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Lead Closed
This opportunity is no longer accepting submissions.
Fire Apparatus Maintenance And Repair
BID #: 39
ISSUED: 4/26/2024
DUE: 5/16/2024
VALUE: TBD
100
Rating
Risk Rank
Green Risk
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Executive Summary
The City of Orange Township Fire Department is seeking qualified vendors to provide comprehensive maintenance and repair services for its fire apparatus fleet. This includes preventative maintenance, periodic inspections, and both on-site and vendor facility repair services. The selected vendor must comply with NFPA 1911 standards and possess qualified Emergency Vehicle Technicians. Bids were due by May 16, 2024.
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Bid Postings • FIRE APPARATUS MAINTENANCE and REPAIR Skip to Main Content EMERGENCY ALERT SNAP Recipients - Find Food Sources Near You Read On... Create a Website Account - Manage notification subscriptions, save form progress and more. Website Sign In Search Residents Business UEZ Program How Do I... City Government Departments Home Bid Postings Print Sign up to receive a text message or email when new bids are added! Print Bid Title: FIRE APPARATUS MAINTENANCE and REPAIR Category: Bids and Request for Proposals (RFPs) Status: Closed Description: The department is seeking qualified vendors to provide preventative maintenance, periodic inspections and repair services to the City of Orange Township Fire Apparatus. The vendor shall furnish all necessary supervision, labor, tools, parts, and equipment required to perform inspections, maintenance and repairs of the fleet of fire apparatus of City of Orange Township. All services performed by the Contractor shall meet the National Fire Protection Association (NFPA) 1911, Standard for the Inspection, Maintenance, testing, and Retirement of In- Service Automotive Fire Apparatus, current edition. In addition, all services provided by the Contractor shall be consistent with industry best practices, shall meet all applicable federal, state, and local standards and shall follow manufacturer’s recommendations. The Vendor shall repair vehicles in a timely manner to correct deficiencies and return the vehicle to an in-service status. The vendor shall perform services, including inspection, maintenance, and repair, at the location of the apparatus or at the vendors service facility. Whenever possible, repairs and scheduled inspections, and maintenance will be completed at the City of Orange Township Fire Headquarters at 419 Central Ave. Orange, New Jersey. The vendor shall work with the Fleet Officer to determine the most suitable location where services will be performed. If the apparatus is to be serviced at the vendor’s service facility it shall be the responsibility of the vendor to arrange for pick-up and delivery of all apparatus upon recommendation they be transported to the vendor’s facility. No apparatus shall be taken without prior written approval from the City of Orange Township Fleet Supervisor or Chief of the Department. The vendor is responsible for the security of any apparatus in its custody. The vendor’s custody includes any on-site work activity at a Fire Headquarters; the vendor’s transport of any apparatus from its location to the vendor’s facility; the return transport of the apparatus to its location; and any period that the apparatus is located at the vendor’s facility. Publication Date/Time: 4/26/2024 12:00 AM Closing Date/Time: 5/16/2024 11:00 AM Contact Person: Nile Clements Qualified Purchasing Agent 29 North Day Street Rm. 206 Orange, N.J. 07050 Qualifications: The successful vendor(s) shall provide only qualified Emergency Vehicle Technicians to perform any diagnosis, repair or maintenance services on the vehicles listed in Item 1 of these specifications. Certain issues require factory-authorized technicians and services for diagnosis and repairs. Vendors must indicate on the Bid Proposal Sheet if they are factory authorized for any specific vehicle makes. Vendor repair facility repairs must satisfy current Warranty Agreements for City of Orange Township Fire Department Fire Apparatus. Related Documents: RFP - Fire truck maintenance and service Return To Main Bid Postings Page Live Edit Bill Pay Public Notice Agendas & Minutes Job Openings Documents & Forms Notify Me® Contact Us Orange City Hall 29 North Day Street Phone: 973-952-6100 Staff Directory Quick Links Finance Forms, Permits, and License Applications Mayor's Office Public Works Vital Statistics Staff Directory /QuickLinks.aspx Helpful Links Home Site Map Contact Us Accessibility Copyright Notices Privacy Policy /QuickLinks.aspx Government Websites by CivicPlus® Loading Loading Do Not Show Again Close Arrow Left Arrow Right [] Slideshow Left Arrow Slideshow Right Arrow
Document Text
--- Document: RFP - Fire truck maintenance and service ---
CITY OF ORANGE TOWNSHIP
REQUEST FOR BIDS:
FIRE APPARATUS MAINTENANCE and REPAIR
SUBMISSION DEADLINE:
11:00 a.m.
Date: May 16, 2024
ADDRESS ALL BIDS TO:
Nile Clements
Qualified Purchasing Agent
29 North Day Street
Rm. 206
Orange, N.J. 07050
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
Public Notice
Request for Bids
Notice is hereby given that the City of Orange will receive Responses to the RFB on Thursday,
May 16, 2024 at 11:00 A.M. in City of Orange, City Hall, 29 North Day Street, Room 206,
Orange, New Jersey for the following:
FIRE APPARATUS MAINTENANCE and REPAIRS
Public bids are being solicited in accordance with N.J.S.A. 10:5-31 et. Seq and N.J.A.C.
17:27. Requests for Bids (RFB) may be obtained at the City of Orange, 29 North Day Street,
Orange, New Jersey 07050, from Nile S. Clements, Qualified Purchasing Agent, between the
hours of 9:00 A.M. and 4:00 p.m., Monday through Friday. All questions regarding the RFB
must be made in writing and directed to the Qualified Purchasing Agent. Questions may be
faxed to (973) 6740621. Submissions must be made in the form required by the specifications
and one (1) original and five (5) copies must be delivered to reach the Purchasing Agent prior
to the time for the receipt of Bids. All information requested in the Request for Bids must be
provided or the submission may be disqualified. Submissions must be sealed and plainly
marked on the outside of the sealed envelope to the services for which the Bid is submitted.
The City of Orange Township reserves the right to reject any and all submissions, to waive
any informality in the RFB process, and to accept any submissions which, in their judgment,
are most advantageous, price and other factors considered, and will best serve the interest of
the City of Orange Township. Submitters are required to comply with the requirements of
N.J.S.A. 10:5-31 et seq and N.J.A.C. 17:27
SECTION 1: GENERAL INFORMATION & SUMMARY
1.1 Organization Requesting Proposal
City of Orange Township Fire Department
419 Central Ave.
Orange, N.J. 07050
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
1.2
Contact Person
Nile Clements
Qualified Purchasing Agent
29 North Day Street
Orange, N.J. 07050
(973) 952-6113
nclements@orangenj.gov
1.3
Procurement Process
The above contract shall be performed in strict accordance with the New Jersey Local Public
contract laws documents, including any technical specifications which are on file with the
City’s purchasing agent, Nile Clements (29 North Day Street, Orange, N.J. 07050)
Bids are required to comply with all, but not restricted to the requirements of N.J.S.A. 10:5-31 et.
Seq. and N.J.A.C. 17:27, as well as the affirmative action requirements of the City of Orange. Such
requirements are included in the bids documents.
The City of Orange reserves the right to reject any or all bids, to waive defects or informalities in
Bids, or to accept any bids as it shall deem for the best interest of the City of Orange, New Jersey.
Bids may be held by the City for a period not to exceed sixty (60) calendar days from the date of
opening of the bids for the purpose of reviewing the bids and investigating the qualifications of the
vendors prior to awarding of the contract.
The City Council will vote to approve a resolution awarding a contract to the Contractor for a sum
not to exceed a specified amount and for a term of one (1) year with an option for a one year
extension.
1.4
Contract Form
If selected to provide services, it is agreed and understood that the successful Respondent shall be
bound by the requirements and terms contained in this Request for Bids with regard to services
performed, payments, indemnification, insurance, termination, and applicable licensing provisions.
It is also agreed and understood that the acceptance of the final payment by Contractor shall be
considered a release in full of all claims against the City of Orange Township (City) arising out of,
or by reason of, the work done and materials furnished under this Contract.
1.5
Submission deadline
Closed bids must be mailed to administration to the attention of Nile Clements at 29 North Day
Street Rm. 206, Orange, N.J. 07050 by 11:00 a.m. prevailing time on May 16, 2024. Bids will not
be accepted by email or facsimile transmission.
