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2024 Public Record Request Management System
BID #: 100
ISSUED: 2/15/2024
DUE: 2/29/2024
VALUE: $17,500
100
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Executive Summary
The Township of East Brunswick is seeking quotations for a Public Record Request Management System. The system should facilitate the electronic maintenance and tracking of OPRA requests submitted and maintained by the Township's Clerk's Office and the Police Department. Key requirements include the ability to manage OPRA requests electronically, automatically maintain a list of open and closed requests, calculate due dates, disseminate requests to various departments, store files in different formats, and provide redaction capabilities. The system must comply with the New Jersey Open Public Records Act, Daniel’s Law, and other relevant state laws.
Quotes must be received by Tamar Lawful, Municipal Clerk, via email, mail, or hand delivery by February 29, 2024, at 11:00 A.M. The contract period shall be for two (2) years, commencing from the date the contract was awarded. Vendors must provide proof of New Jersey Business Registration and complete a W-9 form prior to contract award.
Quotations will be evaluated based on price and other factors, including experience, technical expertise, knowledge of the Township, availability, and creative vision.
Web Content
Bid Postings • 2024 Public Record Request Management System Skip to Main Content Home Contact Us Accessibility Site Map /QuickLinks.aspx About EB Community Departments Government Recreation & Parks Public Safety Search Township Home Page Recreation & Parks Public Safety Township Clerk Home Bid Postings Print Sign up to receive a text message or email when new bids are added! Print Bid Title: 2024 Public Record Request Management System Category: Request for Quotes Status: Closed Publication Date/Time: 2/15/2024 10:00 AM Closing Date/Time: 2/29/2024 11:00 AM Related Documents: RFQ Specifications - Public Record Request Management System Return To Main Bid Postings Page Live Edit Legal Notices & Public Documents Recreation & Parks Registration Solid Waste & Recycling Taxes, Utilities & Online Payments EB Codebook Ice Arena Contact Us East Brunswick Municipal Building 1 Jean Walling Civic Center Drive | East Brunswick, NJ 08816 Phone Directory | Email Home Contact Us Accessibility Site Map /QuickLinks.aspx Quick Links Bid Opportunities OPRA Requests Job Vacancies CivicReady Alerts Public Documents & Legal Notices /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: RFQ Specifications - Public Record Request Management System ---
Page 1 of 16
Township of East Brunswick Phone: (732) 390-6850
1 Civic Center Drive Fax: (732) 238-8848
East Brunswick, New Jersey 08816-1081 www.eastbrunswick.org
TOWNSHIP OF EAST BRUNSWICK
REQUEST FOR QUOTATION
PUBLIC RECORD REQUEST
MANAGEMENT SYSTEM
____________________________________
QUOTE DEADLINE DATE: FEBRUARY 29, 2024, 11:00 A.M.
FAIR AND OPEN PROCESS IN ACCORDANCE WITH
N.J.S.A. 19:44A-20.4 et seq.
Page 2 of 16
A. PROJECT BACKGROUND:
The Township of East Brunswick (“Township”) wishes to purchase a Public Record Request
Management System to facilitate the electronic maintenance and tracking of OPRA requests for
the Township, submitted and maintained through the by the Township’s Clerk’s Office and the
Police Department.
Quotes must be received by the Township’s Designated Contact Person, via email, mail, or hand
delivery, by 11:00 a.m. prevailing time on February 29, 2024. Quotes received after 11:00 a.m. on
the Deadline Date will not be considered.
Designated Contact Person:
Email: tlawful@eastbrunswick.org
Tamar Lawful, Municipal Clerk
Township of East Brunswick
1 Jean Walling Civic Center Drive
East Brunswick, NJ 08816-1081
It is the Contractor’s obligation to examine and familiarize themselves with all the requirements
of this Request for Quotation prior to submitting a proposal.
B. SCOPE OF WORK:
The Township is issuing this request for quotation via a fair and open process in accordance with N.J.S.A.
19:44A-20.4 et seq.
The Township seeks a public record request management system to electronically manage OPRA requests,
automatically and adequately maintain a list of all open and closed requests, properly identify new and
pending requests, automatically calculate due dates, identify when an extension is requested, have the
ability to disseminate requests to various departments, and maintain, upload, and store files of different
sizes and formats (pdf, excel, word, video, audio, paper, etc.). The system must have redaction capability
and the capability to allow administrative users to search for requests.
The system must be compliant with the New Jersey Open Public Records Act N.J.S.A. 47:1A-1 et seq.,
Daniel’s Law, and any other New Jersey law that governs access to public records.
