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Washington (Morris)Yellow RiskOpenGeneral
Purchasing
BID #: N/A
ISSUED: 4/6/2022
DUE: TBD
VALUE: $17,500
85
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Yellow Risk
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Executive Summary
Washington Township is committed to providing effective purchasing procedures in compliance with New Jersey State purchasing laws and federal regulations. The Township's purchasing policy manual outlines procedures to ensure effective control over public funds while maintaining efficient purchasing operations. Key aspects include adherence to the Local Public Contracts Law, Pay To Play Law, Business Registration Certification (BRC), Equal Employment Opportunity regulations, and Public Works Contracts requirements. Vendors are required to comply with bid documents and instructions, quote firm contract prices, and provide proper quality of goods or services.
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At once, upon seeing it, you know that the mill holds a thousand stories and probably a thousand more secrets in its ancient timbers. Aerial View of Long Valley BackGround Picture Aerial View of Long Valley in Fall In the rolling hills of Morris County, Washington Twp is noted for preserved farmland and historic buildings. Washington Township was incorporated as a township from portions of Roxbury Township. 5K Turkey Trot BackGround Picture Turkey Trot in Long Valley The WMC Memorial 5K Turkey Trot is a community event being held to continue the tradition of the WMC Memorial Race started over a decade ago in memory of Kyleigh D’Alessio and Tanner Birch. Police Honor Guard BackGround Picture Police Honor Guard Washington Township Police Department The mission of the Washington Township Police Department to protect life and property, enforce the law in a fair and impartial manner, and to preserve the peace, order, and safety of the community we serve. Califon Road Park BackGround Picture Califon Road Park Pond at Califon Road Park The pond at Califon Road Park is located behind the parking area for the park’s Little League field and four all-purpose fields Memorial Day Ceremony BackGround Picture Memorial Day Ceremony Rock Spring Park Washington Township held its annual Memorial Day Ceremony to salute our brave servicemen and servicewomen who have given so much for our country at the Veterans Memorial Site at Rock Spring Park. Santa Program BackGround Picture Santa Program Cucinella School At the Recreation Department’s annual Afternoon with Santa at Cuccinella School, local families enjoyed face painting, balloon animal and photos with the Santa and his helper. Purchasing There are no blog posts currently available Purchasing Contact Information Kathleen Holzer, QPA Purchasing Agent Email: purchasing@wtmorris.net Township Info 43 Schooley's Mountain Road Long Valley, NJ 07853 Get Directions Township Hours Monday to Friday 8:00 AM to 4:00 PM ( June – August Hours ) Monday to Thursday 7:30 AM to 5:00 PM, offices open to public 7:30 AM to 4 PM Resources Vendor Manual (updated Feb. 16, 2023) W-9 Instructions and Form Obtain a Business Registration Certificate Pay-to-Play Law Documents (required for all contracts and/or vendors for $17,500 or more in a 12-month period): Political Contribution Disclosure Business Entity Disclosure Prevailing Wage rates for construction-related public works contracts For payment inquiries, contact the finance office. Email Updates - click link and follow to recieve public bidding notices and RFPs posts by email. 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Document Text
--- Document: Vendor Manual ---
April 6, 2022
WASHINGTON TOWNSHIP
VENDOR MANUAL
WASHINGTON TOWNSHIP PURCHASING POLICY MANUAL
1
I. POLICY AND PROCESS
A. General
It is the objective of Washington Township to provide purchasing procedures, which will
ensure effective control over the encumbrance and expenditure of public funds pursuant
to state law and the regulations set forth by the Division of Local Government Services.
At the same time, this will allow efficient purchasing operations. To this end, the
methods of purchasing in this manual will be employed.
The Township will comply with the New Jersey State purchasing laws and all applicable
federal laws. Theses laws include, but are not limited to the following:
-
Local Publics Contracts Law – (N.J.S.A. 40A:11-1 et seq.) This outlines the
general purchasing procedures sets bid limits and quote limits. It also
identifies the areas of procurement (i.e. professional services, commodities,
etc.)
-
Pay To Play Law – (N.J.S.A. 19:44A-20.4 et seq.) Requires disclosure from
all vendors doing business with the Township in excess of $17,500. The
disclosure shows that no “partner” in the business has made donations to the
campaigns or political parties of local governing body members, as well as
their county and state counterparts.
