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Executive Summary
The County of Salem is soliciting bids for general construction, installation, repair, and maintenance services for all County-owned, operated, and/or maintained buildings and facilities under Bid #26-10. This opportunity seeks qualified vendors to provide ongoing services as specified, ensuring compliance with established purchasing policies and standards for quality and economy. The project falls under the category of construction for buildings and facilities.
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Bid # 26-10 :
SPECIFICATIONS FOR FURNISHING GENERAL CONSTRUCTION, INSTALLATION, REPAIR, AND MAINTENANCE SERVICES FOR ALL BUILDINGS AND FACILITIES OWNED, OPERATED, AND/OR MAINTAINED BY THE COUNTY OF SALEM
Opportunity Details
Bid # 26-10 :
Current
Due in 0 days
Date Issued
04/09/2026
Due Date - Time
04/30/2026 - 11:00am
Requesting Agency
FACILITIES & SERVICES
Agency Contact
Jeffrey Ridgway, Jr.
Tel: (856) 935-7510
Fax: (856) 339-4190
purchasing@salemcountynj.gov
Questions
Email: purchasing@salemcountynj.gov
Attention: Jeffrey Ridgway, Jr.
Opportunity Status
Current
Commodity Type
Construction - Buildings and Facilities
Public Works, Park Equipment, and Construction Services
Performance Period
N/A
Proposer's Conference
N/A
Other Instructions
Sealed bids will be received by the Purchasing Agent for the County of Salem, State of New Jersey on April 30, 2026 at 11:00 am prevailing time at the Salem County Administration Building, 110 Fifth Street,
Suite 400, Salem, New Jersey, 08079 at which time and place bids will be opened and read in public.
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Bid
Bid_26-10_General_Construction_090129.pdf
04/07/2026 09:01 am
3.49MB
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Address:
Fifth Street Office Complex, 110 Fifth Street, Suite 400, Salem, NJ 08079
Contact:
PHONE: 856-935-7510 x8401
FAX: 856-339-4190
EMAIL:
Purchasing@salemcountynj.gov
Purchasing Agent
Jeffrey T. Ridgway Jr., CPA, RMA, QPA
Purchasing Assistant
Stephen Hoffman
Purchasing Forms
Procurement Manual 2015
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Quotation Sheet
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--- Document: Procurement Manual 2015 ---
Salem County
COUNTY
OF
SALEM
NEW JERSEY
New Jersey
Board of Chosen Freeholders
PURCHASING DEPARTMENT
POLICY COVER SHEET
TITLE:
SUBJECT:
Purchasing Procedures Policy Manual
Policy Regulating County Purchasing
SCOPE OF CURRENT REVISION:
Revision required due to changes in
Department Procedures.
APPROVAL SIGNATURES
ORIGINAL REV 1
REV 2
REV 3
REV 4
REV 5
AUTHOR
David
David
David
Earl
Jessica
Jessica
Mulford
Mulford
Mulford
Gage
Foote
Foote
CLERK OF THE
Gilda
Rita Shade
Deborah
Deborah
Kevin Kevin
BOARD
Gill
Simpson
Turner Fox
Turner Fox
Crouch
Crouch
ADMINISTRATIVE
David
David
Jack
Charles R.
Julie
Julie
COMMITTEE CHAIR
Sparks
Sparks
Kugler
Sullivan
Acton
Acton
COUNTY COUNSEL
John
Michael Michael
Elaine
Michael
Michael
Bergh
Mulligan
Mulligan
Voyles
Mulligan Mulligan
FREEHOLDER
6/17/98
4/19/00
5/7/03
8/17/05
4/1/15
12/30/15
RESOLUTION #
1998-229
2000-200 2003-259
2005-321
2015-171 2015-446
POLICY REVIEW
Date
Reviewed by
5/07/08 7/18/12
Carol Kevin
Wooten Foley
Revision #
3
3
1
PREFACE
The Salem County Purchasing Department has prepared and revised this
Purchasing Procedures Policy Manual, which, in conjunction with Local Public Contracts
Law, N.J.S.A. 40A:11-1 et seq., and Local Public Contracts Law Rules, N.J.A.C. 5:34-
1.1 et seq., will serve as the basis for purchasing policies and procedures for the County
of Salem.
Revisions to County guidelines and Local Public Contracts Law, as well as a
period of nearly ten (10) years since the last Freeholder approved review, precipitated
many of the revisions contained herein. In addition, new procedures have been added,
and several existing procedures have been updated, in order to insure compliance with
the new purchasing regulations, and to provide clear definition of the processes to be
followed in specific situations.
Compliance to the legal revisions and procedural policy revisions, brought about
by changes in Local Public Contracts Law, is compulsory for the responsible operation
of the Purchasing Department.
These procedures shall be consistent with the procurement of quality goods and
services needed to meet the standards established by the Salem County Board of
Chosen Freeholders. The Purchasing Department's goals shall be to promote the
economy and the best interests of Salem County through knowledgeable procurement
activities and fair dealings with vendors.
Since promulgation of, and adherence to, purchasing procedures is necessary
for the proper operation of a centralized purchasing system, and since it is essential that
all who are involved in the purchasing operation be well informed, this manual has been
developed and distributed to aid all County employees directly or indirectly associated
with the functions of purchasing.
The objectives of the Salem County Purchasing Department shall at all times be
as follows:
1. Assurance of continuity of supply to meet the service and supply
requirements of the County.
2. Avoidance of overpayment, duplication, and waste through centralization,
standardization and aggregation.
3. Maintenance of required standards of quality in goods and services
purchased for all County Departments.
2
4. Maintenance of a cooperative purchasing environment between the
Purchasing Department, County Agencies, County Departments, and our
Salem County Cooperative Pricing System members.
5. Obtaining maximum savings through aggregation, innovative buying, and the
application of value analysis techniques.
6. Administering the purchasing function with internal efficiency and compliance
with the various laws, statutes, and rules, and procedures that govern public
purchasing.
7. Purchase of goods and services at the lowest responsible price that are
consistent with quality performance and delivery requirements.
The Salem County Board of Chosen Freeholders has established the Salem
County Purchasing Department to develop and oversee a centralized, countywide
purchasing system. This policy manual has been developed to provide a system of
procedures for this purchasing system, and is prepared to acquaint County personnel
with purchasing procedures and purchasing laws, as directed by the State of New
Jersey and the Salem County Board of Chosen Freeholders.
The Salem County Purchasing Department cannot satisfactorily fill the needs of a
County department unless all concerned are familiar with the procedures. The following
material should therefore be carefully reviewed and followed.
Thank you for your cooperation,
Jessica Foote
Purchasing Agent
3
TABLE OF CONTENTS
PURCHASING RESPONSIBILITIES AND FUNCTIONS
5
REQUISITION TO PURCHASE
8
PREPARING A REQUISITION
10
PREPARING A PURCHASE ORDER
11
RESOLUTIONS
13
CERTIFICATE OF AVAILABILITY OF FUNDS
13
OPEN ENDED CONTRACTS
14
PARTIAL DELIVERIES REPORT
14
EMERGENCY PURCHASES
14
CANCELLATION OF PURCHASE ORDERS
15
QUOTATIONS, BIDS, AND COMPETITIVE CONTRACTING
15
AWARD OF CONTRACTS
17
VENDOR COMPLAINTS AND DISPUTES
18
INVOICES
18
RECEIPT OF GOODS AND/OR SERVICES
19
REPORT OF UNSATISFACTORY GOODS OR SERVICES
19
PROFESSIONAL SERVICES AND EUS CONTRACTS
20
CHANGE ORDERS
21
FIXED ASSETS
22
SURPLUS AND OBSOLETE PROPERTY
22
EXHIBITS
24
4
PURCHASING DEPARTMENT
RESPONSIBILITIES AND FUNCTIONS
The Purchasing Department shall be responsible for complying with public purchasing
laws as required by the State; administering purchasing policies as approved by the Salem
County Board of Chosen Freeholders; approving term contracts less than the bid threshold;
consolidation of purchases of like or common items; analyzing prices paid for materials,
equipment, supplies, and services; and for generally defining how to generate cost savings and
to coordinate the purchasing procedures for the County of Salem.