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
1.6
Opening of Bids
Bids shall be opened in public, in the office of the Qualified Purchasing Agent located at the City of Orange
Township’s City Hall.
1.7
Definitions
The following definitions shall apply to and are used in this Request for Bids: "City" refers to the
City of Orange Township.
"Respondent" or "Respondents" - refers to the interested persons and/or firm(s) that submit a
Proposal.
“Consultant” or “Consultants” - refers to the interested persons and/or firm(s) that submit a Proposal.
1.8
Submission address
All Bids should be sent to:
Nile Clements
Qualified Purchasing Agent
29 North Day Street
Orange, N.J. 07050
Room 206
SECTION 2: INTRODUCTION AND GENERAL INFORMATION
2.1
Introduction and Purpose
The City is seeking Bids from qualified Respondents to provide Fire Apparatus Maintenance and
Repair.
2.2
Lowest Responsible and Responsive
It is the intention of the City of Orange Township to award a contract to the lowest responsive and
responsible bidder as set forth in N.J.S.A.40A:11-2(27). The awarding of this contract is also subject to
N.J.S.A 19:44A-20.5 et seq.
2.3
Evaluation
Bids will be reviewed and evaluated by the City's Administration and Law Department. The Bids
will be reviewed to determine if the Respondent has met the professional, administrative, and subject
areas described in this Request for Bids.
All communications concerning this Request for Bids or the Bid process shall be directed to the City
contact person, in writing, via fax, or via e-mail. Responses to all questions will be forwarded as
addenda to all prospective Respondents who have provided contact information. It is the prospective
Respondents responsibility to provide accurate contact information.
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
2.4
Procurement Schedule
The steps involved in the process and the anticipated completion dates are set forth in the
Procurement Schedule below. The City reserves the right to, among other things, amend, modify or
alter the Procurement Schedule upon notice to all potential Respondents.
Activity
Date
1. Issuance of Request for Bids
April 26, 2024
2. Receipt of Bids
May 16, 2024
3. Completion of Evaluation of Bids
May 29, 2024
4. Award of contract
June 2024
2.5
Rights of the City
The City reserves, holds and may exercise, at its sole discretion, the following rights and options
with regard to this Request for Bids and the procurement process in accordance with the
provisions of applicable law:
●
To conduct investigations of any or all of the Respondents, as the City deems necessary or
convenient, to clarify the information provided as part of the Proposal and to request
additional information to support the information included in any Proposal.
●
To suspend or terminate the procurement process described in this Request for Bids at any
time (in its sole discretion.) If terminated, the City may determine to commence a new
procurement process or exercise any other rights provided under applicable law without
any obligation to the Respondents.
2.6
Cost of Proposal Preparation
Each Proposal and all information required to be submitted pursuant to the Request for Bids shall
be prepared at the sole cost and expense of the Respondent. There shall be no claims whatsoever
against the City, its officers, officials or employees for reimbursement for the payment of costs or
expenses incurred in the preparation of the Proposal or other information required by the Request
for Bids.
2.7
Proposal evaluation
Bids will be evaluated by the Administration and Law Department based on the specific criteria detailed
in Section 6.
2.8
Written Proposal
Prospective Respondents must submit a written proposal in a format specified by the City. The required
format is detailed in Section 3.
2.9
Additional requirements
Consultant is required to comply with requirements of P.L. 1975, c. 127, the Law Against
Discrimination and with N.J.A.C. 17:27-1.1 et seq., the Affirmative Action Rules.
A party responding to this Request for Bids must indicate what type of business organization it is
e.g., corporation, partnership, sole proprietorship, or non-profit organization. If a party is a
subsidiary or direct or indirect affiliate of any other organization, it must indicate in its proposal the
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
name of the related organization and the relationship. If a party responding to this Request for Bids
is a corporation, it shall list the names of those stockholders holding 10% or more of the outstanding
stock.
Section 7 of this document describes general terms and conditions. Section 8 of this document
contains required administrative forms which must accompany all Bids. Exclusion of any required
form is grounds for rejection of Bids.
2.10
Disposition of Request for Bids
Upon submission of a Proposal in response to this Request for Bids, the Respondent acknowledges
and consents to the following conditions relative to the submission and review and consideration of
its Proposal:
●
All Bids shall become the property of the City and will not be returned.
●
All Bids will become public information at the appropriate time, as determined by the City
(in the exercise of its sole discretion) in accordance with law.
SECTION 3: WRITTEN PROPOSAL FORMAT
Bids must address all information requested in this Request for Bids. Bids which in the judgment of
the City fail to meet the requirements of the Request for Bids or which are in any way conditional,
incomplete, obscure, contain additions or deletions from requested information, or contain errors
may be rejected.
3.1
Mandatory content
Each proposal submitted must contain the following:
●
Title Page
●
Table of Contents
●
Executive Summary
●
Firm Background
●
Scope of Services
●
Timing & Fees
●
Business Registration Certificate
●
Non-Collusion Affidavit
●
Insurance Requirements and Acknowledgment Form
The information requested by the sectional format described above is further defined.
3.2
Title Page
The proposal should include a title page, which identifies the project; the Respondent's firm, name
of the Respondent's primary contact, address, telephone number, fax number and email address.
3.3
Table of Contents
The Respondent's Bid should include a Table of Contents, which lists the titles and page numbers
for each major topic and sub-topic contained in the Bid.
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
3.4
Executive Summary
This section should include a summary of the key points and highlights of the Respondent's
response and should discuss the pricing contained in the Bid. Provide information concerning the
qualifications, and availability of all persons who will be involved in the responsibilities and
specific assignments related to lobbying activities. Include the names and experience of all persons.
3.5
Firm Background
In this section of the Bid, the Respondent should review its understanding of the business drivers
behind the City’s strategy. This section should state the full name and principal address of your
firm(s). Describe your experience and how this relates to Orange’s legislative needs.
3.6
Scope of Services
In this section of the Bid, the Respondent should state what it believes to be the scope of the intended
strategy within the City. If there are any gaps between what the Respondent believes should be the
proper scope of the solution given all information known at the time of this Request for Bids, the
Respondent should clearly state these gaps in this section and clearly mark these concerns as such.
3.7
Timing and Fees
In this section, please describe the timing and associated fees the Respondent is proposing for the
implementation. Respondents should be sure to include all expenses associated with delivery, in
addition to professional fees. Respondents should identify hourly participation and hourly fees by
specific personnel.
It is important to note that pursuant to N.J.S.A. 40A:5-16, the City is prohibited from paying
for goods or services before they have been provided. Therefore, any Bids which specify
payment upon contract signing will be deemed unresponsive and rejected.
SECTION 4: SCOPE OF SERVICES
FLEET DESCRIPTION –
•
2015 Ferrara Cinder Engine
•
2015 Ferrara 102’ Ladder • 2020 Ferrara 77’ Quint
•
2020 Ferrara Cinder Engine
•
2021 Ferrara MVP Rescue Engine
•
1963 Maxim Parade Engine
GENERAL
The department is seeking qualified vendors to provide preventative maintenance, periodic
inspections and repair services to the City of Orange Township Fire Apparatus.
The vendor shall furnish all necessary supervision, labor, tools, parts, and equipment required to
perform inspections, maintenance and repairs of the fleet of fire apparatus of City of Orange
Township. All services performed by the Contractor shall meet the National Fire Protection
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
Association (NFPA) 1911, Standard for the Inspection, Maintenance, testing, and Retirement of In-
Service Automotive Fire Apparatus, current edition. In addition, all services provided by the
Contractor shall be consistent with industry best practices, shall meet all applicable federal, state,
and local standards and shall follow manufacturer’s recommendations. The Vendor shall repair
vehicles in a timely manner to correct deficiencies and return the vehicle to an in-service status.