C. QUALIFICATIONS:
The Township seeks responses from experienced, professional, and reputable firms in the field. Customer
service must be available during regular business hours at no additional cost to provide assistance should
the department encounter technical issues. The product must support the Township’s IT security
requirements as outlined below:
Security Requirements:
Multi-factor Authentication
Encryption in Transit and at Rest
Password Complexity
Document Retention
User Access Controls
Comprehensive Audit Logs
Single Sign-on
(Azure Integration)
Software as a service
(Cloud-based)
Page 3 of 16
D. FAIR AND OPEN CRITERIA:
STANDARDIZED SUBMISSION REQUIREMENTS & SELECTION CRITERIA
1. The solicitation of qualifications for any contract to be determined in excess of $17,500, and for
which a bid solicitation shall not be required under the Local Public Contracts Law shall be
advertised by the Township on the Township website at least ten (10) days prior to the date set for
the receipt of said quote. The published notice shall set forth a description of the requested goods
or services, the time, date and place that proposals must be submitted, the contact information for
obtaining a proposal document, and a statement that the proposals are being solicited through the
fair and open process, in accordance with N.J.S.A. 19:44A-20.4 et seq.
2. The Township shall review the responses to the request for quotes and appoint or award a contract
to a business entity for the goods or services advertised subsequent to such review. Contracts
awarded under this process shall be publicly announced and awarded. The resolution awarding the
contract shall state that the contract was awarded after a fair and open process and shall state the
number of responses received.
3. Contracts subject to the fair and open process delineated herein are subject to additional
Requirements and any other applicable laws including, but not limited to, the Local Public
Contracts Law.
E. SELECTION CRITERIA:
Quotations will be evaluated on the basis of the most advantageous, price and other factors considered. The
evaluation will consider:
a. Experience, technical expertise, professional execution and reputation in the field;
b. Knowledge of the Township of East Brunswick and the subject matter to be addressed under the
contract;
c. Availability to accommodate any required meetings of the Township and the ability to work well
with the Township;
d. Compensation proposal;
e. Other factors if demonstrated to be in the best interest of the Township of East Brunswick;
f. Creative vision, display impact, appreciation and respect for the program.
F.
INSURANCE REQUIREMENTS:
1. Indemnification
The contractor agrees to indemnify and save harmless the Township, its officers, agents and employees,
hereinafter referred to as indemnitees, from all suits, including attorney’s fees and costs of litigation,
actions, loss damage, expense, cost of claims, of any character or on account of any act, claim or amount
arising or recovered under Worker’s Compensation law, or arising out of failure of the Contractor or those
acting under Contractor to conform to any statutes, ordinances, regulations, law or court decree. It is the
intent of the parties to this contract that the indemnities shall, in all instances, except for loss or damage
resulting from the sole negligence of the indemnitee, be indemnified against all liability, loss or damage of
any nature whatsoever.
Page 4 of 16
2. Insurance Requirements:
A. Worker’s Compensation and Employer’s Liability Insurance
This insurance shall be maintained in full force during the life of this contract by the contractor covering
all employees engaged in performance of this contract pursuant to N.J.S.A. 34:15-12(a) and N.J.A.C.
12:235-1.6. Minimum Employer’s Liability $1,000,000.00.
B. General Liability Insurance
This insurance shall have limits of not less than $3,000,000.00 any one person and $3,000,000.00 any
one accident for bodily injury and $3,000,000.00 aggregate for property damage and shall be
maintained in force during the life of the contract.
C. Automobile Liability Insurance
This insurance covering contractor for claims arising from owned, hired and non-owned vehicles with
limits of not less than $3,000,000.00 any one person and $3,000,000.00 any one accident for bodily
injury and $3,000,000.00 each accident for property damage, shall be maintained in force during the
life of this contract by the contractor.
D. Professional Liability/Malpractice Insurance Policy (if applicable)
Coverage in the amount of $2,000,000.00/occurrence, $4,000,000.00 aggregate and assurance that each
such policy for each staff member remains full and in effect while providing services for Township.
The contractor shall provide the Township with a Certificate of Insurance naming the Township of East
Brunswick as additionally insured, evidencing the existence of required insurance prior to the
commission of work. Rain Date shall also be shown on the description section of the Certificate of
Insurance. Said insurance must include coverage for complete operations, contractual insurance and
independent contractor or subcontractor insurance, where and if applicable.
E. Errors and Omissions Insurance
a. The contractor shall purchase and maintain during the entire period of this contract, errors and
omissions insurance that shall protect the contractor and the Township from any and all claims
that may arise out of or result from the contractor’s performance of this contract. Specifically,
the errors and omissions insurance shall have limits of not less than $2,000,000.00 dollars per
occurrence and $4,000,000.00 dollars in the aggregate.
b. Certificates of the Required Insurance
Certificates as listed above shall be submitted along with the contract as evidence covering
Errors and Omissions insurance. Such coverage shall be with acceptable insurance companies
operating on an admitted basis in the State of New Jersey.