Pursuant to N.J.S.A. 40A:11-2(30) the Purchasing Agent is the only person authorized
by the Board of Chosen Freeholders to make purchases for the County. No department has the
right to obligate the County or the Purchasing Agent to buy from a particular vendor even if the
purchase is being made from the New Jersey State Contract.
Specific responsibilities, duties, and functions of the Salem County Purchasing
Department include the following:
1. Policies and Procedures The Purchasing Department shall develop purchasing
objectives, policies, programs, and procedures for the purchase and acquisition of all
materials, supplies, equipment, and services necessary for the continuous operation
of the County of Salem.
2. Representation - The Salem County Purchasing Agent shall act as Salem County's
representative on all matters pertaining to purchasing.
3. Specifications In conjunction with the user departments, the Purchasing
Department shall prepare quotation, competitive contracting, and public bid
specifications in order to obtain the goods and services required for the operation of
the County.
4. Consolidation and Bulk Purchasing - The Purchasing Department shall consolidate
purchases of like or common items to obtain the maximum economical benefits and
cost savings.
5. Surplus Property - After determining that there is no use for any surplus property by
any County department, the sale, donation, and disposal of such surplus materials,
supplies, and equipment, shall be arranged through the Purchasing Department.
6. Standardization The Purchasing Department shall work with all agencies and
departments to establish standardization of materials, supplies, and equipment,
where practical, with the goal of obtaining quality goods and services at the lowest
responsible price.
7. Supplier Relations - At all times, the Purchasing Department shall promote good will
and positive public relations between the County of Salem and its suppliers, and
shall encourage full and open competition.
5
8. Budget The Purchasing Department shall prepare and submit its annual operating
budget for the Purchasing Department and shall, when requested, provide
departments with estimates and information required for their budget preparations.
9. Purchasing Analysis The Purchasing Agent shall keep informed of current
developments in the field of purchasing, prices, market conditions, and new
products; and shall secure for the County the benefits of research conducted in the
field of purchasing by other governmental jurisdictions, national technical societies,
trade associations having national recognition, and by private businesses and
organizations.
10. Purchasing Manual - The Purchasing Agent shall prescribe, develop, maintain, and
revise as needed, a standard purchasing procedures policy manual for all using
agencies and departments.
POLICIES
The following procedures shall govern the procurement of goods and services for the
County of Salem in accordance with existing purchasing policies and regulations and shall apply
to all private contractors and all employees, including elected and appointed officials, acting on
behalf of the County:
1. All requests for prices or services and all purchases shall be made through and by
the Purchasing Department except as otherwise exempted in writing by the Board of
Chosen Freeholders. In some instances, the Purchasing Agent may delegate to
others the authority to request prices.
2. Acceptance of compensation of a material nature from a vendor or potential vendor
by any County of Salem employee or agent acting on behalf of the County of Salem
is strictly prohibited. No County employee or agent shall become obligated to any
supplier and shall not enter into and/or conclude any County transaction from which
they may personally benefit.
3. No employee or agent of the County shall contract on behalf of the County whereby
they may derive income or benefits other than those provided as compensation from
the County for their employment. However, no employee, agent, or officer of the
County shall be prohibited from purchasing, at public auction authorized by law, used
goods or materials from the County.
4. Under no circumstances shall any contract, purchase, or group of requisitions be
subdivided to avoid bid and quotation requirements.
5. It is unlawful for a County officer, agent, or employee to order the purchase of any
materials, supplies, equipment, or contractual services, or make any contract other
than through the Purchasing Department. Any purchase arrangement, purchase
order, or contract made contrary to the provisions contained herein shall not be
approved and the County shall not be bound thereby.
6. The purchase of food is prohibited, unless purchased with grant or trust funds.
6
7. Clothing purchases outside of the departments required uniforms per the County
Policy Manual are prohibited. The cost of embroidery and/or screen printing the
County logo on clothing, purchased by the employee, will be at the discretion of the
Department Head.
INTERDEPARTMENTAL RELATIONS
Cooperation and understanding between all agencies and departments is essential for
effective operation, and the Purchasing Department shall abide by the following:
1. The Purchasing Department will at all times establish and maintain a close liaison
with other departments in order to meet their purchasing needs and requirements.
2. In most instances, the using department and not the Purchasing Department shall
determine the requirements for a particular purchase.
3. In cases where technical equipment, specifications, plans, or designs are involved,
the user department shall indicate their requirements and all purchasing actions will
be coordinated with the user department prior to the solicitation of quotations, bids,
and prior to the issuance of a formal purchase order or contract.
4. The Purchasing Agent shall conduct a purchasing seminar to be held periodically
with various County Departments. This seminar shall aid County personnel in
gaining a better understanding of the operation of the Purchasing Department. In
addition, the seminar matter shall contain information on State Contract purchasing,
established purchasing policy, emergency purchases, flow of requisitions, distribution
of purchase order copies, solicitation of quotes, definition of purchasing terms,
blanket orders, change orders, Professional Services contracts, Extraordinary
Unspecifiable Services contracts, and other purchasing related issues.
VENDOR RELATIONS
In interviews, or during any discussion with salespeople, neither the using department
nor the purchasing staff shall commit to preference for any product or service or give any
information regarding preference or price.
Any quotations or specific information received from vendors relative to any item under
consideration for purchase shall not be divulged to competing vendors before a purchase order
for those goods or services has been issued or bids have been opened in public.
All bidders must be afforded equal opportunities to quote so that competition is
stimulated and on equal terms.
New sources of supply will be given due consideration as multiple sources for supplies
and services are necessary to ensure competition, continuity of supply, and availability of quality
materials. The County will buy from any vendor who exhibits adequate financial strength, high
ethical standards, a record of adhering to specifications, maintains shipping promises, gives a
full measure of service, and meets all other requirements for a particular purchase.
7
i
REQUISITION TO PURCHASE
The requisition to purchase serves to inform the Purchasing Department of the needs of
the user department and to correctly define the material or service requested. In addition, the
signed requisition signifies authority to charge a specific account number and that there are
sufficient funds available in the account specified for this purchase.
PURCHASING DEPARTMENT'S RESPONSIBILITIES
1. To become acquainted with the needs of all departments and agencies.
2. To aid and cooperate with all departments in meeting their needs for procuring
supplies and services at the lowest responsible cost to the County.
3. To assist in the preparation of specifications for all requirements of particular service
and supply purchases.
4. To locate sources and availability for the services and products required for the
efficient operation of County Departments.
5. To process all requisitions and purchase orders with the least possible delay to
insure that the County will receive ordered goods and services in a timely fashion,
and so that our vendors may be paid in a timely fashion.
6. To work with the departments and suppliers in correcting, when required, all the
steps involved in processing a purchase order.
7. To assist the department with any difficulty after the product has been delivered or
service has been rendered.
USER DEPARTMENT'S RESPONSIBILITIES
1. All user department requisitions should contain a clear and accurate description of
materials and services to be purchased.