The vendor shall perform services, including inspection, maintenance, and repair, at the location of
the apparatus or at the vendors service facility. Whenever possible, repairs and scheduled
inspections, and maintenance will be completed at the City of Orange Township Fire Headquarters
at 419 Central Ave. Orange, New Jersey. The vendor shall work with the Fleet Officer to determine
the most suitable location where services will be performed. If the apparatus is to be serviced at the
vendor’s service facility it shall be the responsibility of the vendor to arrange for pick-up and
delivery of all apparatus upon recommendation they be transported to the vendor’s facility. No
apparatus shall be taken without prior written approval from the City of Orange Township Fleet
Supervisor or Chief of the Department. The vendor is responsible for the security of any apparatus
in its custody. The vendor’s custody includes any on-site work activity at a Fire Headquarters; the
vendor’s transport of any apparatus from its location to the vendor’s facility; the return transport of
the apparatus to its location; and any period that the apparatus is located at the vendor’s facility.
The vendor is responsible for all costs associated with correcting damage attributable to the vendor
while the apparatus is in the vendor’s custody.
QUALIFICATIONS
The successful vendor(s) shall provide only qualified Emergency Vehicle Technicians to perform
any diagnosis, repair or maintenance services on the vehicles listed in Item 1 of these
specifications. Certain issues require factory-authorized technicians and services for diagnosis and
repairs. Vendors must indicate on the Bid Proposal Sheet if they are factory authorized for any
specific vehicle makes. Vendor repair facility repairs must satisfy current Warranty Agreements for
City of Orange Township Fire Department Fire Apparatus.
PERIOD OF CONTRACT
The contract shall be for one year with The City of Orange having one option for a renewal of an additional
year. The City of Orange Township reserves the right to vacate the service contract if the contract has been
breached by the vendor.
PROCESS
Vendor will be contacted for a request to diagnose a mechanical problem or issue with the Fire
Apparatus. A purchase order for a designated amount will be issued for any requested repairs, to
cover the amount of the diagnosis. Written estimates for all repairs must be forwarded to the Fleet
Officer within one (1) business day of diagnosis. Estimates must be provided any time additional
labor or parts are required that will result in an increase to the cost or change of scope of the
authorized repairs. Once a purchase order is provided to the vendor, repairs will be commenced.
Post-repair completion, an accurate invoice must be submitted to the Fleet Officer at the conclusion
of the repair within (1) business day. The Chief of the Department will approve the repairs.
Repeated diagnoses not being provided in timely fashion according to the contract will result in a
breach of contract by the vendor. Once repairs have commenced, any necessary changes to the
estimate based on additional needed repairs arising from the same estimate, additional costs
associated with parts needed for the repair and/or due to additional labor required to complete the
repair must be reported, in writing, immediately or within 24 hours of when it became known to the
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
vendor. All work that will exceed the estimate should not be undertaken until the vendor receives
written approval in the form of a modified purchase order to begin the work.
PREVENTATIVE MAINTENANCE
Each inspection, maintenance, and testing of apparatus must meet the minimum requirements of
NFPA 1911 Standard for the Inspection, Maintenance, Testing, and Retirement of In-Service
Automotive Fire Apparatus current edition. Inspections will be conducted utilizing a checklist
developed by the vendor and approved by the City of Orange Township Fire Department.
The qualified bidder should possess the skill, training, certifications, tooling and equipment, repair manuals
and parts inventories required to diagnose repair and maintain the following systems and components as
required:
•
Fire Pumps: Hale, Waterous and Cummins
•
Hydraulic repairs to hoses, pumps, cylinders, outriggers etc.
•
Plumbing repairs includes valves, intakes, discharges, piping and relief valves
•
Power take off
•
Generators; maintenance and repairs
•
Emergency warning device lights / sirens
•
Scene lighting
•
Wiring repairs to body wiring harness
•
Foam systems controls, pumps and plumbing
•
Body fabrication / welding
•
Body repair
•
Windshield / Cab glass replacements
•
Accessory equipment mounting / supplies/ Seat belt & Connections
•
Diesel Engines: Cat, Cummins, Detroit Diesel, and Mack (Mid-range and large bore engines)
•
Brake systems Air, Hydraulic and Air over Hydraulic
•
Allison Automatic Transmission
•
Suspension / Steering Systems
•
Fuel Systems Electronic / Mechanical
•
Heavy Duty Cooling Systems
•
Truck Charging and Electrical Systems
•
Heavy Duty Rear Axle
•
Exhaust Systems
•
Air Conditioning Systems
•
Engine Control Module
•
Aerial Ladder/ Turn Table Controls and Components
INSPECTIONS
A. Quarterly Inspections
The successful vendor(s) will conduct preventative maintenance inspections on The City of
Orange Township Fire Apparatus quarterly. Inspections will be conducted utilizing a checklist
developed by the vendor and approved by City of Orange Township Fire Department according
to the manufacturer’s recommendation.
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
B. Bi – Annual Service
The Bi- Annual Service performed by the vendor shall be in accordance with NFPA 1911
Standard for the Inspection, Maintenance, Testing, and Retirement of In-Service Automotive
Fire Apparatus current edition. During the second bi-annual inspection the wheels will be
removed for brake inspection.
Copies of the completed checklist and any additional vendor-supplied estimates associated with
the inspections and needed repairs, must be forwarded to the Fleet Officer within one (1)
business day of the completed inspections. Estimates for any additional work must be
forwarded to the Fleet Officer within (1) business day of the maintenance inspection. An
invoice for the completed repairs must be provided at the conclusion of the repairs. An updated
purchase order will be then be issued for work that is approved by the City of Orange Township
Fire Department.
The following services will be performed during each Bi-Annual Service visit according to
Manufacturers Recommendations:
Check and Change as needed:
•
Complete Federal D.O.T. Inspection (if applicable)
•
Engine Oil and Oil Filter
•
Fuel Filter
•
Lubricate Chassis
•
Wiper Blades
•
Trans. Filter
•
Rear Axle Lube
•
Seat Belts and Connections
C. Annual Service 1. Annual Pump Service
Annual Fire Pump Service Annual fire pump service shall meet or exceed and be inspected in
accordance will NFPA 1911 Standard for the Inspection, Maintenance, Testing, and
Retirement of In-Service Automotive Fire Apparatus current edition and be serviced and
inspected to the manufacturer’s recommendations. All fire pumps are to be serviced and will
include the following:
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
• Check packing’s for leakage and adjust or replace packing’s, as needed.
• Check all discharges for leakage (under pressure).
• Check for leaks in all valves, drains, pipes, and fittings.
• Check that all intake strainers are present and in proper condition.
• Check that pump transfer valve is functional.
• Determine if the pressure relief control system is functioning properly.
• Check pump transmission oil level.
• Check primer operation with a dry vacuum test.
• Determine if all pressure gauges are displaying within 10 psi of actual pressure.
• Provide any additional equipment required to perform fire apparatus pump test.
2. Annual Aerial Service
Annual Aerial Service Annual shall meet or exceed and be inspected in accordance with
NFPA 1911 Standard for the Inspection, Maintenance, Testing, and Retirement of In-Service
Automotive Fire Apparatus current edition and be serviced and inspected to the
manufacturer’s recommendations. Non-Destructive Test must be performed annually,
according to manufacturer’s recommendations or as requested by the Fire Chief.
3. Annual Chassis and Fluid Service
Annual Chassis and Fluid Service shall meet or exceed and be inspected in accordance will
NFPA 1911 Standard for the Inspection, Maintenance, Testing, and Retirement of In-Service
Automotive Fire Apparatus current edition and be serviced and inspected to the
manufacturer’s recommendations. The Chassis and Fluid Services will include the following:
Oil change, replacing the oil filter, fuel, and water separator filters, coolant filter, checking
pH level of coolant, air intake filter (if needed), power steering filter, transmission service
and filter, differential oil change, checking and topping off all fluid levels, checking air dryer
system and replacing air dryer system filters (if needed), greasing entire chassis and
suspension.
VEHICLE REPAIR SERVICES
Vendors must be available to travel to our location to diagnose vehicle issues within two business
days of a request for service. Emergency repairs must be diagnosed within one business day. Due to
the nature of emergency services, it is vital that vehicles are repaired quickly and proficiently to
ensure the safety of our employees and efficiency of our agency. If additional parts or work are
required, the vendor must coordinate with the Fleet Officer and purchasing agent to ensure the
necessary estimates are provided and purchase orders are approved while completing repairs in a
timely manner. Estimates or Quotes must be provided before service can begin. A written estimate
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
for the parts or labor required for repair is required and all parts labor shall be approved in writing
only. A final invoice must be issued to the Fleet Officer at the conclusion of the repair.
