Search job aid for assistance. Units that already know the specific supplier can go to Shop, and search by "IPO: supplier name." For example, "IPO: Academic Foundation Center."
    2. If the internal supplier is not set up in RU Marketplace and needs to be, reach out to the Controller's Office for approval at (848) 445-2100. Once approved, make a request for an IPO within RU Marketplace.
    3. Be sure to use the account code specified on the IPO internal form.
    4. Wait for unit approvals.
    5. System generates the IPO and sends order to servicing unit.
    6. Contact the internal unit for requisition assistance using RU Marketplace for contact information.

    What if I have to change the order?

    1. Submit the Order Modification Form in RU Marketplace.
    2. Contact the servicing unit to communicate the change.
    3. Procurement receives the Order Modification Form via RU Marketplace and modifies the order in the system.

    Related Job Aids and Training

    Related Policy

  • Check requests are used to request payment for certain expenses that do not require the involvement of a purchasing agent. To complete a purchase by check request, follow the check request process.

    1. Determine if there is an existing contract with the supplier.
    2. Ask us about any additional requirements or documentation needed, if there is a contract.
    3. Review Non-Contracted Suppliers requirements before obtaining a quote from a supplier, if there is no contract.
    4. Refer to U.S. Small Business Administration and State of New Jersey websites for a list of potential small and local suppliers.
    5. Obtain a quote from the supplier.
    6. Determine if the order is allowable as a Quick Order. If it is allowable, complete the Quick Order form in RU Marketplace.
    7. Verify if there is a separate contract that needs to be to executed prior to purchase order issuance.
    8. Complete a goods or service request form in RU Marketplace with quote and proposed contract attached, if required.

    Related Job Aids and Training

    Related Policy

    1. Determine if there is an existing contract with the supplier.
    2. Purchasing from contracted suppliers requires one quote unless otherwise specified. No other forms are needed unless specified. The quote should be attached to the requisition as an external attachment.
    3. Refer to U.S. Small Business Administration and State of New Jersey websites for a list of potential small and local suppliers.
    4. Review Non-Contracted Suppliers for additional documentation needed depending on the purchase, if there is no contract.
    5. Non-contracted supplier purchases require two or more competitive quotes and a completed Informal Bid Intake Form. Review the instructions prior to making a purchase.

    If the good or service can only be purchased from one supplier, the purchase requires one (1) quote and a Waiver of Bid Request form. Follow the Waiver of Bid Request process. See instructions.

    1. Verify if there is a separate contract that needs to be to executed prior to purchase order issuance.
    2. Complete a goods or service request form in RU Marketplace with quote, a completed Waiver of Bid Request Form and proposed contract attached, if required.
    3. Wait for unit approvals.
    4. The purchase order is issued and the process is complete.

    Related Job Aids and Training

    Related Policy

    1. Determine if there is an existing contract.
    2. If there is a contract, ask us about any additional requirements or documentation needed.
    3. If there is no contract, contact your campus liaison.

    Related Job Aids and Training

    Related Policy

Waiver of Bid

Initiate a waiver of bid purchase

If an item is $50,000 or greater and can only be purchased from one supplier, the purchase will require the unit to complete a Waiver of Bid Request form.

  1. Confirm that the good or service is not a university-wide contracted supplier.  
  2. If the good or service is not on a university-wide contract, contact University Procurement Services Help Desk to confirm if there is another contract available.
  3. If the purchase is a Waiver of Bid Request, create a requisition in RU Marketplace.
  4. Complete the Waiver of Bid Request Form. See instructions prior to purchase.
  5. University Procurement Services reviews the form for approval, and will contact the unit if there are any issues or questions.
  6. Verify whether there is a separate contract that needs to be to executed prior to purchase order issuance.
  7. Attach form and proposed contract, if required.

Related Job Aids and Training

Related Policy

Initiate an RFP

If the potential purchase price for goods and services will be $250,000 or greater  and is not a specialized good or service that would require a Waiver of Bid Request, contact the appropriate category team. The team will work on getting formal bids from multiple suppliers, and will start the RFP process.

To initiate a Request for Proposal (RFP) with University Procurement Services, please log in to RU Marketplace and submit a RFx request.

Once submitted in RU Marketplace, the RFx request will be routed to the appropriate manager, who will assign staff to work directly with the you on the following:  

Pre-Bid Development

  • Any scope of work that needs to be refined
  • Evaluation criteria
  • Focus team creation
  • Relevant dates (RFP issue date, due date of questions, RFP due date etc.)
  • Scorecard development

After Bid Return

Category Staff:

  • Sets up group folder and provides access to focus team for proposal review

 Category staff guides the focus team through the following:

  • Review of proposals
  • Supplier oral presentations
  • Supplier evaluation and selection
  • Negotiations
  • Contract creation

Related Policy
Procurement and Payment Policy 20.1.11 (PDF)