2. If requested, departments shall provide a list of anticipated requirements and future
department purchases for development of centralized purchasing strategies.
3. Under no circumstances is the Purchasing Department to be obligated to a vendor
for anything except the opportunity to offer for sale any goods or services that the
County may wish to purchase.
4. Cooperation with the Purchasing Department by reporting in writing the results of
purchases, either favorable or unfavorable. If you have complaints, report them. See
Report of Unsatisfactory Materials and/or Services in the collection of Exhibits.
8
5. Make sure that all requisitions are properly completed as to department, account
number, product description, State Contract number, resolution number, contract
identity, etc.
6. Insure that funds have been allocated and are available in the proper line account to
support purchases noted in the requisition. If sufficient funds have not been allocated
and are not available, the Treasury Department's Edmunds Financial Software
System will not process the requisition.
7. Insure that the proper line account is charged for each purchase. If the wrong
account is used, Edmunds will not allow the requisition to be processed.
WHEN A REQUISITION IS PREPARED
A requisition shall be prepared far enough in advance of required date of delivery to
allow sufficient time for deliveries to be made.
WHO PREPARES A REQUISITION
With the exception of certain indentified purchases, all requisitions should originate in
the using department at the level where the purchase is to be used and shall proceed to the
designated approval authority. All requisitions shall be approved (on Edmunds) by the
Department Head or their authorized designee. Requisitions not properly completed will not be
processed until clarification is submitted to the Purchasing Department.
Requisitions shall be prepared far enough in advance of required delivery date so as not
to create emergencies.
If the requisition is incomplete or not properly prepared, the Purchasing Department shall
notify the originating department for completion and/or correction.
SPECIAL SITUATIONS FOR A REQUISITION
Requisitions in which special handling is requested for the purchase of materials or
services to prevent downtime in any operation of a department, but which may not be strictly
defined as emergencies, may be walked through channels in the interest of saving time. These
must be held to a minimum and shall be used only in cases of required purchases under the Bid
Threshold (see exhibit section for Table of Thresholds)..
9
HOW TO PREPARE A REQUISITION
A properly prepared purchase requisition must contain the following information (see
exhibit section):
1. Department - Fill in the assigned user Department number.
2. Date Edmunds automatically fills in the date.
3. Account Number - Insert the correct account line number to which the purchase is to
be charged.
4. Required Delivery Date - Insert the required delivery date on each requisition to
indicate the need or desire for delivery within a specified period of time. Requisitions
shall be prepared far enough in advance of required delivery dates so as not to
create emergencies.
5. Deliver To Be specific as to the destination of the delivery by filling in the
appropriate address number in the "Ship To" area of the requisition.
6. Quantity and Unit - Insert the number required and follow with an abbreviation for
those materials that need clarification such as "doz.", "ea.", etc.
7. Description - Give a clear description of the item desired as to size, color, type,
grade, etc. If the item cannot be described except in great amount of detail, then a
brief description followed by a trade name and model, or equal, will be acceptable.
8. Quotations Department Heads are reminded that at least two quotes must be
solicited for purchases over the Quote Threshold, which is 15% of Bid Threshold
(see exhibit section for Table of Thresholds). These quotes must be in writing, and
that quotes must be recorded on the Quotation Sheet (see exhibit section) and this
sheet must be kept on file in the user Department. When required, the quotes must
be included on page two of the requisition.
9. State Contract Requisition - If your purchase is from a New Jersey State Contract
vendor, that vendor's five-digit state contract number must be prominently referenced
on the requisition. The Purchasing Department shall research the contract and
vendor number to insure validity.
Note: Not all products sold by a state contract vendor are on state contract.
10. Requisitions for Contracts - Requisitions for contracts which have been awarded by
resolution of the Board of Chosen Freeholders, such as public bids, State Contracts,
Professional Services, and Extraordinary Unspecifiable Services, must have the
resolution number prominently referenced.
11. PO Type - Change PO type to New Blanket when creating a blanket purchase order.
12. Purchase Type - If applicable, indicate if the purchase is from state contract or a bid.
Include state contract number or resolution number as required above.
10
PURCHASE ORDERS
PURPOSE
A purchase order authorizes the vendor to ship and invoice the materials or services as
specified. Therefore requisitions need to be entered so that they are clear, concise, and
complete as this is what is printed on the purchase order. This shall be completed so as to
prevent any unnecessary misunderstanding and correspondence with suppliers.
WHEN ISSUED
After determining that funds are available, competitive pricing is received, and after
Board approval, if necessary, and after receipt of all required documentation, a computer
generated purchase order shall be issued, signed by the purchasing agent, and sent to the
appropriate contractor(s).
WHO ISSUES A PURCHASE ORDER
Only the Salem County Purchasing Agent has the authority to issue purchase orders for
the County of Salem. The using department will not enter into negotiations with any supplier for
the purchase of supplies, materials, or equipment, unless authorized to do so by the Purchasing
Agent. All purchase orders shall be forwarded to the supplier by the Purchasing Department.
PURCHASING PROCEDURE
1. Requisition from the using department is forwarded to the Purchasing Department
and a purchase order is generated for the materials or services.
2. After approval of all required documentation the Purchasing Agent signs the
purchase order and the copies are then distributed as follows:
Page One
Purchase Order/Voucher
Page Two User Department File Copy
3. The vendor signs and returns the voucher and invoice to the user department who
will, after complete receipt of the materials or services, in turn submit those
documents to the Treasury Department for vendor payment.
EXPEDITING AND FOLLOW-UP
The ordering department shall make inquiry to the vendor as to the status of an order
after a reasonable period of time. The ordering department is also responsible for providing
vendors with payment status.
11
DIFFICULTIES AFTER RECEIPT OF SERVICES OR GOODS
Upon request from the ordering department, the Purchasing Department shall handle
any problems or difficulties with received materials or services with the vendor.
PREPAYMENT PURCHASE ORDERS
Goods and services must be delivered and received before payment is made to the
vendor. Unless authorized in advance, prepayment is not permitted.
CHANGING A VENDOR'S NAME
Vendor's names are not to be changed. The only way a vendor's name can be changed
is if a company with whom we have an open purchase order legally changes its name. A copy of
a court document or order showing the name change must be submitted to the Purchasing
Department prior to the purchase order being voided and a new one issued.
END OF YEAR ENCUMBRANCES
All orders which a department wishes to charge to the current year budget must be
presented to the Purchasing Department prior to the year-end deadline. Any request for
purchases after this deadline will be held for encumbrance against the next year's budget. Only
emergencies will be accepted for encumbrance after this deadline. The year-end deadline shall
be communicated to Department Heads at least two (2) weeks in advance.
TREASURER'S OFFICE PROCEDURES
All approved supporting documents for payment, such as the signed voucher and
invoice, must be received in the Treasury Department by the 26th day of the month prior to the
month in which the check will be issued. Normally, payments are processed for payment by the
Treasurer on the Thursday after the third Wednesday of the month.
All requests for duplicate vouchers to replace lost vouchers should be directed to the
Purchasing Department.
BLANKET PURCHASE ORDERS
Create a blanket purchase order by changing PO Type to New Blanket when a
requisition is in the open status. All draw downs should be completed on a blue Material/
Service Requisition Form (see exhibits). Draw downs do not require vendor signature. Blanket
purchase orders should be created for all contracts.
12
CONTRACTS TO BE AWARDED BY RESOLUTION
All Professional Services contracts, Extraordinary Unspecifiable Services contracts, and
all contracts over the bid threshold (see exhibit section for table of thresholds) must be awarded
by Resolution by the Board of Chosen Freeholders.