SUBCONTRACTING
Any repairs that are unable to be completed (in extreme circumstances) and have to be
subcontracted to another vendor must be approved by the City of Orange Township Business
Administrator.
PERSONNEL
The vendor shall at all times maintain adequate staffing to provide quick and competent repairs. The bidder
should employ ASE truck technicians and / or EVT technicians depending on the type of services being
offered. Further the contractor should have competent management / supervision on site at all times. All
technicians, supervisors or shuttle drivers must possess the proper level CDL while road testing or
delivering any City of Orange Township Fire Truck(s).
LABOR
Each vendor will ensure that technician skill and training levels match the tasks assigned. Vendor will
submit a brief synopsis describing labor billing practices. The synopsis should indicate if standard labor
time guidelines will be used for billing. Regardless of billing systems used all labor billing should be fair
and in keeping with industry standards.
TRAVEL TIME
Vendors must be available 24 hours, 7 days a week. Vendors that offer pickup and delivery services should
state such in their bid proposals and indicate the complete round trip cost.
It is understood that certain repairs will require troubleshooting, diagnostic time. The Fleet Officer must
be notified if troubleshooting will extend beyond a two hour period. The fire department at its discretion
may send a representative to the vendor’s location to discuss repair options.
WARRANTIES
Each vendor will state their normal parts and labor warranty coverage’s in this bid proposal. The vendor
shall submit warranty information for parts installed with the final invoice at the completion of the repair.
The repairs to City of Orange Township Fire Apparatus by the vendor shall not void current warranty
contracts.
PARTS
All parts supplied by the vendor for repairs under this contract will be new. The parts should be of the
same quality and specification as the OEM parts removed and required by the manufacturer. All parts
removed from City of Orange Township Fire Apparatus remain the property of the Township and should
be returned or retained until payment of the final billing invoice is received.
LUBRICANTS
All lubricants used will meet the manufactures recommendations for grade and viscosity. All fluid charges
will be for actual quantities used. Each invoice should identify brand, weight and grade.
REFERENCES
Each bidder will provide at least three (3) references, including contact person and telephone
number, for similar contracts completed within the last three years.
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
SECTION 5: BID SUBMISSION REQUIREMENTS
To be responsive, Bids must provide all requested information, and must be in strict conformance
with the instructions set forth herein. Bids and all related information must be bound, and signed
and acknowledged by the Respondent.
5.1
Bid media
Closed bids must be mailed to the attention of Nile Clements at 29 North Day Street Rm. 206,
Orange, N.J. 07050 by 11:00 a.m. prevailing time on May 16, 2024.
5.2
Bid format
To facilitate a timely and comprehensive evaluation of all submitted Bids, it is essential that all
Respondents adhere to the required response format. The City requires a standard format for all
Bids submitted to ensure that clear, concise and complete statements are available from each
Respondent in response to requirements. The required format is detailed in Section 3.
The City is not under any obligation to search for clarification through additional or unformatted
information submitted as a supplement to the formatted response. Where a Bid contains conflicting
information, the City at its option may either request clarification or may consider the information
unresponsive.
5.3
Bid length
The exact presentation and layout format of Bids is up to the discretion of the Respondent, however
a maximum length of 30 pages is strongly suggested.
7
5.4
Submission deadline
Bids must be received by the City no later than 11:00 a.m. prevailing time on May 16, 2024 and
Closed bids must be mailed to: Attention of: Nile Clements at 29 North Day Street, Orange, N.J.
07050.
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
SECTION 6: BID EVALUATION
The City's objective in soliciting Bids is to enable it to select a Respondent that will provide high
quality and cost effective services to the citizens of Orange Township. The City’s Administration
and Law Department will consider Bids only from Respondents that, in the City's sole judgment,
have demonstrated the capability and willingness to provide high quality services to the citizens of
the City in the manner described in this Request for Bids.
6.1
Evaluation methodology
Bids will be evaluated by the Administration and Law Department on the basis of which is the most
advantageous, and this evaluation will consider the following:
a.
Required Format
The extent to which the Bid includes the required sections (Title page, Table of contents, etc.).
b.
Appropriateness of proposed methodology
The extent to which the proposed methodology meets the City’s goals as described in Section 4 of
this Request for Bids. The degree to which specific activities and milestones are described will also
be evaluated.
Respondents should describe their methodology and explain how it will meet the City’s needs.
c.
Prior experience with similar cities
The City does not wish to overly educate its Consultants as to the workings (both operational and
statutory) of municipal government. As a result, Bids should reference of similar type experience.
d.
Cost
The winning Bid will not necessarily be that with the lowest cost, but that which provides the greatest
value to the City. Bids should provide detailed breakdowns on the cost components. Bids will be
evaluated on the detailed breakdown provided and whether pricing is appropriate to the project scope.
6.2
Final evaluation
The City will select the most advantageous Bid Statement based on all of the evaluation factors set
forth in this Request for Bid, and make the award in the best interest of the City. Each Bid must
satisfy the objectives and requirements detailed in this Request for Bid. The successful Respondent
shall be determined by an evaluation of the total content of the Bid Statement submitted. The City
shall not be obligated to explain the results of the evaluation process to any Respondent.
6.3
Contract award
A contract will be awarded to the lowest responsive and responsible bidder as set forth in
N.J.S.A.40A:11-2(27) and in accordance with New Jersey Pay-to-Play Law N.J.S.A 19:44A-20.5 et
seq.
The Municipal Council will vote to accept the Bid of a Respondent within sixty (60) days of the
receipt of Bids, except that the Bids of any Respondents, who consent thereto, may, at the request
of the City, be held for consideration for such longer period as may be agreed.
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
SECTION 7: GENERAL TERMS AND CONDITIONS
The following are general terms and conditions which may or may not be explained elsewhere in
this Request for Bids.
7.1
City’s right to reject
The City reserves the right to reject any or all Bids, if necessary, or to waive any informalities in the
Bids, and, unless otherwise specified by the Respondent, to accept any item, items or services in the
Bid should it be deemed in the best interest of the City.
7.2
Original/Authorized signatures
Each Bid and all required forms must be signed in ink by a person authorized to do so.
7.3
Delivery of Bids
Bids may be mailed consistent with the provisions of the legal notice to Respondents.
7.4
Affirmative Action requirements
See Next Page.
REQUIRED EVIDENCE
AFFIRMATIVE ACTION REGULATIONS
P.L. 1975, C. 127 (N.J.A.C. 17:27-3.2)
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
Before being awarded a contract, bidders are required to comply with the requirements of P.L. 1975, C.127, (N.J.A.C.
17:27-3.2). Within seven (7) days after receipt of the notification of intent to award the contract or receipt of the
contract, whichever is sooner, the contractor should present one of the following to the Purchasing Agent:
1.
A photocopy of a valid letter from the U.S. Department of Labor that the contractor has an existing federally
approved or sanctioned Affirmative Action Plan (good for one year from the date of the letter);
OR
2.
A photocopy of approved Certificate of Employee Information Report issued in accordance with N.J.A.C.
17:24-4;
OR
3.
An initial Employee Information Report (Form AA302) provided by the Affirmative Action Office and
completed by the bidder in accordance with N.J.A.C.17:27-4; OR
4.
All successful construction contractors must submit within three days of the signing of the contract an Initial
Project Workforce Report (AA201) for any contract award that meets or exceeds the Public Agency bidding
threshold (available upon request) in accordance with N.J.A.C.17:27-7.
NO FIRM MAY BE ISSUED A CONTRACT UNLESS IT COMPLIES WITH THE AFFIRMATIVE ACTION
REGULATIONS OF P.L. 1975, C.127.
The following questions must be answered by all bidders:
1.
Do you have a federally-approved or sanctioned Affirmative Action Program?
Yes____________
No____________
If yes, please submit a copy of such approval
2.
Do you have a Certificate of Employee Information Report Approval?
Yes____________ No____________
If yes, please submit a copy of such certificate
The undersigned contractor certifies that he is aware of the commitment to comply with the requirements of P.L. 1975,
C.127 and agrees to furnish the required documentation pursuant to the law.
