Invitation to Bid

BID #: N/A

DUE: TBD

VALUE: TBD

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Executive Summary

This document outlines Cherry Hill Township's general procurement process for Invitations to Bid (IFBs), applicable to commodities, services, and public improvements when costs exceed the $40,000 statutory bid threshold. It details the procedures for obtaining bid packages, which can involve downloading specifications or picking them up from the Purchasing Department, and emphasizes the importance of registering to receive addenda. Prospective bidders must submit proposals in hard copy to the Purchasing Department, along with an electronic copy on a CD or flash drive, by the specified due date; email or faxed submissions are not accepted. The evaluation criteria include responsiveness to specifications, financial responsibility, vendor reputation, service availability, and the best price. Public bid openings are held, and a recommendation is made to the Township Committee for award or rejection within 60 days of the opening, with provisions for extensions. The document also differentiates between procedures for goods/services bids and construction projects, which typically require in-person pickup of bid packages and drawings.

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Invitation to Bid
Invitation to Bid
An Invitation to Bid is required for any commodity, service or public improvement when the cost exceeds the statutory bid threshold ($40,000 with
QPA
), pursuant to
N.J.S.A.
40A:11-3 and must be submitted in accordance with the terms and conditions prescribed in the respective bid package. If a Bidder obtains specifications from the Purchasing Department, they will automatically be registered. If Bidders download the specifications from the Township website, it is requested they register with the Purchasing Department to ensure receipt of any and all addenda.
Vendors are encouraged to read the Township's designated official newspaper (Courier Post) for publications as well as the Township website for "Notice to Bidders' for current
IFB
announcements.
IFB
's are publicly opened and read aloud at the date, time (prevailing time) and location specified on the Notice to Bidders. Vendors are invited to attend all openings but attendance is not mandatory.
Bids are tabulated and evaluated for:
Responsiveness to the bid specifications
Financial responsibility
Other relevant consideration
Reputation of vendor
Service availability
The best price
After analysis, a recommendation is submitted to the Township Committee for award. Awards or rejections will occur on/or before 60 days after opening of Bids. Exception to this schedule would be in accordance with
N.J.S.A
. 40A:11-24, which provides for extensions if all parties are agreeable.
All proposals must be returned in hard copy to the Purchasing Department as specified in the Notice to Bidders and should also submit an electronic copy on a
CD
or flash drive on/or before the due date. No email or faxed proposals will be accepted.
Pursuant to
N.J.S.A
40A:11-23c, Addenda may be issued for Bids and will be provided to any person who has received a Bid package as prescribed by law.
Goods & Services
For IFB's, a vendor may obtain a Bid package by contacting the Purchasing Department or a bid may be downloaded from the Township website. All
IFB
s must be submitted on forms supplied by the Township. If the specification is not downloaded and is acquired at the Purchasing Department, there may be a fee. If required, the fee must be received before releasing Bid.
Construction Projects
Construction projects or projects with drawings will not be downloaded and must be picked up in the Purchasing Department. All potential bidders must obtain bid packages (and drawings, if applicable) from the Purchasing Department. Bidders will be registered at that time for updates, addenda, etc. A fee will be required for detailed specifications that contain plans. When required, the fee must be received before releasing bid.
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820 Mercer Street
Cherry Hill, NJ 08002
Phone:
856-665-6500
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