-
Business Registration Certification (BRC) – (PL 2004 ch 57) Required by the
State of New Jersey, Department of Treasury for any vendor doing business
with the Township. Without the BRC no items/work can be done by the
vendor.
-
Equal Employment Opportunity – (N.J.S.A. 10:5-31 et seq. & N.J.A.C. 17:27
et seq.)
Bids for goods, professional service & general service contracts require:
1. Letter of Federal Approval OR
2. Certificate of Employee Information Report
Construction contracts require:
1. Form AA-201 upon notification of award
2. Form AA-202 monthly for duration of contract
Public Works Contracts (N.J.S.A. 34:11-56.25 et seq.) require:
1. Requires prevailing wage for contracts over $16,263
2. Public Works Contractor Registration (N.J.S.A. 34:11-56.48 et seq.)
WASHINGTON TOWNSHIP PURCHASING POLICY MANUAL
2
-
NEW Prohibition on Dealings with Russia or Belarus-associated Businesses –
(P.L. 2022 c. 3) Prohibits the award, renewal, amendment, or extension of
State and local public contracts for goods or services with persons or entities
engaging in prohibited activities in Russia or Belarus. A certification that the
vendor or contractor is not on the Department of Treasury’s list of entities
engaged in prohibited activities in Russia or Belarus, nor in Iran pursuant to
P.L. 2012, c.25 will be included when purchase orders are generated.
Purchase Orders will still be provided electronically. Should there be a need
to mail a P.O., be sure to print it double-sided.
WASHINGTON TOWNSHIP PURCHASING POLICY MANUAL
3
B. PURCHASE ORDER PROCESS
II. METHODS OF PURCHASE
Requisition initiated
by the ordering
Department.
Purchasing distributes
the PO to the
ordering department
to place the order.
Purchase Order
(voucher) is sent
to the vendor.
This places the
order.
The vendor signs
voucher and
returns it to the
ordering
Department
Ordering
Department
forwards the
paperwork to
Accounts Payable.
Accounts Payable reviews the
paperwork and prepares the
Bill List. Once the Bill List
is approved*, checks are cut
& sent to the vendors.
Once the order/service is
complete, ordering
Department certifies it’s
ok to pay by signing the
PO and ensuring the
invoice, quote, &
packing slip all match
the PO.
PURCHASING
PROCESS
ACCOUNTS
PAYABLE
PROCESS
* Township Committee Meetings are on the 3rd Monday of each month.
All fully signed POs are due the Tuesday prior to that meeting in order
to be included in that month’s bill list.
WASHINGTON TOWNSHIP PURCHASING POLICY MANUAL
4
II. PURCHASING REQUIREMENTS AND PROCEDURES
A. Methods of Purchase
Request for quotes are generally made to a group of selected providers
with the purpose of comparing prices and other basic sales terms for
purchases between $6,600 and $44,000. In some cases another approved
method (such as cooperative pricing) is used.
Competitive bidding is a common procurement practice that involves
inviting multiple vendors or service providers to submit offers for any
particular material or service. It allows transparency, equality of
opportunity and the ability to demonstrate that the outcomes represent the
best value. Washington Township’s bidding threshold is $44,000, above
which the town shall advertise for and receive sealed bids
Required documents (see appendix for more info):
o Required documents for all vendors:
W-9
Business Registration certificate
o Purchases above $17,500 also require Equal Employment
Opportunity documentation from vendors.
o Bids for goods, professional service & general service contracts:
Letter of Federal Approval OR
Certificate of Employee Information Report
o Construction contractors:
Form AA-201 upon notification of award
Form AA-202 monthly for duration of contract
o Public Works Contracts (N.J.S.A. 34:11-56.25 et seq.):
Requires prevailing wage for contracts over $16,263
Public Works Contractor Registration (N.J.S.A. 34:11-56.48
et seq.)Required documents for bids
o Unless exempt under the Local Public Contracts Law or acquired
through other permissible means such as cooperative purchasing,
purchases over $44,000 are bid. Bids include, but are not limited to,
the following requirements:
Bid Guarantee – Third party assumes liability via bid bond,
certified check, bank check, etc. for 10% amount of the bid,
not to exceed $20.000. Attorney approval advised.