Company: ____________________________
Signature: _________________________
Title: __________________________
The Respondents attention is also called to Exhibit A and Exhibit B of this document which contains
the required information and forms.
Nile Clements
Qualified
Purchasing
Agent
29 North Day Street
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
Rm. 206
Orange, NJ 07050
Tel. (973) 952-6113
E-mail Address: nclements@orangenj.gov
7.5
Business Registration Certificate
P.L. 2004, c. 57 (Chapter 57) amends and supplements the business registration provisions of
N.J.S.A. 52:32-44 which impose certain requirements upon a business competing for or entering into
a contract with a local contracting agency whose contracting activities are subject to the requirements
of the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.).
Consultants are required to comply with the requirements of P.L. 2004, c. 57 (Chapter 57) which
include submitting a copy of their Business Registration Certificate (BRC), issued by the NJ
Department of the Treasury.
7.6
Indemnification
The Vendor, if awarded the contract, agrees to protect, defend, indemnify and save harmless the
City against damage for payment for the use of any patented material, process, article or device that
may enter into the manufacture, construction or form a part of the work covered by either order or
contract, and further agrees to indemnify and save harmless the City from suits or actions of every
nature and description brought against it for, or on account of, any injuries or damages received or
sustained by any party or parties by, or from, any of the acts of the contractor, its servants or agents.
7.7
Termination
Should a dispute arise, and if, after a good faith effort at resolution, the dispute is not resolved,
either party may terminate the contract by providing 30 days written notice to the other party.
Notwithstanding the foregoing, the City reserves the right to cancel the contract at its convenience
by providing 30 days written notice to the Consultant.
SECTION 8: REQUIRED ADMINISTRATIVE FORMS
Please place the checklist and the required forms which follow at the front of your proposal to facilitate review
A.
Failure to submit the following documents is a mandatory cause for the bid to be rejected. (N.J.S.A.
40A:11-23.2)
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
Required with
Initial Each Item
Submission of Bid
Submitted with Bid
(Owner's checkmarks)
(Bidder's Initials)
A bid guarantee as required by N.J.S.A. 40A:11-21
A certificate from a surety company, pursuant to N.J.S.A. 40A:11-22
A statement of corporate ownership, pursuant to N.J.S.A. 52:25-24.2
A listing of subcontractors as required by N.J.S.A. 40A:11-16
If applicable, bidder's acknowledgement of receipt of any notice(s) or
revision(s) or addenda to an advertisement, specifications or bid
document
Public Works Contractor's Registration Act Certificate or copy of
application submitted in the last thirty (30) days
Business Certificate Registration all contractors seeking the reward of this
contract must be registered with the State of New Jersey pursuant to the
States Business Registration Act. A certificate showing proof of
registration must be included in all “bid proposals”.
Business Entity Disclosure Certification
“Pay-To-Play Law, pursuant to P.L. 2004, c.19 as amended by P.L. 2005,
c.51
B.
Failure to submit the following documents may be a cause for the bid to be rejected. (N.J.S.A.
40A:11-23.1b)
Required with
Initial Each Item
Required with
Initial Each Item
Submission of Bid
Submitted with Bid
Submission of Bid
Submitted with Bid
(Owner's Checkmarks)
(Bidder's Initials)
(Owner's checkmarks)
(Bidder's Initials)
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
Submission of a Non-Collusion
Affidavit (this form must be notarized)
Prevailing Wage Affidavit
Section II Technical Specification
With Bidder's compliance
Acknowledged and checked
Statement of Bidder’s
Qualifications, Experience and
Financial Ability
Affirmative Action Affidavit
Affidavit of Experience and
References
Hold Harmless Agreement
Affidavit of Bidder that he/she is
Not on the State of New Jersey's
List of Disbarred, Suspended or
Disqualified Vendors
Affirmative Action Questionnaire
List of five (5) completed
projects in last three years
Completed and signed proposal pages
Company’s Asbestos and/or Lead
Abatement Certification
SIGNATURE: The undersigned hereby acknowledges reading and has submitted the above listed
requirements
Name of Bidder: __________________________By Authorized Representative: _________________________
Signature: _______________________________Print Name and Title: _________________________________
Date: ___________________________________
NON COLLUSION AFFIDAVIT
State of New Jersey
County of ___________________
ss:
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
I, __________________________________ residing in ___________________________________
(Name of Affiant)
(Name of Municipality)
In the County of ___________________________and State of ___________________________ of full Age,
being duly sworn according to law on my oath depose and say that:
I am _______________________________ of the firm of _____________________________
_____________________________the bidder making this Proposal for the bid proposal entitled
_____________________________, and that I executed the said proposal with full authority to do
(Title of bid proposal)
So that said bidder has not, directly or indirectly entered into any agreement, participated in any collusion, or
otherwise taken any action in restraint of free, competitive bidding in connection with the above name project;
and that all statements contained in said proposal and in this affidavit are true and correct, and made with full
knowledge that the ________________________________ relies upon the
(Name of Contracting Unit)
truth of the statements contained in said proposal and in the statements contained in this affidavit in awarding the
contract for the said project.
I further warrant that no person or selling agency has been employed or retained to solicit or secure such contract
upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except bona fide
established commercial or selling agencies maintained by
________________________________________________.
Subscribed and sworn to
Before me this
___________________20_____
___________________________________________
Type or print name of affiant under signature
___________________________
Notary Public of
My Commission expires _____________________20_____
(NOTE: THIS FORM MUST BE COMPLETED, NOTARIZED AND RETURNED WITH
THIS PROPOSAL).
_
STOCKHOLDER DISCLOSURE CERTIFICATION
This Statement Shall Be Included with Bid Submission
NAME OF BUSINESS: ___________________________________________________________
CITY OF ORANGE TOWNSHIP, NJ
REQUEST FOR BIDS
DEPARTMENT: Administration
PURPOSE: Fire Apparatus Maintenance and Repair DUE DATE: May 16, 2024
□ I certify that the list below contains the names and home addresses of all stockholders holding 10% or
more of the issued and outstanding stock of the undersigned.
□ I certify that no one stockholder owns 10% or more of the issued and outstanding stock of the undersigned.
Check the box that represents the type of business organization:
□ Partnership
□ Corporation
□ Sole Proprietorship
□ Limited Partnership
□ Limited Liability Corporation
□ Limited Liability Partnership
□ Subchapter S Corporation
Sign and notarize the form below, and, if necessary, complete the stockholder list below
Stockholders:
Name: ______________________________
Name: __________________________
Home Address: ______________________
Home Address: ___________________
__________________________________
_______________________________
Name: ______________________________
Name: __________________________
Home Address: ______________________
Home Address: ___________________
__________________________________
_______________________________
Name: ______________________________
Name: __________________________
Home Address: ______________________
Home Address: ___________________
__________________________________
_______________________________
Subscribed and sworn before me this _____day of
______________________________
____________________, 20____
(Affiant)
(Notary Public) ______________________________ My
Commission expires: (Print Name & Title of Affiant)
(Corporate Seal)
(TO BE COMPLETED AND RETURNED WITH BID)
CITY OF ORANGE TOWNSHIP
ACKNOWLEDGMENT OF RECEIPT OF ADDENDA
The undersigned Bidder hereby acknowledges receipt of the following Addenda:
Addendum Number
Dated
________________
_______
________________
_______
________________
_______
________________
_______
Acknowledged for: ___________________________
(Name of Bidder)
By: ________________________________________________
(Signature of Authorized Representative)
Name: _____________________________________
Title: ______________________________________
(TO BE COMPLETED AND RETURNED WITH BID)
HOLD HARMLESS AGREEMENT
Between
The City of Orange Township
29 North Day Street
Orange, New Jersey 07050
And
________________________________
(Contractor)
________________________________
Address (not a post office box)
________________________________
Telephone No. & Fax No.
It is understood and agreed the Contractor is;
1.
An independent Contractor and is not an employee of the City of Orange Township.
2.
