Purchasing

BID #: N/A

DUE: TBD

VALUE: TBD

100

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Executive Summary

Bernards Township Purchasing Department is responsible for procuring goods and services, and disposing of surplus property for the Township, while adhering to municipal, state, and federal regulations. The department utilizes various procurement methods including Request For Proposals (RFP), Request for Quotations (RFQ), and Request for Bids (RFB), depending on the nature and value of the procurement. Vendors are encouraged to regularly check the Courier News or Township website for announcements.

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Purchasing
Location
Administration Building
1 Collyer Lane
Basking Ridge, NJ
Hours
8:30AM - 4:30PM
Monday - Friday
Staff
Francis Decibus
Purchasing Agent
(908) 204-3065
Purchasing
The Purchasing Agent is responsible for the development, implementation and supervision of all processes and procedures relative to the purchasing of personal property and services for the Township, disposal of obsolete and/or surplus personal property, and the fixed assets inventory. This involves the establishment of policies to enforce municipal, state, and federal purchasing regulations. The Purchasing Agent serves as Resource Management Officer in accordance with the Emergency Management Plan, and as Public Agency Compliance Officer in accordance with N.J.A.C.17:27-3.5.
The goal of the Bernards Township Purchasing Department is to provide the highest quality of goods and services to the various departments in a timely manner and at the lowest possible price. The Division of Purchasing coordinates and oversees the acquisition of all services, equipment and products utilized by Bernards Township in all of its daily operations
The Division of Purchasing conducts all Township purchasing activities in accordance with the Local Public Contract Law of the State of New Jersey, specifically N.J.S.A. 40A:11-1 et seq. and attendant rules, N.J.A.C. 5:34 et se
Frequently Asked Questions
How can I make an appointment?
Vendors are encouraged to make an appointment before calling on the Township Purchasing Office to assure availability of Purchasing personnel. No assurance can be given to vendors who arrive unannounced. Appointments may be made by contacting the Purchasing Office at 908-204-3065, Monday through Friday between the hours of 8:30 and 4:00pm.
What is a Business Registration Certificate (BRC)?
Effective September 1, 2005, a Business Registration Certificate is required from all vendors doing business with Bernards Township. This certificate is required upon award through an RFP, RFQ and RFB process.
What Procurement Methods are Solicited?
Request For Proposal (RFP)
RFP's may be employed for the procurement of specialized professional services and highly technical systems.
Request for Quotation (RFQ)
Purchases between $2,500.00 and the statutory bid threshold of $ 44,000.00 requires a Request of Quotation (RFQ). The Purchasing Office shall provide the required forms to be submitted at the time and date specified or accept an informal quote depending on the commodity. RFQ's received after the date and time specified will not be accepted.
Request for Bids (RFB)
Public Bids are required for any commodity, service, or public improvement when the anticipated expenditure exceeds the statutory bid threshold ($44,000.00), pursuant to N.J S.A. 40A:11-3, and must be submitted in accordance with the terms and conditions prescribed in the bid specifications.
Request for Bids (RFB), documents are available to download from our website. All RFB's must be submitted on forms supplied by the Township. There may be a charge for a set of specifications as noted in the Notice to Bidders. Bid documents can be sent via FedEx providing payment in advance and requestors FedEx account number. Bid packages will be sent by most cost effective rate. Bernards Township will incur no expense in sending out bid packages.
Bid addenda will be issued on the township website. It will be the bidders sole responsibility to be knowledgeable of all addenda related to this procurement.
Vendors are encouraged to read the Courier News legal advertisement or visit the township web site for "Notice to Bidders" for legal notification.
RFB's are publicly opened and read aloud on the date, time and location specified. Prospective bidders are invited to attend all openings. RFBs are available for inspection after bids have been opened.
Approval Process - Bids are evaluated for the responsive, responsible bidder’s compliance with bid specifications. After analysis, a resolution of award is submitted to the Bernards Township Committee. All awards or rejections normally occur within a thirty- (30) day time frame, but in no case more than sixty (60) days.
Notification of award/rejection will be made by written communication.
What is the approval process?
Bids are evaluated for the best price, compliance with bid specifications, financial responsibility, reputation of vendor, service availability, and other relevant considerations.
After analysis, a recommendation is submitted to the Township Committee for award. All awards or rejections normally occur within a thirty (30) day time frame, but in no case more than sixty (60) days.
Notification of award/rejection will be made in writing.
Where can I find bid announcements?
Vendors are encouraged to read the Courier News or visit the Township web site for RFP, RFQ and RFB announcements.
Current Bids
Bid Results
Sign Up To Receive Bid Notices
Purchase Order Conditions
Vendors & Outside Contractors Handbook
External Links
NJ State Department of Local Government Services
NJ Department of Labor
Business Registration of Public Contractors
NJ State Department of Banking and Insurance
Somerset County Cooperative Purchasing
NJ League of Municipalities