Surety Certificate – Underwriting; ensures that the bidder will
be able to obtain a performance bond if the contract is
awarded.
Statement of Corporate Ownership/Stockholder Disclosure
or Certification – Certificate the bidder supplies naming who
owns/controls 10% or more of the company.
Listing of sub-contractors
Acknowledgement of Addenda
WASHINGTON TOWNSHIP PURCHASING POLICY MANUAL
5
Prices and other specific information received from vendors will be
considered confidential. During price solicitation, quotations received from
one supplier shall not be divulged to another.
B. Gifts And Gratuities
Township employees and offices are expressly prohibited from soliciting or
accepting any rebate, money or entertainment, gift or gratuity from any
person, company, firm or corporation to which any purchase order or
contract, is, or might be, awarded.
The Township will not tolerate circumstances that produce, or reasonably
appear to produce, conflicts between personal interests of an employee or
volunteer and the interests of the Township. Accordingly, the Township
will take appropriate action and may terminate, at no charge to the
Township, any purchase order or contract if it is found that gifts or
gratuities were offered to any employee.
The Township may also take disciplinary action, including dismissal,
against an employee who solicits or accepts gifts or gratuities.
C. Vendor Responsibilities
Vendors are urged to read all detailed specifications and all bid
documents, to comply with all instructions and required conditions. If a
vendor does not fully understand a request, any inquiry must be directed
in writing to the Purchasing Agent.
Vendors shall quote firm contract prices only, F.O.B. Washington
Township, location of the using agency, or as directed.
Vendor shall submit bid proposals and quotes for purchases estimated
between $17,500 and $44,000 in writing on forms supplied by the
Township or as otherwise expressly authorized in writing.
Vendor must assure that an original signature of an authorized
representative of the firm is on any written proposal or bid.
Vendors are expected to promptly and accurately provide the proper
quality of goods or services at a reasonable and competitive price.
Vendors are encouraged to provide information on new products,
processes and materials along with demonstrations and samples when
requested.
Suggestions that will help reduce cost, promote efficiency or improve
supplier services are welcome. Cost reduction ideas should reduce costs
without a corresponding reduction in quality of goods and services.
NEW - Vendors and contractors must provide certification they do not
engage in prohibited dealing with Russia, Belarus and Iran on prescribed
forms before any bid will be awarded. For other purchases, the
certification is incorporated into the Purchase Order.
D. Selection
Vendors are to be selected on a competitive basis. Bids, quotations, and
proposals will be solicited in accordance with the law and may be by
newspaper advertising, direct mail request to prospective suppliers, in
person, by telephone or on the Township website.
WASHINGTON TOWNSHIP PURCHASING POLICY MANUAL
6
Purchase Orders or contracts will be awarded to the lowest responsive,
responsible vendor.
Competitive contracts and RFP’s will be reviewed by an evaluation team
to determine if they satisfy the Proposal Requirements, determine if a
proposal should be rejected and evaluate the proposals based upon the
evaluation criteria. The highest-ranking respondent will then be
recommended to the governing body for award of contract, based on price
and other factors.
All proposals or quotations may be rejected if in the Township’s best
interest to do so.
E. Payment
Vendors may offer a cash discount if their invoices are paid promptly. To
take advantage of this policy and to maintain good vendor relations it is
important upon completion of the order that all required documents are
forwarded to Finance. Upon receipt of goods or services, using
departments/divisions should submit all invoices and vouchers to
Accounts Payable without delay.
F. Non-payment of Penalties and Interest on Overdue Bills
State Law requires that public funds be used to pay only for goods
delivered or services rendered.
Washington Township will not pay penalties and/or interest on overdue
bills.
No employee is authorized to sign a letter of credit or any other document
that represents a legal commitment on the part of the Township to pay
additional fees.