The Contractor agrees to indemnify and hold harmless the City of Orange Township, the Council of the City of
Orange Township, and all of its officers, agents and employees of and from any and all liability for damages for
injury to person and property, including death, and against and from all suits and actions and all costs, damages and
changes of whatsoever kind and nature, including attorney's fees to which the Township may be put for or on
account of any injury or alleged injury to person, including death, or property, resulting from the performance of the
Contractor's operations under this Contract, or by or in consequence of any neglect or omission of the part of the
Contractor in the performance of operations under this Contract, whether such operations, or the absence thereof, be
by the Contractor or anyone directly or indirectly employed by the Contractor.
3.
The Contractor shall hold the City of Orange Township harmless for damages to the Contractor's equipment utilized
during the term of this Contract.
4.
The Contractor agrees to provide a certificate of insurance specifically naming the City of Orange Township as an
additional named insured, providing general liability, bodily injury and property damage coverage with minimum
limits of liability not less than $500,000.00.
Signed this ________ day of ________________________ 20_____
___________________________________
Name of Bidder
___________________________________
Authorized signature and title
___________________________________
Print - Authorized signature and title
Subscribed and sworn to
Before me this ________ day of
__________________________
__________________________
Signature of Notary
My Commission expires _________________ 20_____
CERTIFICATE OF REGISTRATION
(P.L. 1999, C.238)
To:
Re:
I.
Pursuant to P.L. 1999, c.238, et al., specifically, P.L. 2003, c.91, N.J.S.A. 34:11-56.51, all Bidders are
required to be registered by the New Jersey Department of Labor at the time bids are received by the Project
Owner pursuant to the Public Works Contractor Registration Act.*
II.
No bidder shall list a subcontractor in a Bid Proposal for the contract unless the subcontractor is registered
pursuant to P.L. 1999, c. 238 at the time of bid is made.
III.
No contractor or subcontractor shall engage in the performance of any public work subject to the contract,
unless the contractor or subcontractor is registered pursuant to the Act.
IV.
Each contractor shall, after the bid is made and prior to the award of the contract, submit to the Project
Owner the certificates of registration for the bidder and all subcontractors listed in the Bid Proposal.
*Any bidder who is not registered pursuant to the Act at the time bids are received shall be automatically disqualified
and the bid shall be rejected.
EXHIBIT A
MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE
N.J.S.A. 10:5-31 et seq. (P.L. 1975, C. 127)
N.J.A.C. 17:27
GOODS, PROFESSIONAL SERVICE AND GENERAL SERVICE CONTRACTS
During the performance of this contract, the contractor agrees as follows:
The contractor or subcontractor, where applicable, will not discriminate against any employee
or applicant for employment because of age, race, creed, color, national origin, ancestry, marital
status, affectional or sexual orientation, gender identity or expression, disability, nationality or
sex. Except with respect to affectional or sexual orientation and gender identity or expression,
the contractor will ensure that equal employment opportunity is afforded to such applicants in
recruitment and Employment, and that employees are treated during employment, without
regard to their age, race, creed, color, national origin, ancestry, marital status, affectional or
sexual orientation, gender identity or expression, disability, nationality or sex. Such equal
employment opportunity shall include, but not be limited to the following: employment,
upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination;
rates of pay or other forms of compensation; and selection for training, including
apprenticeship. The contractor agrees to post in conspicuous places, available to employees
and applicants for employment, notices to be provided by the Public Agency Compliance
Officer setting forth provisions of this nondiscrimination clause.
The contractor or subcontractor, where applicable will, in all solicitations or advertisements
for employees placed by or on behalf of the contractor, state that all qualified applicants will
receive consideration for employment without regard to age, race, creed, color, national origin,
ancestry, marital status, affectional or sexual orientation, gender identity or expression,
disability, nationality or sex.
The contractor or subcontractor will send to each labor union, with which it has a collective
bargaining agreement, a notice, to be provided by the agency contracting officer, advising the
labor union of the contractor's commitments under this chapter and shall post copies of the
notice in conspicuous places available to employees and applicants for employment.
The contractor or subcontractor, where applicable, agrees to comply with any regulations
promulgated by the Treasurer pursuant to N.J.S.A. 10:5-31 et seq., as amended and
supplemented from time to time and the Americans with Disabilities Act.
The contractor or subcontractor agrees to make good faith efforts to meet targeted county
employment goals established in accordance with N.J.A.C. l7:27‑5.2.
The contractor or subcontractor agrees to inform in writing its appropriate recruitment agencies
including, but not limited to, employment agencies, placement bureaus, colleges, universities,
and labor unions, that it does not discriminate on the basis of age, race, creed, color, national
origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression,
disability, nationality or sex, and that it will discontinue the use of any recruitment agency
which engages in direct or indirect discriminatory practices.
.
The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to
assure that all personnel testing conforms with the principles of job‑related testing, as
established by the statutes and court decisions of the State of New Jersey and as established
by applicable Federal law and applicable Federal court decisions. In conforming with the
targeted employment goals, the contractor or subcontractor agrees to review all procedures
relating to transfer, upgrading, downgrading and layoff to ensure that all such actions are
taken without regard to age, race, creed, color, national origin, ancestry, marital status,
affectional or sexual orientation, gender identity or expression, disability, nationality or sex,
consistent with the statutes and court decisions of the State of New Jersey, and applicable
Federal law and applicable Federal court decisions.
The contractor shall submit to the public agency, after notification of award but prior to execution
of a goods and services contract, one of the following three documents:
Letter of Federal Affirmative Action Plan Approval
Certificate of Employee Information Report
Employee Information Report Form AA302 (electronically provided by the Division and
distributed to the public agency through the Division’s website at
www.state.nj.us/treasury/contract_compliance)
The contractor and its subcontractors shall furnish such reports or other documents to the
Division of Public Contracts Equal Employment Opportunity Compliance as may be requested
by the office from time to time in order to carry out the purposes of these regulations, and public
agencies shall furnish such information as may be requested by the Division of Public Contracts
Equal Employment Opportunity Compliance for conducting a compliance investigation
pursuant to Subchapter 10 of the Administrative Code at N.J.A.C. 17:27.
Vendor Signature:
Date:
Tel No:
REQUIRED EVIDENCE
AFFIRMATIVE ACTION REGULATIONS
P.L. 1975, C. 127 (N.J.A.C. 17:27-3.2)
Before being awarded a contract, bidders are required to comply with the requirements of P.L.
1975, C.127, (N.J.A.C. 17:27-3.2). Within seven (7) days after receipt of the notification of
intent to award the contract or receipt of the contract, whichever is sooner, the contractor
should present one of the following to the Contact Person:
1.
A photocopy of a valid letter from the U.S. Department of Labor that the contractor has
an existing federally-approved or sanctioned Affirmative Action Plan (good for one year from
the date of the letter);
OR
2.
A photocopy of approved Certificate of Employee Information Report issued in
accordance with N.J.A.C. 17:24-4;
OR
3.
An initial Employee Information Report (Form AA302) provided by the Affirmative
Action Office and completed by the bidder in accordance with N.J.A.C.17:27-4;
OR
4.
All successful construction contractors must submit within three days of the signing of
the contract an Initial Project Workforce Report (AA201) for any contract award that meets or
exceeds the Public Agency bidding threshold (available upon request) in accordance with
N.J.A.C.17:27-7.
NO FIRM MAY BE ISSUED A CONTRACT UNLESS IT COMPLIES WITH THE AFFIRMATIVE
ACTION REGULATIONS OF P.L. 1975, C.127.
The following questions must be answered by all bidders:
1. Do you have a federally-approved or sanctioned Affirmative Action Program?
Yes
No
If yes, please submit a copy of such approval
2. Do you have a Certificate of Employee Information Report Approval?
Yes
No
If yes, please submit a copy of such certificate
The undersigned contractor certifies that he is aware of the commitment to comply with the
requirements of P.L. 1975, C.127 and agrees to furnish the required documentation pursuant
to the law.