Document Text

--- Document: Purchase Order Conditions ---
CONDITIONS
This order if accepted, is subject to the following terms and conditions:
1. We reserve the right
(a)
To reject and return at your expense, material in excess of quantity ordered or defective material.
(b)
To reject delivery and/or cancel this order or any or all installment deliveries under it upon failure to ship the order or any
installment of it within the time or times specified, or to ship the quantity or quality ordered.
(c)
To suspend or cancel deliveries during the existence of strikes, labor disturbances, secondary boycotts, fires, floods or
other situations arising from causes not within our practicable control.
2. All goods and articles furnished hereunder are warranted to be merchantable and free from all material defects and of good
workmanship and fit for the purposes intended. It is further guaranteed that all goods and articles conform to the
specifications included or referred to herein.
3. In the performance of this order you will comply with the provisions of the Fair Labor Standards Act and of any other
applicable Federal or State Laws and regulations, and you agree that any provisions required by such laws and regulations
to be included herein shall be deemed to be incorporated by reference.
This order or contract shall be governed by the laws of the State of New Jersey.
4. Each package must contain packing slip showing contents and our order number.
5. All goods and articles furnished hereunder shall comply with all regulations and specifications, including but not limited to
OSHA regulations and specifications in effect at the time of delivery.
6. The within purchase order shall terminate and be null and void unless the goods and articles called for herein shall be
delivered or supplied within one calendar year.
7. The within purchase order shall not be assignable by the Seller without the written consent of the Township of Bernards.
8. The Vendor hereby agrees to hold harmless, indemnify, and defend the purchaser against any claims which may be made
against the Purchaser for breach of any and all express or implied warranties, or liability for product defects or liability for
patent infringement claims, which may arise out of the use of the goods, merchandise, materials and products purchased
herein.
Contract Language for BRC Compliance
Goods and Services Contracts (including purchase orders)
N.J.S.A. 52:32-44 imposes the following requirements on contractors and all subcontractors that knowingly provide goods or
perform services for a contractor fulfilling this contract:
1) the contractor shall provide written notice to its subcontractors to submit proof of business registration to the contractor;
2) prior to receipt of final payment from a contracting agency, a contractor must submit to the contracting agency an accurate list
of all subcontractors or attest that none was used;
3) during the term of this contract, the contractor and its affiliates shall collect and remit, and shall notify all subcontractors and
their affiliates that they must collect and remit to the Director, New Jersey Division of Taxation, the use tax due pursuant to the
Sales and Use Tax Act, (N.J.S.A. 54:32B-1 et seq.) on all sales of tangible personal property delivered into this State.
A contractor, subcontractor or supplier who fails to provide proof of business registration or provides false business registration
information shall be liable to a penalty of $25 for each day of violation, not to exceed $50,000 for each business registration not
properly provided or maintained under a contract with a contracting agency. Information on the law and its requirements is
available by calling (609) 292-9292.
Construction Contracts (including public works related purchase orders)
N.J.S.A. 52:32-44 imposes the following requirements on contractors and all subcontractors that knowingly provide goods or
perform services for a contractor fulfilling this contract:
1) the contractor shall provide written notice to its subcontractors and suppliers to submit proof of business registration to the
contractor;
2) subcontractors through all tiers of a project must provide written notice to their subcontractors and suppliers to submit proof of
business registration and subcontractors shall collect such proofs of business registration and maintain them on file;
3) prior to receipt of final payment from a contracting agency, a contractor must submit to the contracting agency an accurate list
of all subcontractors and suppliers or attest that none was used; and,
4) during the term of this contract, the contractor and its affiliates shall collect and remit, and shall notify all subcontractors and
their affiliates that they must collect and remit, to the Director, New Jersey Division of Taxation, the use tax due pursuant to
the Sales and Use Tax Act, (N.J.S.A. 54:32B-1 et seq.) on all sales of tangible personal property delivered into this State.
A contractor, subcontractor or supplier who fails to provide proof of business registration or provides false business registration
information shall be liable to a penalty of $25 for each day of violation, not to exceed $50,000 for each business registration copy
not properly provided or maintained under a contract with a contracting agency. Information on the law and its requirements are
available by calling (609) 292-9292.