RFQ Notice: Contract Management Software

BID #: 194

ISSUED: 3/24/2026

DUE: 4/8/2026

VALUE: TBD

100

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Executive Summary

The Township of East Brunswick is seeking quotes for contract management software to digitally maintain and track contracts managed by the Township Clerk's Office. The software should facilitate digital contract maintenance, tracking of expiration periods, and workflow generation, with a minimum capacity of 500 contracts. Key requirements include multi-factor authentication, encryption, password complexity, user access controls, document retention, audit logs, single sign-on (Azure Integration), and cloud-based (SaaS) deployment. Quotes are due by April 8, 2026, at 11:00 A.M. and should be submitted to the Designated Contact Person, Tamar Lawful, Municipal Clerk, via email, mail, or hand delivery. The contract period is for two years, commencing on the award date, with two one-year renewal options, subject to mutual agreement, commencing July 1, 2026, and expiring June 30, 2028. Further extensions are possible via resolution.

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Bid Postings • RFQ Notice: Contract Management Software
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Bid Title:
RFQ Notice: Contract Management Software
Category:
Request for Quotes
Status:
Open
Publication Date/Time:
3/24/2026 10:45 AM
Closing Date/Time:
4/8/2026 11:00 AM
Related Documents:
Request for Quotation - Contract Management Software [PDF FILLABLE]
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Document Text

--- Document: Request for Quotation - Contract Management Software [PDF FILLABLE] ---
Page 1 of 10 
 
 
  
   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 
 
 
 
CONTRACT MANAGEMENT SOFTWARE 
____________________________________ 
 
 
QUOTE DEADLINE DATE: APRIL 8, 2026, 11:00 A.M. 
 
 
FAIR AND OPEN PROCESS IN ACCORDANCE WITH 
N.J.S.A. 19:44A-20.4 et seq. 
 
 
 
 
 
 
 
 
ADVERTISED ON THE TOWNSHIP’S WEBSITE ON: 
MARCH 24, 2026 
 
 


Page 2 of 10 
 
A. PROJECT BACKGROUND: 
 
The Township of East Brunswick (“Township”) wishes to purchase a contract management 
software to facilitate the digital maintenance and tracking of various contracts maintained by the 
Township’s Clerk’s Office. 
 
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 April 8, 2026. 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 contract management software to manage contracts digitally, which includes 
maintaining and managing contracts, tracking expiration periods, and generating workflow.  The system 
must be able to accommodate 500 contracts at a minimum.  
 
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 
• 
User Access Controls 
• 
Document Retention 
• 
Comprehensive Audit Logs 
• 
Single Sign-on (Azure Integration) 
• 
Software as a service (Cloud-based) 
 


Page 3 of 10 
 
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 10 
 
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 10 
 
F. OTHER REQUIREMENTS: 
 
1. Proof of N.J. Business Registration Certificate N.J.S.A. 52:32-44 
 
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 
Successful contractor shall complete W-9 Form and submit 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 10 
 
 
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 on the date the contract is awarded, with two (2) 
one-year renewals, subject to mutual agreement by both parties, commencing on July 1, 2026, and 
expiring on June 30, 2028. Upon mutual agreement, the contract can be extended by resolution for an 
additional two one-year term.    
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 


Page 7 of 10 
 


Page 8 of 10 
 
   
 
 
 
SIGN


Page 9 of 10 
 
 
List of Agencies with Elected Officials Required for Political Contribution Disclosure 
N.J.S.A. 19:44A-20.26 
 
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 10 of 10 
 
 
CONTRACT MANAGEMENT SOFTWARE 
 
QUOTATION FORM 
   
Township of East Brunswick  
1 Jean Walling Civic Center 
Middlesex County, New Jersey 08816 
 
Attn: Municipal Clerk 
 
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.    
 
 
YEARLY COST 
 
                                                                       2026 $ ______________ ,  2027 $_________________  
 
CONTRACTION EXTENSION OPTION:  2028 $_______________ , 2029 $_________________  
 
 
 
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