Terms and Conditions
The Municipality of Princeton’s Finance department assists all departments and divisions in obtaining all supplies, equipment, services, or construction needed. This includes a very large variety of products and services. The following provides a summary of the most common types of contracts and requirements in connection with their approval and execution.
Princeton is exempted by law from payment of all Federal, State, and Municipal excise, sales, and other taxes. Vendors agree to comply with all statutes, rules, and regulations set forth by the State of New Jersey, Federal Government, and ordinances of Princeton. Vendors will receive purchase authorization through a written purchase order. In some cases, a formal written contract may also be required. Under no circumstances may a vendor provide the goods or services without this authorization. Princeton shall not be responsible for materials delivered or services performed without authority of its written order and properly signed and executed purchase order issued by authorized Princeton officials.
Quotations will be solicited by Departments with a Request for Quotation (RFQ). Electronic, fax, or written quotations may be submitted. Vendors are strongly encouraged to provide immediate responses to an RFQ as purchases are usually made promptly.
Public Works Contractor Registration
A New Jersey Public Works Contractors Registration Certificate is required prior to the award of any public works projects over $16,263.
More information can be found at https://www.nj.gov/labor/wageandhour/registration-permits/register/publicworksregistration.shtml.
Pay to Play
N.J.S.A. 19:44A-20.4 et seq., New Jersey’s Pay to Play law, adds transparency to the process of awarding public contracts that are not subject to the rigor of the formal bidding process. The Law prohibits contracting units from awarding a contract over $17,500 without using a fair and open process to a business entity that made certain political contributions during the prior year or during the life of the contract. When a non-fair and open process is used for purchases over $17,500, vendors must file a disclosure form prior to the award of a contract. Vendors must also file a disclosure when the aggregate of their contracts in a twelve-month period exceeds $17,500. To expedite the purchasing process, vendors providing a quotation over $17,500 may include their pay-to-play disclosures with their quotation.
Formal Bids and Competitive Contracting
Vendors will be invited to participate in the public bidding process for purchases over $44,000. A notice to bidders will be publicly advertised and posted along with all specifications and requirements on the Bids & RFPs page. Bids will be publicly opened at the date and time specified in the notice. Contracts will be awarded to the lowest responsible and responsive bidder. The public bidding process will comply with the Local Public Contracting Law, N.J.S.A. 40A:11-1 et seq.
New Jersey Business Registration Certificate Requirements
Pursuant to N.J.S.A. 52:32-44, all contractors and subcontractors must provide a Business Registration Certificate from the Division of Revenue in the Department of the Treasury prior to Princeton's award of a contract over $6,600 and when the aggregate cost of contracts with one vendor during a fiscal year exceeds $6,600.
To expedite the purchasing process, vendors providing a quotation over $6,600 may include their Business Registration Certificate with their quotation.
More information can be found at https://www.state.nj.us/treasury/revenue/busregcert.shtml.
Prohibited Russia-Belarus Activities & Iran Investment Activities
P.L. 2022, c.3 prohibits the award, renewal, amendment, or extension of local public contracts for goods or services with persons or entities engaging in prohibited activities in Russia or Belarus. P.L. 2012, c.25 prohibits the award or renewal of local public contracts for goods or services with persons or entities engaged in certain investment activities in the energy or finance sectors of Iran. Prior to the award, renewal, amendment, or extension of every contract over $6,600, vendors must certify that neither they nor any parent entity, subsidiary, or affiliate is listed on the New Jersey Department of the Treasury’s lists of entities determined to be engaged in prohibited activities in Russia, Belarus, or Iran. Vendors providing quotations over $6,600 may provide their completed form with their quotation. To expedite the purchasing process, vendors providing a quotation over $6,600 may include their completed Russia-Belarus-Iran certification form with their quotation.
The form can be found here.