Company:
Signature:
Title:
AMERICANS WITH DISABILITIES ACT OF 1990
Equal Opportunity for Individuals with Disability
The contractor and the of (hereafter "owner") do hereby agree that the provisions of Tile 11
of the Americans With Disabilities Act of 1990 (the "Act") (42 U.S.C.Sl21 O1 et seq.),
which prohibits discrimination on the basis of disability by public entities in all services,
programs, and activities provided or made available by public entities, and the rules and
regulations promulgated pursuant there unto, are made part of this contract. In providing
any aid, benefit, or service on behalf of the owner pursuant to this contract, thec6ntractor
agrees that the performances shall be in strict compliance with the Act. In the event that the
contractor, its agents, servants, employees, or subcontractors violates or are alleged to have
violated the Act during the performance of this contract, the contractor shall defend the
owner in any action or administrative proceeding commenced pursuant to this Act. The
contractor shall indemnify, protect, and save harmless the owner, its agents, servants, and
employees from and against any and all suits, claims, losses, demands, or damages, of
whatever kind or nature arising out of or claimed to arise out of the alleged violation. The
contractor shall, at its own expense, appear, defend, and pay any and all charges for legal
services and any and all costs and other expenses arising from such action or admlnistrati.ve
proceeding or incurred in connection therewith. In any and all complaints brought pursuant
to the owner's grievance procedure, the contractor agrees to abide by any decision of the
owner which is rendered pursuant to said grievance procedure. If any action or
administrative proceeding results in an award of damages against the owner, or if the owner
incurs any expenses to cure a violation of the ADA which has been brought pursuant to its
grievance procedure, the contractor shall satisfy and discharge the same at its own expense.
The owner shall, as soon as practicable after a claim has been made against it, give written
notice thereof to the contractor along with full and complete particulars of the claim. If any
action or administrative proceeding is brought against the owner or any of its agents, servants
and employees, the owner shall expeditiously forward or have forwarded to the contractor
every demand, complaint, notice summons, pleading, or other process received by the owner
or its representatives.
It is expressly agreed and understood that any approval by the owner of the services provided
by the contractor pursuant to this contract will not relieve the contractor of the obligation to
comply with the Act and to defend, indemnify, protect, and save harmless the owner
pursuant to this paragraph:
Itis further agreed and understood that the owner assumes no obligation to indemnify or save
harmless the contractor, its agents, servants, employees and subcontractors for any claim
which may arise out of their performance of this Agreement. Furthermore, the contractor
expressly understands and agrees that the provisions of this indemnification shall in no-way
limit the contractor's obligations assumed in this Agreement, nor shall they .be construed to
relieve the contractor from any liability nor preclude the owner from taking any other actions
available to it under any other provisions of the Agreement or otherwise at law.
Representative
Name/Title: _____________________________________
PRINT
Representative's Signature: _________________________
Name of Company: __________________________
Telephone No.: ________________________
EXHIBIT B
BUSINESS REGISTRATION CERTIFICATE (BRC)
CERTIFICATE OF REGISTRATION (P.L. 1999, C.238)
To:
PROSPECTIVE BIDDERS
Re:
NEW JERSEY BUSINESS REGISTRATION CERTIFICATE
I. Pursuant to P.L. 1999, c.238, et al., specifically, P.L. 2003, c.91, N.J.S.A. 34:11-56.51, all
Bidders are required to be registered by the New Jersey Department of Labor at the time bids are
received by the Project Owner pursuant to the Public Works Contractor Registration Act. *
II.
No bidder shall list a subcontractor in a Bid Proposal for the contract unless the
subcontractor is registered pursuant to P.L. 1999, c. 238 at the time of bid is made.
III.
No contractor or subcontractor shall engage in the performance of any public work subject
to the contract, unless the contractor or subcontractor is registered pursuant to the Act.
IV.
Each contractor shall, after the bid is made and prior to the award of the contract, submit
to the Project Owner the certificates of registration for the bidder and all subcontractors listed in
the Bid Proposal.
*Any bidder who is not registered pursuant to the Act at the time bids are received shall be
automatically disqualified and the bid shall be rejected.
RENEWAL PACKAGE
FOR CERTIFICATE
OF EMPLOYEE
INFORMATION
REPORT
INSTRUCTIONS FOR COMPLETING THE
EMPLOYEE INFORMATION REPORT (FORM AA302)
IMPORTANT: READ THE FOLLOWING INSTRUCTIONS CAREFULLY BEFORE
COMPLETING THE FORM. PRINT OR TYPE ALL INFORMATION. FAILURE TO PROPERLY
COMPLETE THE ENTIRE FORM AND TO SUBMIT THE REQUIRED $150.00 NON-
REFUNDABLE FEE MAY DELAY ISSUANCE OF YOUR CERTIFICATE. IF YOU HAVE A
CURRENT CERTIFICATE OF EMPLOYEE INFORMATION REPORT, DO NOT
COMPLETE THIS FORM UNLESS YOUR ARE RENEWING A CERTIFICATE THAT IS
DUE FOR EXPIRATION. DO NOT COMPLETE THIS FORM FOR CONSTRUCTION
CONTRACT AWARDS.
ITEM 1 - Enter the Federal Identification Number assigned by the Internal Revenue Service, or if a
Federal Employer Identification Number has been applied for, or if your business is such that you have
not or will not receive a Federal Employer Identification Number, enter the Social Security Number of
the owner or of one partner, in the case of a partnership.
ITEM 2 - Check the box appropriate to your TYPE OF BUSINESS. If you are engaged in more than
one type of business check the predominate one. If you are a manufacturer deriving more than 50% of
your receipts from your own retail outlets, check “Retail”.
ITEM 3 - Enter the total “number” of employees in the entire company, including part-time
employees. This number shall include all facilities in the entire firm or corporation.
ITEM 4 - Enter the name by which the company is identified. If there is more than one company
name, enter the predominate one.
ITEM 5 - Enter the physical location of the company. Include City, County, State and Zip Code.
ITEM 6 - Enter the name of any parent or affiliated company including the City, County, State and Zip
Code. If there is none, so indicate by entering “None” or N/A.
ITEM 7 - Check the box appropriate to your type of company establishment. “Single-establishment
Employer” shall include an employer whose business is conducted at only one physical location.
“Multi-establishment Employer” shall include an employer whose business is conducted at more than
one location.
ITEM 8 - If “Multi-establishment” was entered in item 8, enter the number of establishments within the
State of New Jersey.
ITEM 9 - Enter the total number of employees at the establishment being awarded the contract.
ITEM 10 - Enter the name of the Public Agency awarding the contract. Include City, County, State
and Zip Code. This is not applicable if you are renewing a current Certificate.
ITEM 11 - Enter the appropriate figures on all lines and in all columns. THIS SHALL ONLY
INCLUDE EMPLOYMENT DATA FROM THE FACILITY THAT IS BEING AWARDED THE
CONTRACT. DO NOT list the same employee in more than one job category. DO NOT attach an
EEO-1 Report.
Racial/Ethnic Groups will be defined:
Black: Not of Hispanic origin. Persons having origin in any of the Black racial groups of Africa.
Hispanic: Persons of Mexican, Puerto Rican, Cuban, or Central or South American or other
Spanish culture or origin, regardless of race.
American Indian or Alaskan Native: Persons having origins in any of the original peoples of North
America, and who maintain cultural identification through tribal affiliation or community recognition.
Asian or Pacific Islander: Persons having origin in any of the original peoples of the Far East,
Southeast Asia, the Indian Sub-continent or the Pacific Islands. This area includes for example, China,
Japan, Korea, the Philippine Islands and Samoa.
Non-Minority: Any Persons not identified in any of the aforementioned Racial/Ethnic Groups.
ITEM 12 - Check the appropriate box. If the race or ethnic group information was not obtained by 1
or 2, specify by what other means this was done in 3.
ITEM 13 - Enter the dates of the payroll period used to prepare the employment data presented in Item 12.
ITEM 14 - If this is the first time an Employee Information Report has been submitted for this
company, check block “Yes”.
ITEM 15 - If the answer to Item 14 is “No”, enter the date when the last Employee Information Report
was submitted by this company.
ITEM 16 - Print or type the name of the person completing the form. Include the signature, title and date.
ITEM 17 - Enter the physical location where the form is being completed. Include City, State, Zip
Code and Phone Number.