The contractor shall provide the Township with a Certificate of Insurance naming the
Township, its employees, officers, and agents as additionally insured, and evidencing the
existence of required insurance prior to the commission of work.
The Township will not accept Mutual Limitation of Liability terms.
Page 5 of 16
F. OTHER REQUIREMENTS:
1. Proof of N.J. Business Registration Certificate N.J.S.A. 52:32-44 [Please submit]
Pursuant to N.J.S.A. 52:32-44, the Township is prohibited from entering into a contract with an entity unless
the bidder/respondent/contractor, and each subcontractor that is required by law to be named in a
bid/proposal/contract has a valid Business Registration Certificate on file with the Division of Revenue and
Enterprise Services within the Department of the Treasury.
Prior to contract award or authorization, the contractor shall provide the Contracting Agency with its proof
of business registration and that of any named subcontractor(s).
Subcontractors named in a bid or proposal shall provide proof of business registration to the bidder, who in
turn, shall provide it to the Contracting Agency prior to the time of contract, purchase order, or other
contracting document is awarded or authorized.
During the course of contract performance:
(1) The contractor shall not enter into a contract with a subcontractor unless the subcontractor first
provides the contractor with a valid proof of business registration.
(2) The contractor shall maintain and submit to the Contracting Agency a list of subcontractors and
their addresses that may be updated from time to time.
(3) The contractor and any subcontractor providing goods or performing services under the
contract, and each of their affiliates, shall collect and remit to the Director of the Division of
Taxation in the
Department of Treasury, 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 in the State. Any questions in this
regard can be directed to the Division of Taxation at (609) 292-6400. Form NJ-REG can be filed
online at www.state.nj.us/treasury/revenue/busregcert.shtml.
Before final payment is made under the contract, the contractor shall submit to the Contracting Agency a
complete and accurate list of all subcontractors used and their addresses. Pursuant to N.J.S.A. 54:49-4.1, a
business organization that fails to provide a copy of a business registration as required, or that provides
false business registration information, shall be liable for a penalty of $25.00 for each day of violation, not
to exceed $50,000, for each proof of business registration not properly provided under a contract with a
contracting agency.
2. Form W-9 [Please submit]
Successful contractor shall complete W-9 Form and submit it to the Municipal Clerk prior to contract award.
The form is available at the following link: www.irs.gov/pub/irs-pdf/fw9.pdf
1. For Quotations in Excess of $17,500 Certification Of Political Contributions - Pay to Play –
Notice of Disclosure Requirement
Township Ordinance No. 06-13 Establishing Restrictions on the Award of Contracts to Professional Entities
and Certain Other Entities Who Make Certain Political Contributions, and pursuant to Section 3 (a) thereof,
requires that Respondents that provide quotations in excess of $17,500 confirm that they have not made
any contributions in violation of Section 1 of Ordinance No. 06-13.
Page 6 of 16
H. PAYMENT AND CONTRACT TERM
The Contractor shall invoice the Township’s Clerk’s Office annually for the services provided. The
contract period shall be for two (2) years, commencing from the date the contract was awarded.
Page 7 of 16
PUBLIC RECORD REQUEST
MANAGEMENT SYSTEM
QUOTATION FORM
Township of East Brunswick
1 Jean Walling Civic Center
Middlesex County, New Jersey 08816
Attn: Municipal Clerk
FOR QUOTATION OF: PUBLIC RECORD REQUEST MANAGEMENT SYSTEM
ADDRESS:
1 Civic Center Drive, East Brunswick, NJ 08816
We, the Undersigned Service Provider, acting through our authorized officers and intending to be legally
bound, agree that this Quotation proposal shall constitute an offer by the Undersigned to enter into a
Contract and with the Township of East Brunswick to furnish the necessary goods, services, material and/or
equipment called for in the Quotation. This Quotation shall be irrevocable for sixty (60) calendar days
from the date of receipt hereof.
We further declare that we have carefully examined the Instructions of the Quotation, Specifications, and
Quotation Documents herein referred to and propose to furnish, deliver, install and/or provide all necessary
services specified and in the manner and time prescribed.
Total Price
$__________________________ More details attached: Yes or No
Name of Provider: ____________________________________________________________________
Address: ______________________________________________________________________
Phone Number: _____________________ E-Mail:______________________________________
**If a corporation, give the State of Incorporation, using the phrase: "A corporation organized under the
laws of ______________________________________."
If a partnership, give names of the partners, using also the phrase: "Co-partners trading and doing business
under the firm name and style of_________________________________________________.”