Resolution documents required for the awarding of contracts should be prepared by the
Purchasing department and then forwarded to the Clerk of the Board, no less than seven (7)
calendar days prior to the Freeholder Meeting at which action on the resolution is expected.
County Counsel will review and approve resolutions before they are adopted and shall
review, for legality, all contracts before they are acted upon and entered into by the Board of
Chosen Freeholders.
CERTIFICATION OF AVAILABILITY OF FUNDS
All resolutions awarding contracts must have attached an approved Certification of
Availability of Funds issued from the Treasurer's Office before being considered by the Board of
Chosen Freeholders.
1. The user department prepares the Certification of Availability of Funds (see exhibit
section) and provides all pertinent information including the account number against
which these funds are to be encumbered and certified.
2. The user department then forwards the Certification of Availability of Funds to the
Treasurer's Office where certification against the correct account is completed and
the Treasurer then certifies that sufficient funds are available.
3. Once the Treasurer has signed the Certification of Availability of Funds it is
forwarded to the Office of the Clerk to the Board where it is attached to the
respective resolution and put on the Freeholder Meeting agenda.
4. County Counsel shall review all contractual documents for legality before they are
presented to the Board of Chosen Freeholders for action.
5. The contract must be signed by the vendor and forwarded to the Office of the Clerk
to the Board no less than seven calendar days prior to the Freeholder Meeting at
which action is expected. Once so advised by County Counsel, the Director and the
Clerk of the Board of Chosen Freeholders shall be authorized to sign the contract.
6. Upon notification of receipt of all required contract documents by the Office of the
Clerk of the Board, the user Department will prepare a requisition and a purchase
order will be issued to the contractor(s).
13
OPEN-END CONTRACTS
An open-end contract is one in which a contract is made with a particular vendor who
has given the lowest responsible price for goods or services that will be ordered on an as
needed basis with no minimum or maximum quantity guaranteed to be purchased.
This purchase order may be issued on a monthly, yearly, or on an as-needed basis,
indicating an amount not to be exceeded. The user department will monitor all deliveries and
invoices for accuracy and at the end of the specified period the vendor will be paid.
Certification of Funds that may be required for certain open-end contracts may either be
issued for the entire contract and purchase order amount or they may be issued with each
purchase order issued against the contract, at the discretion of the Treasurer and the
Purchasing Agent.
PARTIAL DELIVERIES
In the case of goods or services obtained by purchase order being only partially
received, the order must be shipped and received complete before the vendor shall be paid.
Payments may be set up for monthly or quarterly payment basis for lease agreements, service
agreements or supply agreements.
EMERGENCY PURCHASES
Local Public Contracts Law 40A:11-6 states that "Any contract may be made, negotiated
or awarded for a contracting unit without public advertising for bids and bidding therefore,
notwithstanding that the contract price will exceed the bid threshold, when an emergency
affecting the public health, safety, or welfare requires the immediate delivery of goods or the
performance of services".
1. Emergency purchases are to be initiated only when property, equipment, or life is
endangered through unexpected circumstances.
2. The need for emergency purchases may only be authorized by the official in charge
of the agency, or their designee, wherein the emergency occurred.
3. The official in charge of the agency or his authorized designee shall notify the
Purchasing Agent and shall supply information as to the nature of the emergency.
The Purchasing Agent, if satisfied that an emergency exists, shall award contracts as
may be necessary to respond to the emergent needs.
4. The Emergency Declaration Sheet (see exhibit section) must be completed and filed
with the Purchasing Agent as soon as is practicable.
5. If an emergency occurs during a time when the Purchasing Agent is unavailable, the
Department Head, or their designee, shall secure necessary services or materials to
correct the emergency. All purchase documents such as requisitions, invoices,
14
delivery slips, counter receipts, etc. must be attached to the Emergency Declaration
Sheet and delivered to the Purchasing Department on the next work day following
the date of the purchase.
6. The department will make emergency purchases at the best possible price.
Emergency purchases are costly and should be kept to a minimum. They are usually
hurried, completed without competitive pricing, and therefore expensive. Vendors will
usually charge a premium when supplies must be obtained on an immediate basis
7. True emergencies such as acts of nature or unforeseen circumstances will always
occur and will always be addressed and remedied, but negligence, lack or absence
of planning, non-anticipation of normal needs, or project deadline dates, shall not
constitute an emergency. The Purchasing Agent may reject claims of emergency
and related requisitions if there is reason to believe that no true emergency existed
at the time of purchase.
8. Emergencies must invoke N.J.S.A. 40A:11-6 by completely filling out the emergency
document supplied in the exhibit package. This statute is very restrictive as to the
definition of an emergency and shall be treated on that restrictive basis by the
Purchasing Department.
CANCELLATION OF PURCHASE ORDERS
Cancellation of a previously issued purchase order shall be initiated by completing the
"Notice of Purchase Order Cancellation", included in the exhibits, and then immediately
forwarding that cancellation notice to the Purchasing Department.
The user department issuing the cancellation notice shall alert the effected vendor as to
the cancellation of the purchase order and shall indicate on the completed cancellation form
forwarded to the Purchasing Department the date, time, and name of the person spoken to,
while communicating such cancellation notice.
If a department issues a "Notice of Purchase Order Cancellation" for a purchase order
that has already been submitted for payment, then the issuing department must immediately
notify the County Treasurer's office to insure that a check is not mistakenly issued to the vendor
noted in the cancellation order.
QUOTATIONS, BIDS, AND COMPETITIVE CONTRACTING
Quotations solicited for purchases up to the Quote Threshold may be either written or
oral, at the discretion of the Purchasing Agent. Quotations solicited for purchases estimated to
cost between the Quote Threshold and Bid Threshold (see exhibit section for table of
thresholds) may either be written or oral, but a written record of those quotations must be
maintained by fully completing the Quotation Request form (see exhibit) and attaching it to your
requisition. A minimum of two (2) quotations for each item or group of items required must be
solicited.
15
Sealed formal Requests for Quotations (RFQ) may also be solicited, at the discretion of
the Purchasing Agent, and such RFQ's shall be opened at a pre-determined date and time.
Departments are hereby notified that Prevailing Wage, Insurance, Affirmative Action,
Contractor Registration, and other requirements may pertain to quotations for certain projects.
Questions concerning the requirements for quotations shall be discussed with the Purchasing
Agent before any solicitation occurs, if authorized.
The Purchasing Department shall request either open competitive bidding or competitive
contracting on purchases exceeding the Bid Threshold. For competitive bidding, advertisements
shall be published at least one (1) time in the official newspaper. The Purchasing Department
shall solicit bids from responsible prospective suppliers obtained from, publications, catalogues,
suggestions from department heads, previous suppliers, etc. The Purchasing Department shall
attempt to secure as many bids as is practicable.
A tabulation of all bids received shall be available for public inspection in the Purchasing
Department during regular business hours.
The Purchasing Agent, with the advice of County Counsel, and in accordance with
applicable law, shall have the right to reject all bids and request that the entire transaction be re-
bid.
Competitive contracting may be used in lieu of public bidding for certain purposes.
Competitive contracting is a request for proposal process that follows a specific procedure and
allows for contract award based upon price and other factors and shall be used as prescribed by
law.
RESPONSIBILITY FOR SPECIFICATIONS
The preparation of specifications for use in public bidding and competitive contracting
shall be the joint responsibility of the Purchasing Department and the using department.