TYPE OR PRINT IN SHARP BALL POINT PEN
THE VENDOR IS TO COMPLETE THE EMPLOYEE INFORMATION REPORT FORM (AA302)
AND RETAIN A COPY FOR THE VENDOR’S OWN FILES. THE VENDOR SHOULD ALSO
SUBMIT A COPY TO THE PUBLIC AGENCY AWARDING THE CONTRACT IF THIS IS YOUR
FIRST REPORT; AND FORWARD ONE COPY WITH A CHECK IN THE AMOUNT
OF $150.00 PAYABLE TO THE TREASURER, STATE OF NEW JERSEY (FEE IS
NON- REFUNDABLE) TO:
NJ Department of the Treasury
Division of Purchase & Property Contract Compliance Audit Unit EEO Monitoring Program
P.O. Box 206
Trenton, New Jersey 08625-0206 Telephone No. (609) 292-5473
DEPARTMENT OF THE TREASURY
DIVISION OF PURCHASING & PROPERTY
CONTRACT COMPLIANCE AUDIT UNIT
EEO MONITORING PROGRAM
P.O. BOX 206
TRENTON, N.J. 08620-0206
ISSUANCE OF CERTIFICATE OF
EMPLOYEE INFORMATION REPORT
Enclosed is your Certificate of Employee Information Report (hereinafter referred to as the
“Certificate" and issued based on the Employee Information Report (AA-302) form completed by a
representative of your company or firm. Immediately upon receipt, this certificate should be forwarded to the"
person in your company or firm responsible for ensuring equal employment opportunity and/or overseeing the
company or firm's contracts with public agencies. Typically, this person may be your company or firm's
Human Resources Manager, Equal Employment Opportunity Officer or Contract Administrator. If you do not
know to whom the certificate should be forward, kindly forward it to the head of your company or firm. Copies
of the certificate should also be distributed to all facilities of your company or firm who engage in bidding on
public contracts in New Jersey and who use the same federal identification number and company name. The
certificate should be retained in your records until the date it expires. This is very important since a request for
a duplicate/replacement certificate will result in a $75.00 fee.
On future successful bids on public contracts, your company or firm must present a photocopy of the
certificate to the public agency awarding the contract after notification of the award but prior to execution of
goods and services or professional services contract. Failure to present the certificate within the time limits
prescribed may result in the awarded contract being rescinded in accordance with N.J.A.C. 17:274.3b.
Please be advised that this certificate has been approved only for the time periods stated on the
certificate. As early as ninety (90) days prior to its expiration, the Division will forward a renewal notification.
Upon the Division's receipt of a properly completed renewal application and $150.00 application fee, it will
issue a renewal certificate. In addition, representatives from the Division may conduct periodic visits and/or
request additional information to monitor and evaluate the· continued equal employment opportunity
compliance of your company or firm. Moreover, the Division may provide your company or firm with
technical assistance, as required. Please be sure to notify the Division immediately if your company's federal
identification number, name or address changes.
If you have any questions, please call (609) 292-5473 and a representative will be available to
assist you. · ·
Enclosure(s) (AA-01 Rev. 11/11)
New Jersey ls an Equal Opportunity Employer • Printed on Recycled and Recyclable Paper
BUSINESS ENTITY DISCLOSURE CERTIFICATION
FOR NON-FAIR AND OPEN CONTRACTS
ELIZABETH MAHER MUOIO
State Treasurer
PHIL MURPHY
Governor
TAHESHA WAY
Lt. Governor
Required Pursuant To N.J.S.A. 19:44A-20.8
CITY OF ORANGE TOWNSHIP, NEW JERSEY
The following is statutory text related to the terms and citations used in the Business Entity Disclosure Certification
form.
“Local Unit Pay-To-Play Law” (P.L. 2004, c.19, as amended by P.L. 2005, c.51)
19:44A-20.6 Certain contributions deemed as contributions by business entity.
5.
When a business entity is a natural person, a contribution by that person's spouse or child, residing therewith,
shall be deemed to be a contribution by the business entity. When a business entity is other than a natural person, a
contribution by any person or other business entity having an interest therein shall be deemed to be a contribution by
the business entity.
19:44A-20.7 Definitions relative to certain campaign contributions.
6.
As used in sections 2 through 12 of this act: “business entity" means any natural or legal person, business
corporation, professional services corporation, limited liability company, partnership, limited partnership, business
trust, association or any other legal commercial entity organized under the laws of this State or of any other state or
foreign jurisdiction; “interest" means the ownership or control of more than 10% of the profits or assets of a business
entity or 10% of the stock in the case of a business entity that is a corporation for profit, as appropriate;
Temporary and Executing
12. Nothing contained in this act shall be construed as affecting the eligibility of any business entity to perform a
public contract because that entity made a contribution to any committee during the one-year period immediately
preceding the effective date of this act.
~~~~~~~~~~~~~~~~~~~~~
The New Jersey Campaign Contributions and Expenditures Reporting Act (N.J.S.A. 19:44A-1 et seq.)
19:44A-3 Definitions. In pertinent part…
p. The term "political party committee" means the State committee of a political party, as organized pursuant to
R.S.19:5-4, any county committee of a political party, as organized pursuant to R.S.19:5-3, or any municipal
committee of a political party, as organized pursuant to R.S.19:5-2.
q. The term "candidate committee" means a committee established pursuant to subsection a. of section 9 of
P.L.1973, c.83 (C.19:44A-9) for the purpose of receiving contributions and making expenditures.
r. the term "joint candidates committee" means a committee established pursuant to subsection a. of section 9 of
P.L.1973, c.83 (C.19:44A-9) by at least two candidates for the same elective public offices in the same election in
a legislative district, county, municipality or school district, but not more candidates than the total number of the
same elective public offices to be filled in that election, for the purpose of receiving contributions and making
expenditures. For the purpose of this subsection: …; the offices of member of the board of chosen freeholders and
county executive shall be deemed to be the same elective public offices in a county; and the offices of mayor and
member of the municipal governing body shall be deemed to be the same elective public offices in a municipality.
19:44A-8 and 16 Contributions, expenditures, reports, requirements.
While the provisions of this section are too extensive to reprint here, the following is deemed to be the pertinent
part affecting amounts of contributions:
“The $300 limit established in this subsection shall remain as stated in this subsection without further adjustment
by the commission in the manner prescribed by section 22 of P.L.1993, c.65 (C.19:44A-7.2)
BUSINESS ENTITY DISCLOSURE CERTIFICATION
FOR NON-FAIR AND OPEN CONTRACTS
Required Pursuant To N.J.S.A. 19:44A-20.8
CITY OF ORANGE TOWNSHIP, NEW JERSEY
Part I – Vendor Affirmation
The undersigned, being authorized and knowledgeable of the circumstances, does hereby certify that
(Contractor) has not made and will not make any reportable contributions pursuant to N.J.S.A. 19:44A-1 et seq. that,
pursuant to P.L. 2004, c. 19 would bar the award of this contract in the one-year period preceding the date of
reorganization to any of the following named candidate committee, joint candidates committee; or political party
committee representing the elected officials of the CITY OF ORANGE TOWNSHIP as defined pursuant to N.J.S.A.
19:44A-3(p), (q) and (r).
Dwayne D. Warren
Kerry J. Coley
Tency A. Eason
Quantavia Hilbert
Weldon M. Montague, III
Clifford R. Ross
Jamie Summers-Johnson
Adrienne Wooten
Part II – Ownership Disclosure Certification
I certify that the list below contains the names and home addresses of all owners holding 10% or more of the issued and
outstanding stock of the undersigned.
Check the box that represents the type of business entity:
Partnership Corporation Sole Proprietorship Subchapter S Corporation
Limited Partnership Limited Liability Corporation Limited Liability Partnership
Name of Stock or Shareholder
Home Address
Part 3 – Signature and Attestation:
The undersigned is fully aware that if I have misrepresented in whole or part this affirmation and certification, I and/or the
business entity, will be liable for any penalty permitted under law.
Name of Business Entity:
Signed: Title:
Print Name: Date:
(Print name & title of affiant) (Corporate Seal) My
Commission expires:
Subscribed and sworn before me the _________________________________________________
day of _____________, 20 . (Affiant)
_____________________________________________________________________________
(Print name & title of affiant) (Corporate Seal)
My Commission expires:
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First Discovered
Mar 31, 2026
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