If an individual using a trade name, give individual name, also using the phrase:
"An individual doing business under the firm name and style of _________________________.”
By: ___________________________________
(Signature of Individual, Partner or Officer of Provider)
___________________________________
Title
Page 8 of 16
Page 9 of 16
List of Agencies with Elected Officials Required for Political Contribution Disclosure
N.J.S.A. 19:44A-20.26
Page 10 of 16
County Name: Middlesex
Township of East Brunswick Mayor:
Dr. Brad Cohen
Members of Governing Body:
Dinesh Behal
Kevin McEvoy
James Wendell
Dana Winston
Dana Zimbicki
Page 11 of 16
IT FORMS
ATTACHED
The attached forms must be completed and
returned for consideration.
Page 12 of 16
THIRD PARTY ACCESS FORM
COMPANY NAME:
CONTRACTOR NAME:
PHONE NUMBER:
EMAIL:
CONTRACT START DATE:
CONTRACT END DATE:
BUILDING ACCESS
☐YES (Contractor MUST be escorted)
☐NO
INTERNAL ACCOUNTS CREATED
FOR ACCESS. (AD, SOFTWARE
ACCOUNTS, ETC.)
•
DATE ACCESS WILL NEED TO BE
REVOKED:
SYSTEMS SUPPORTING:
•
INTERNAL SYSTEMS ACCESSED
(MACHINE NAMES / SOFTWARE):
•
WHAT SOFTWARE IS USED TO
GAIN ACCESS TO OUR INTERNAL
NETWORK?
☐Team Viewer
☐Teams
☐VPN
WHAT PERMISSIONS WERE
GRANTED TO GAIN ACCESS? (AD
GROUPS, VPN ACCESS, MACHINE
LOCAL PERMISSIONS, ETC.)
•
Page 13 of 16
THIRD PARTY SYSTEM REQUIREMENTS FORM
COMPANY NAME:
CONTACT FULLNAME:
PHONE NUMBER:
EMAIL:
CLOUD BASED:
IS THE SYSTEM CLOUD BASED?
☐YES:
☐NO
SINGLE SIGN ON (AZURE
INTEGRATION):
CAN THE SYSTEM INTEGRATE
WITH AZURE SSO?
☐YES:
☐NO
Page 14 of 16
MULTI FACTOR
AUTHENTICATION:
DOES YOUR PLATFORM SUPPORT
MULTI FACTOR
AUTHENTICATION?
☐YES:
☐NO
ENCRYPTION:
IS DATA ENCRYPTED IN TRANSIT
AND AT REST?
☐YES:
☐NO
PASSWORD COMPLEXITY:
DOES PASSWORD COMPLEXITY
FIT THE FOLLOWING
REQUIREMENTS:
• MINIMUM OF 8 CHARACTERS
• EXPIRATION SET TO 3 MONTHS
• FAILED LOGIN LOCKOUT AFTER
3 – 5 FAILED ATTEMPTS
• CANNOT HAVE MORE THAN 2
SEQUENTIAL CHARACTERS/ (EX:
123,ABC, ETC.)
☐YES:
☐NO
Page 15 of 16
USER ACCESS CONTROLS:
DOES THE SYSTEM HAVE
CONTROLS TO LIMIT SYSTEM
ACCESS? DOES THE SYSTEM HAVE
THE ABILITY TO DESIGNATE
PERMISSIONS BASED ON USER
GROUPS?
☐YES:
☐NO
DOCUMENT RETENTION:
ARE DOCUMENTS STORED IN
YOUR SYSTEM BACKED UP AND
RETAINED? DOES THE PLATFORM
PROVIDE LONGTERM STORAGE (7
YEARS)?
☐YES:
☐NO
COMPREHENSIVE AUDIT LOGS:
DOES THE SYSTEM MAINTAIN
DETAILED LOGS OF:
•
SYSTEM ACCESS
•
SYSTEM CHANGES
•
DOCUMENT ACCESS
•
DOCUMENT CHANGES
•
ETC.
☐YES:
☐NO
Page 16 of 16
Software Name:
Cloud Provider:
Contact full Name:
Phone Number:
Email:
Cloud Responsibility Matrix
East Brunswick
Township
Cloud Provider
Data Classification
Data Back ups
Data Recovery
Data Encryption and security
Data Storage
Client and Endpoint Protection
Identity and Access Management (User Permissions and Access)
Application-level Controls
Server Controls
Server Updates and Patches
Network Controls
Host Infrastructure
System Availability
Physical Security
Protected Document Content
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Contacts
Tamar Lawful
Municipal Clerk
hidden@email.com
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Timeline
First Discovered
Mar 31, 2026
Last Info Update
Apr 30, 2026
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