Specifications shall be written to encourage competition. In general, specifications should define
the level of performance required rather than a specific brand name. For the benefit of vendors
and the department, specifications must be clear and concise. The Purchasing Department
reserves the right to alter or revise specifications in order to comply with all purchasing
regulations and to promote open competition.
REVIEW OF SPECIFICATIONS
Prior to solicitation of quotations or bids, the Purchasing Agent may review the
specifications for certain commodities and services with other knowledgeable departments
within the County to assure open competitive bidding and up to date specifications.
16
BID INVITATIONS
The invitation to bid shall be sent or placed in the hands of prospective bidders. Notice
of Bid shall be advertised and posted in the official newspaper, according to law. Bid
opportunities may also be advertised on the County Website.
BID BONDS AND DEPOSITS
Bidders may be required to provide Bid and/or Performance bonds with their bids.
Unsuccessful bidders shall be entitled to the return of such bonds as required by law.
DISPOSITION OF BIDS
Bids shall be opened in public at the time and place stated in the public notice. No bids
shall be accepted after the time and date designated for bid opening.
A tabulation of all bids received will be made and be available for public inspection.
All bids requiring Board approval shall be submitted with a recommendation to the Board
for final approval.
AWARD OF CONTRACTS
In determining the lowest responsible bidder, the following shall also be considered:
1. The ability, capacity, and skill of the bidder to perform the contract.
2. Whether the bidder can perform the contract within the time specified without delay
or interference.
3. The sufficiency of the financial resources to perform the contract obligations.
4. The quality, availability, and adaptability of the supplies or contractual services to the
particular use required.
5. The ability of the bidder to provide future maintenance and service when applicable.
6. The number and scope of conditions attached to the bid.
WAIVER OF IRREGULARITIES
The Board of Chosen Freeholders shall have the authority to waive any and all
irregularities in any and all formal bids, should it be deemed to be in the best interest of the
County to do so, as allowable by law.
TIE BIDS
The County of Salem reserves the right to make an award at their discretion to any
bidder in the case of a tie bid.
17
CONTRACTS
Whenever required, the successful bidder shall promptly execute a formal contract to be
approved by the County Solicitor, as to its form, terms, and conditions and shall be signed by
the proper authority. When required, such bidder shall also execute and deliver to the
Purchasing Department a good and sufficient performance bond in the amount specified in the
invitation to bid. Any bidder who has a contract awarded to them and who fails to promptly
execute the required contract, may forfeit their bid bond. The certified checks of unsuccessful
bidders shall be returned. A certificate of insurance must also be submitted when required by
the specifications.
VENDOR COMPLAINTS AND DISPUTES
Salem County encourages prompt and fair handling of all complaints and disputes with
the business community. In order to resolve disputed matters in an equitable manner without
fear of retribution on the part of the vendor, the following procedures have been adopted:
1. The Purchasing Department shall forward a notice of the intended award
recommendation to all bidders.
2. Any bidder adversely affected by the decision or intended decision must file a written
notice of protest. This notice must be delivered to the Purchasing Department and
must contain all information concerning their objection to the award.
3. Upon receipt of a formal written protest the Purchasing Agent will establish a time
and date to discuss the matter and attempt to resolve the dispute within fourteen (14)
consecutive days of the formal written protest date.
INVOICES
An invoice is a document that itemizes charges for the purchase of supplies, materials,
equipment, or services that have been furnished. It is the means by which the supplier informs
the County of its obligations and should contain the same basic information as the purchase
order.
Prompt processing of invoices for settlement of obligations is very important because it
may have a favorable or unfavorable effect on the relationship between the County and its
suppliers.
An invoice should contain the following information:
1. Purchase order number.
2. Date of order.
3. Date of delivery.
4. Terms.
18
5. Itemized list of rendered services or materials.
6. Destination of delivery.
7. Quantities, prices (unit and total), terms, and any other charges contained in the
purchase order.
8. Delivery and cartage should be listed separately from the materials and supplies.
9. Invoices should be submitted to the user department along with a signed voucher for
same.
The using department receives all invoices from suppliers and contractors. The using
department will then match the invoice with the voucher. After all paperwork is received by the
user department, it shall be forwarded to the Treasurer's Office for vendor payment.
RECEIPT OF GOODS AND SERVICES
The using department is charged with the responsibility of inspecting all supplies to
determine quality, quantity, and conformity with specifications and the purchase order.
The Purchasing Department shall have the authority to question, examine, or test the
quality and kind of materials requested by the using departments.
After receipt of materials and after inspecting and/or testing, the user departments
should sign packing slips presented by the vendor. Any variation in quantity shall be noted on
the delivery receipt. If the quantity does not agree with the supplier's delivery ticket, the user
Department shall notify the Vendor of the discrepancy. If the materials are not in conformity with
the specifications and are not acceptable to the using department, they shall notify the
Purchasing Department at once of the reasons for withholding acceptance.
The importance of adequate testing and inspection cannot be over emphasized. Not
only does inspection prevent the direct loss of occurring from acceptance of and payment for
defective materials, it also has a salutary effect on vendors since the knowledge that materials
will be carefully inspected and tested deters the shipment of inferior goods. It identifies those
manufacturers and suppliers whose products consistently conform to specifications and those
who habitually take full advantage of the maximum tolerances permitted. Finally, adequate
inspection brings to the attention of the vendor faults in their products which
--- Document: Change Order ---
CHANGE ORDER FORM
Change Order Number:
____________________________
Project or Contract:
____________________________
Name and Address of Contractor:
_____________________________________
_____________________________________
_____________________________________
Need or Purpose of this Change Order:
_________________________________
_________________________________
_________________________________
Date or Original Contract:
_________________________________
Amount of Original Contract:
$____________________ (a)
Amount of any Previous Change Orders:
$____________________ (b)
Amount of this Change Order:
$____________________ (c)
New Total Contract Amount (a+b+c)
$__________________
Certificate of Availability of Funds Ordered on this Date: ___________________ _______
Change Order Requested By: _____________________________ Date: ______________
(Department Head Signature)
Change Order Accepted By: _____________________________ Date: ______________
(Vendor Signature)
Date of Resolution Authorizing this Change Order: ________________________________
Attest: _____________________________ By: _____________________________
STACY L. PENNINGTON, Clerk Of The Board BENJAMIN H. LAURY, Director
THIS CHANGE ORDER SHALL NOT BE OFFICIAL NOR AUTHORIZED UNTIL ACCEPTED
BY RESOLUTION OF THE SALEM COUNTY BOARD OF CHOSEN FREEHOLDERS
--- Document: Emergency Purchase Request ---
CERTIFICATION OF REQUEST FOR EMERGENCY PURCHASE
The undersigned Department Head (Or Designated Agent) certifies as follows:
An emergency exists in the ______________________________ department.
This condition constitutes an emergency affecting the immediate health, welfare, or
safety of the public.
Description of the condition and how it affects the public health, welfare, or safety
(attached additional sheet if necessary) ________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
This emergency occurred on: Date: _________________________ Time: ____________
It is necessary to invoke N.J.S.A. 40A:11-6 for emergency purchases in order to obtain
the immediate delivery of materials, supplies, or services for the performance of the
services described in the attached requisition. The estimated cost of furnishing the
materials, supplies, or services is $ ______________________.
It is required that a purchase order be issued without public advertisement for bids,
pursuant to the above cited statute and N.J.A.C. 5:34-6.1 et seq.
I certify that the foregoing statements made by me are true. I am aware that if any of the
foregoing statements are willfully false, I am subject to punishment.
_____________________________________________
Department Head Signature
_____________________________________________
Printed Name
_____________________________________________
Department
--- Document: Quotation Sheet ---
QUOTATION REQUEST FORM
VENDOR NAME: ______________________________ DATE SOLICITED: ______________________
ADDRESS: ____________________________________________________________________________
CONTACT: ________________________________ TELEPHONE NUMBER: _____________________
MATERIALS: ____________________________________________ COST: ____________________
_________________________________________________________ __________________________
_________________________________________________________ __________________________
VENDOR NAME: ______________________________ DATE SOLICITED: ______________________
ADDRESS: ____________________________________________________________________________
CONTACT: ________________________________ TELEPHONE NUMBER: _____________________
MATERIALS: ____________________________________________ COST: ____________________
_________________________________________________________ __________________________
_________________________________________________________ __________________________
VENDOR NAME: ______________________________ DATE SOLICITED: ______________________
ADDRESS: ____________________________________________________________________________
CONTACT: ________________________________ TELEPHONE NUMBER: _____________________
MATERIALS: ____________________________________________ COST: ____________________
_________________________________________________________ __________________________
_________________________________________________________ __________________________
DEPARTMENT: _______________________________________________________________________
QUOTATIONS REQUESTED BY: __________________________________ DATE: ________________
ALL ITEMS MUST BE QUOTED F.O.B. DESTINATION TO SALEM COUNTY.
ATTACH THIS SHEET TO YOUR REQUISITION. THE PURCHASING DEPARTMENT
RESERVES TO RIGHT TO SOLICIT ADDITIONAL QUOTATIONS.
AUTHORIZATION TO PROCEED SHALL BE BY PURCHASE ORDER ONLY
ISSUED FROM THE PURCHASING DEPARTMENT.
--- Document: New Vendor Information Packet ---
Salem County
County of Salem
Finance Department
110 Fifth Street, Ste 400
Salem, NJ 08079
Phone (856) 935-7510 ext 8601
Dear Prospective Salem County Vendor:
Thank you for your interest in doing business with the County of Salem. The
following documents are required from your organization so that we can establish
you as a vendor:
•
Business Registration Certificate
W-9 Form
•
Vendor Information Form
Please complete the above-mentioned documents and return them to
Stephen Hoffman in the Salem County Finance Department at
purchasing@salemcountynj.gov.
We have also enclosed documentation regarding our tax-exempt status for
your convenience.
Thank you for your interest in doing business with the County of Salem. If you
have any questions regarding this matter, please feel free to contact Stephen
Hoffman in the Finance Department at (856) 935-7510 x8401
purchasing@salemcountynj.gov.
Sincerely,
Kelly Hannigan, CFO/Treasurer
Stephen Hoffman, Purchasing Assistant
Enclosures (9)
or
Salem County, New Jersey Vendor Information Sheet
In order to guarantee that all future correspondence is directed to the correct person, assure proper
ordering, and to expedite future payments, the following information must be provided:
Salem County Account Number Assigned by your Organization:
Name of Business:
Physical Address:
Mailing Address (this is the address that all official correspondence, including Purchase Orders, Contract
Documents and Payments will be mailed to:
Alternate Address (please identify what this address is to be used for:
Office Phone:
Cell or Emergency Phone:
Email:
Website:
Vendor's Salesperson Contact Information:
Name:
Business Hours Phone:
After Hours Phone:
Fax:
Mobile Phone:
Pager:
Vendor's Customer Service Contact Information:
Name:
Business Hours Phone:
After Hours Phone:
Mobile Phone:
Pager:
Salem County is Going Green! We will be requiring all vendors in the coming year to receive
electronic Purchase Orders in order to streamline the procurement process. In order to receive
purchase orders via e-mail, complete the following information and we will update your file
accordingly. Set your e-mail settings to receive messages from purchasing@salemcountynj.gov
Vendor's Accounts Receivable Contact Information:
Name:
Business Hours Phone:
E-Mail Address to use for receipt of purchase orders:
Mobile Phone:
Form
W-9
(Rev. October 2018)
Department of the Treasury Treasury
Internal Revenue Service
Request for Taxpayer
Identification Number and Certification
► Go to www.irs.gov/FormW9 for instructions and the latest information.
1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank.
2 Business name/disregarded entity name, if different from above
Give Form to the
requester. Do not
send to the IRS.
3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the 4 Exemptions (codes apply only to
following seven boxes.
certain entities, not individuals; see
instructions on page 3):
Print or type.
See Specific Instructions on page 3.
Individual/sole proprietor or
single-member LLC
C Corporation
S Corporation
Partnership
Trust/estate
Exempt payee code (if any)
Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership) ►
Note: Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check
LLC if the LLC is classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is
another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single-member LLC that
is disregarded from the owner should check the appropriate box for the tax classification of its owner.
Other (see instructions) ►
5 Address (number, street, and apt. or suite no.) See instructions.
6 City, state, and ZIP code
7 List account number(s) here (optional)
Part I
Taxpayer Identification Number (TIN)
Exemption from FATCA reporting
code (if any)
(Applies to accounts maintained outside the U.S.)
Requester's name and address (optional)
Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid
backup withholding. For individuals, this is generally your social security number (SSN). However, for a
resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other
entities, it is your employer identification number (EIN). If you do not have a number, see How to get a
TIN, later.
Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and
Number To Give the Requester for guidelines on whose number to enter.
Social security number
or
Employer identification number
Part II
Certification
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and
2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue
Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am
no longer subject to backup withholding; and
3. I am a U.S. citizen or other U.S. person (defined below); and
4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.
Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because
you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid,
acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments
other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.
Sign
Signature of
Here U.S. person ►
General Instructions
Section references are to the Internal Revenue Code unless otherwise
noted.
Future developments. For the latest information about developments
related to Form W-9 and its instructions, such as legislation enacted
after they were published, go to www.irs.gov/FormW9.
Purpose of Form
An individual or entity (Form W-9 requester) who is required to file an
information return with the IRS must obtain your correct taxpayer
identification number (TIN) which may be your social security number
(SSN), individual taxpayer identification number (ITIN), adoption
taxpayer identification number (ATIN), or employer identification number
(EIN), to report on an information return the amount paid to you, or other
amount reportable on an information return. Examples of information
returns include, but are not limited to, the following.
• Form 1099-INT (interest earned or paid)
Cat. No. 10231X
Date
• Form 1099-DIV (dividends, including those from stocks or mutual
funds)
• Form 1099-MISC (various types of income, prizes, awards, or gross
proceeds)
• Form 1099-B (stock or mutual fund sales and certain other
transactions by brokers)
• Form 1099-S (proceeds from real estate transactions)
• Form 1099-K (merchant card and third party network transactions)
• Form 1098 (home mortgage interest), 1098-E (student loan interest),
1098-T (tuition)
• Form 1099-C (canceled debt)
• Form 1099-A (acquisition or abandonment of secured property)
Use Form W-9 only if you are a U.S. person (including a resident
alien), to provide your correct TIN.
If you do not return Form W-9 to the requester with a TIN, you might
be subject to backup withholding. See What is backup withholding,
later.
Form W-9 (Rev. 10-2018)
10/27/21, 4:29 PM
October 27, 2021 COVID-19 Information
OFFICIAL SITE OF THE STATE OF NEW JERSEY
Stale of NJ-Department of the Treasury - Division of Revenue Business Registration Certificale
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Home / Business Registration Certificate
Business Registration Certificate
A Business Registration Certificate serves two purposes:
• For public contracting, as proof of valid business registration with the New Jersey Division of Revenue. All contractors and subcontractors
must provide this documentation when seeking to do business with the State of New Jersey, and other public agencies in this state. Proof
of registration is also required for licensure with the Casino Control Commission.
• To comply with Chapter 85, P.L. 2006, defined under N.J.S.A. 54A:7-1.2. You must use the Business Registration Certificate if you are an
unincorporated construction contractor performing work in NJ or you are a registered unincorporated contractor requesting proof of
certification.
If you are a registered vendor but have not received the Business Registration Certificate in the mail, you may obtain a certificate online. Please
note that this certificate is not required for all businesses in New Jersey. It is required only for those doing business with the public sector and
with the casino service industry.
You may check the online registration inquiry, to determine if the business is already registered. If you have not registered but are required to have
this certificate, you will need to complete Form NJ-REG. Representatives of the Division's Client Registration activity are available to assist in the
registration process. Call 609.292.9292.
Filing Form NJ-REG
You may submit Form NJ-REG online, but please review the following before doing so:
• Any domestic or foreign corporation, limited partnership, limited liability company or limited liability partnership that is contracting with
public agencies in New Jersey and/or that has tax nexus in New Jersey must obtain legal authority to operate in this State prior to
submitting Form NJ-REG. Generally, this is accomplished by filing a Certificate of Incorporation or Formation with the Division. You may
wish to visit the getting registered page for more information on this topic.
• Individuals or Unincorporated Construction Contractors with no business tax or employer obligations may register using Form Reg-A
instead of Form NJ-REG in order to obtain the Business Registration Certificate. Individuals who have created and are operating as a
business entity (e.g. LLC) may not use Form REG-A.
• Non-profit organizations may be required to register for tax purposes, but are not subject to the proof of registration requirement when
contracting with public agencies in this state.
Access Form NJ-REG online
Public Contracts
When seeking a public contract, an affirmative action report (Form AA-302) will also be required. The Certificate of Registration may not be used
as evidence of compliance with the affirmative action requirements and submitted in lieu of Form AA-302. Both forms will be required. The
Division of Contract Compliance and Equal Employment Opportunity in Public Contracts provides guidelines for businesses awarded public
contracts. In addition, answers to frequently asked questions are provided by the Division of Local Government Services. While designed for local
government contracting, the FAQ page contains guidance that it is applicable to most New Jersey government procurement activities.
• Instructions for Contracting with Local Government, Colleges and Universities, County Colleges and Boards of Education
• Guidelines and Regulations for Awarded Public Contracts
• Affirmative Action Employee Information Report (Form AA-302)
• NJ Local Agency Procurement Laws
https://www.state.nj.us/treasury/revenue/busregcert.shtml
1/2
All businesses MUST provide a copy of their Business Registration Certificate (BRC) for their registration to
be complete. Below are samples of a BRC Certificate. The Taxpayer Name on the BRC must be the same as
the name on the Vendor Registration and the W9 form.
Non-profit Organizations must provide proof of 501(c)(3) exemption instead of the BRC.
Online BRC Look-up: https://www1.state.nj.us/TYTR_BRC/jsp/BRCLoginJsp.jsp
Information on BRC Requirements: http://www.state.nj.us/treasury/revenue/busregcert.shtml
TAXPAYER NAME:
TAXPAYER IDENTIFICATION#:
ADDRESS:
EFFECTIVE DATE:
FORM-BRC(08-01)
ENJ
Taxpayer Name:
Trade Name:
Address:
STATE OF NEW JERSEY
BUSINESS REGISTRATION CERTIFICATE
CEPARTMENT OF TREASURY/
DIVISION OF REVENUE
PO BOX 252
TRENTON, NJ 08646-0252
TRADE NAME:
SEQUENCE NUMBER:
ISSUANCE DATE:
Acting Director
This Certificate is NOT assignable or transferable It must be conspicuously displayed al above address
STATE OF NEW JERSEY
BUSINESS REGISTRATION CERTIFICATE
TAX REG TEST ACCOUNT
847 ROEBLING AVE
TRENTON, NJ 08611
Certificate Number:
Date of Issuance:
1093907
October 14, 2004
For Office Use Only:
20041014112823533
PHILIP D. MURPHY
Governor
5
State of New Jersey
DEPARTMENT OF THE TREASURY
DIVISION OF TAXATION
P. O. Box 269
TRENTON, NEW JERSEY 08695-0269
ELIZABETH MAHER MUOIO
Acting State Treasurer
SHEILA Y. OLIVER
Lt. Governor
JOHN J. FICARA
Acting Director
County of Salem
Treasurer's Office
94 Market Street
Salem, NJ 08079
Telephone (609) 292-5995/Facsimile (609) 989-0113
[This letter is undated and does not expire.]
Dear Sellers/Vendors and Government Purchasing Officers:
County of Salem is an agency, political subdivision, or instrumentality of the State of New
Jersey and is exempt from Sales and Use Tax pursuant to N.J.S.A. 54:32B-9 (a)(1) of the New Jersey
Sales and Use Tax Act (N.J.S.A. 54:32B-1 et seq.).
The exemption provided under N.J.S.A. 54:32B-9(a)(1) generally excludes the sale or use of
energy or utility service to an agency, political subdivision, or instrumentality of the State. See, N.J.S.A.
54:32B-9(c)(d). However, under N.J.S.A. 32:2-23.36, The County of Salem is specifically exempt "from
paying taxes on any personal property acquired or used by it for any purpose...," which includes an
exemption from the New Jersey Sales and Use Tax on purchases of natural gas and/or electricity. This
exemption does not extend to charges for the related utility services (the transmission or transportation of
natural gas and electricity).
An agency, political subdivision, or instrumentality of the State is not required to use an Exempt
Organization Certificate (Form ST-5) to make qualified tax exempt purchases. Official letterhead, a
purchase order or similar document signed by a qualified officer is sufficient proof that the entity is
exempt from paying New Jersey Sales Tax. Payment must be made by check, voucher, or electronic
payment from a government fund.
New Jersey State and local governmental entities making cash purchases of $150 or less from
imprest funds may use the Exempt Use Certificate (Form ST-4). Proper use of the ST-4 requires the
following: (1) a qualified officer of the agency must sign the form; (2) "Government Entity" must appear
in the box on the upper right corner for "PURCHASER'S NEW JERSEY TAXPAYER REGISTRATION
NUMBER;" (3) "9(a)" should be filled in the box following "N.J.S.A. 52:32B-;" and the name and title
of the agency representative engaged with the seller should appear at the bottom of the form.
Exempt Organization Unit
Regulatory Services Branch
New Jersey Division of Taxation
New Jersey Is An Equal Opportunity Employer Printed on Recycled Paper and Recyclable
The information contained in this letter is specific to the facts or circumstances presented by the inquirer and may
not be relied on by any other person or used as advice or precedent for any other matter or person in a similar
situation.
[2]
TO
ST-4 (09-16, R-16)
ELIGIBLE NONREGISTERED
PURCHASER: SEE INSTRUCTIONS **
Address
PURCHASER'S NEW JERSEY
TAXPAYER REGISTRATION NUMBER*
21-6001147
State of New Jersey
DIVISION OF TAXATION
SALES TAX
FORM ST-4
EXEMPT USE CERTIFICATE
To be completed by purchaser and given to and retained by seller.
Please read and comply with the instructions given on both sides of this certificate.
(Name of Seller)
City
State
Date
Zip
The undersigned certifies that there is no requirement to pay the New Jersey Sales and/or Use Tax on the purchase
or purchases covered by this Certificate because the tangible personal property or services purchased will be used for
an exempt purpose under the Sales & Use Tax Act.
The tangible personal property or services will be used for the following exempt purpose*:
The exemption on the sale of the tangible personal properly or services to be used for the above described exempt
purpose is provided in subsection N.J.S.A. 54:32B-9 (2)
(See reverse side for listing for principal exempt
uses of tangible personal property or services and fill in the block with proper subsection citation).
1, the undersigned purchaser, have read and complied with the instructions and rules promulgated pursuant to the New Jersey Sales and Use Tax
Act with respect to the use of the Exempt Use Certificate, and it is my belief that the seller narned heroin is not required to collect the sales or use
tax on the transaction or transactions covered by this Certificate. The undersigned purchaser hereby swears under the penalties for perjury and
false swearing that all of the information shown in this Certificale is true.
County of Salem
NAME OF PURCHASER*
110 5th Street, Suite 400, Salem, NJ 08079
(Address of Purchaser)*
Government Entity-County
TYPE OF BUSINESS
(as registered with the Now Jersey Division of Taxation)
Kelly Hannigan, Treasurer
(Signature of owner, partner, officer of corporation, etc.)*
(Title)
*Required
MAY BE REPRODUCED
(Front & Back Required)
INSTRUCTIONS FOR USE OF EXEMPT USE CERTIFICATES-ST-4
(09-16)
1. Registered sellers who accept fully completed exemption certificates within 90 days subsequent to the date of sale are relieved of
liability for the collection and payment of sales tax on the transactions covered by the exemption certificate. The following information
must be obtained from a purchaser in order for the exemption certificate to be fully completed:
Purchaser's name and address;
• Type of business;
Reasons(s) for exeroption;
• Purchaser's New Jersey tax identification number or, for a purchaser that is not registered in New Jersey, the Federal employer
identification number or out-of-State registration number. Individual purchasers must include their driver's license number;
If a paper exemption certificate is used (including fax), the signature of the purchaser.
The seller's name and address are not required and are not considered when determining if an exemption certificate is fully completed.
A seller that enters data elements from paper into an electronic format is not required to retain the paper exemption certificate.
The seller may, therefore, accept this certificate as a basis for exempting sales to the signatory purchaser and is relieved of liability even
if it is determined that the purchaser improperly claimed the exemption. If it is determined that the purchaser improperly claimed an
exemption, the purchaser will be held liable for the nonpayment of the tax.
2. Retention of Certificates - Certificates must be retained by the seller for a period of not less than four years from the date of the last
sale covered by the certificate. Certificates must be in the physical possession of the seller and available for inspection.
3. Acceptance of an exemption certificate in an audit situation - On and after October 1, 2011, if the seller either has not obtained
an exemption certificate or the seller has obtained an incomplete exemption certificate, the seller has at least 120 days after the
Division's request for substantiation of the claimed exemption to either:
1. Obtain a fully completed exemption certificate from the purchaser, taken in good faith, which, in an audit situation, means that the
seller obtain a certificate claiming an exemption that:
(a) was statutorily available on the date of the transaction, and
(b) could be applicable to the item being purchased, and
(c) is reasonable for the purchaser's type of business; OR
2. Obtain other information establishing that the transaction was not subject to the tax.
If the seller obtains this information, the seller is relieved of any liability for the tax on the transaction unless it is discovered through
the audit process that the seller had knowledge or had reason to know at the time such information was provided that the information
relating to the exemption claimed was materially false or the seller otherwise knowingly participated in activity intended to purposefully
evade the tax that is properly due on the transaction. The burden is on the Division to establish that the seller had knowledge or had
reason to know at the time the information was provided that the information was materially false.
4. Common exempt uses of property or services for which the ST-4 is applicable follow.
NOTE: The descriptions are general and do not necessarily cover every exempt use or service or every condition for exemption. Further information is
available from the Division of Taxation.
• Sales of machinery and equipment for use directly and primarily in the production of property by manufacturing, processing, assembling or refining.
N.J.S.A. 54:32B-8.138.
Sales of equipment to a telecommunication service provider subject to the jurisdiction of the BPU or the FCC for use directly and primarily in providing
interactive telecommunications services for sale. N.J.S.A. 54:32B-8.13c.
Sales of tangibie personal property for use directly and exclusively in experimental research and development in the laboratory sense. N.J.S.A. 54:32B-
8.14.
Sales of wrapping materials or non-returnable containers for use in the delivery of tangible personal property or sales of containers for use in a farming
enterprise. N.J.S.A. 54:32B-8.15.
Sales of busses to regulated bus companies for public passenger transportation or to carriers for use in school children transportation services. N.J.S.A.
54:328-8.28.
Sales of equipment for use directly and primarily in the production department of a newspaper plant or for use in the production of property for sale by
a commercial printer. N.J.S.A. 54:328-8.29.
Sales of advertising material to be published in a newspaper. N.J.S.A. 54:32B-8.30.
Sales of aircraft or repair services to an "air carrier," and repairs to certain business aircraft, including machinery or equipment installed on such.
N.J.S.A. 54:32B-8.35.
Saics of equipment used exclusively to sort and prepare solid waste for recycling or in recycling (does not include motor vehicles). N.J.S.A. 54:32B-
8,36.
Sales of printed advertising materials for out-of-state distribution and sales of direct-mail processing services rendered in connection with the
distribution of such materials to out-of-state recipients. N.J.S.A. 54:32B-8.39.
Sales of commercial trucks, truck tractors and semi-trailers which are properly registered and 1) have a gross vehicle weight rating in excess of 26,000
pounds; or 2) are operated actively and exclusively for the carriage of interstate freight under a certificate or permit issued by the Interstate Commerce
Commission; or 3) are registered as a farm vehicle under the Motor Vehicle Statute (N.J.S.A. 39:3-24 and 25) and have a gross vehicle weight rating
in excess of 18,000 pounds. N.J.S.A. 54:323-8.43.
INSTRUCTIONS FOR USE OF EXEMPT USE CERTIFICATES - ST-4
(09-16)
Sales of machinery and equipment used directly and primarily in producing broadcast programuming or cable/satellite television programming. N.J.S.A.
54:32B-8.13c.
Sales of tangible property for use directly and primarily in the production of film or video for sale, including motor vehicles, parts, supplies and services
to such property.. N.J.S.A. 54:328-8.49.
Sales of commercial ships and charges for components, repair and alteration services for commercial ships. N.J.S.A. 54:328-8.12.
Sales of materials, such as chemicals and catalysts, used to induce or cause a refining or chemical process. N.J.S.A. 54:323-8.20
Sales of electronically delivered computer software that is used directly and exclusively in the conduct of the purchaser's business, trade, or occupation.
N.J.S.A. 54:32B-8.56.
5. Eligible Nonregistered Purchaser - If the purchaser is not required to be registered for sales and use tax purposes in New Jersey, in the box at the top,
left comer of the form marked "Eligible Nonregistered Purchaser" the purchaser is required to place one of the following in order of preference:
1) the Federal Identification Number of the business; 2) out of state registration number.
Private reproduction of both sides of the Exempt Use Certificates may be made without the prior permission of the Division of Taxation.
FOR MORE INFORMATION: Read publication S&U-6 (Sales Tax Exemption Administration) at
http://www.state.nj.us/treasury/taxation/pdf/pubs/sales/sub.pdf
DO NOT MAIL THIS FORM TO THE DIVISION OF TAXATION
This form is to be completed by purchaser and given to and retained by seller.Protected Document Content
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Jeffrey Ridgway, Jr.
Purchasing Agent · FACILITIES & SERVICES
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