--- Document: Political Contribution Disclosure ---
C. 271 POLITICAL CONTRIBUTION DISCLOSURE FORM
Contractor Instructions
Business entities (contractors) receiving contracts from a public agency
that are NOT awarded pursuant to a “fair and open” process (defined at
N.J.S.A. 19:44A-20.7) are subject to the provisions of P.L. 2005, c. 271,
s.2 (N.J.S.A. 19:44A-20.26). This law provides that 10 days prior to the
award of such a contract, the contractor shall disclose contributions to:
• any State, county, or municipal committee of a political
party
• any legislative leadership committee*
• any continuing political committee (a.k.a., political action
committee)
• any candidate committee of a candidate for, or holder of, an
elective office:
o of the public entity awarding the contract
o of that county in which that public entity is located
o of another public entity within that county
o or of a legislative district in which that public
entity is located or, when the public entity is a
county, of any legislative district which includes all
or part of the county
The disclosure must list reportable contributions to any of the committees
that exceed $300 per election cycle that were made during the 12 months
prior to award of the contract. See N.J.S.A. 19:44A-8 and 19:44A-16 for
more details on reportable contributions.
N.J.S.A. 19:44A-20.26 itemizes the parties from whom contributions must be
disclosed when a business entity is not a natural person. This includes
the following:
• individuals with an “interest” ownership or control of more than
10% of the profits or assets of a business entity or 10% of the
stock in the case of a business entity that is a corporation for
profit
• all principals, partners, officers, or directors of the business
entity or their spouses
• any subsidiaries directly or indirectly controlled by the business
entity
• IRS Code Section 527 New Jersey based organizations, directly or
indirectly controlled by the business entity and filing as
continuing political committees, (PACs).
When the business entity is a natural person, “a contribution by that
person’s spouse or child, residing therewith, shall be deemed to be a
contribution by the business entity.” [N.J.S.A. 19:44A-20.26(b)] The
contributor must be listed on the disclosure.
Any business entity that fails to comply with the disclosure provisions
shall be subject to a fine imposed by ELEC in an amount to be determined by
the Commission which may be based upon the amount that the business entity
failed to report.
The enclosed list of agencies is provided to assist the contractor in
identifying those public agencies whose elected official and/or candidate
campaign committees are affected by the disclosure requirement. It is the
contractor’s responsibility to identify the specific committees to which
contributions may have been made and need to be disclosed. The disclosed
information may exceed the minimum requirement.
The enclosed form, a content-consistent facsimile, or an electronic data
file containing the required details (along with a signed cover sheet) may
be used as the contractor’s submission and is disclosable to the public
under the Open Public Records Act.
The contractor must also complete the attached Stockholder Disclosure
Certification. This will assist the agency in meeting its obligations
under the law. NOTE: This section does not apply to Board of Education
contracts.
[?] N.J.S.A. 19:44A-3(s): “The term "legislative leadership committee"
means a committee established, authorized to be established, or designated
by the President of the Senate, the Minority Leader of the Senate, the
Speaker of the General Assembly or the Minority Leader of the General
Assembly pursuant to section 16 of P.L.1993, c.65 (C.19:44A-10.1) for the
purpose of receiving contributions and making expenditures.”
C. 271 POLITICAL CONTRIBUTION DISCLOSURE FORM
Required Pursuant To N.J.S.A. 19:44A-20.26
This form or its permitted facsimile must be submitted to the local unit
no later than 10 days prior to the award of the contract.
Part I – Vendor Information
|Vendor Name:| |
|Address| |
|: | |
|City| |State: |Zip: |
|: | | | |
The undersigned being authorized to certify, hereby certifies that the
submission provided herein represents compliance with the provisions of
N.J.S.A. 19:44A-20.26 and as represented by the Instructions accompanying
this form.
_________________________ ____________________________
_________________________
Signature Printed Name Title
Part II – Contribution Disclosure
Disclosure requirement: Pursuant to N.J.S.A. 19:44A-20.26 this disclosure
must include all reportable political contributions (more than $300 per
election cycle) over the 12 months prior to submission to the committees of
the government entities listed on the form provided by the local unit.
← Check here if disclosure is provided in electronic form.
|Contributor Name |Recipient Name |Date |Dollar |
| | | |Amount |
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← Check here if the information is continued on subsequent page(s)
Continuation Page
C. 271 POLITICAL CONTRIBUTION DISCLOSURE FORM
Required Pursuant To N.J.S.A. 19:44A-20.26
Page ___ of ______
Vendor Name:
|Contributor Name |Recipient Name |Date |Dollar |
| | | |Amount |
| | | |$ |
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← Check here if the information is continued on subsequent page(s)
List of Agencies with Elected Officials Required for Political Contribution
Disclosure
N.J.S.A. 19:44A-20.26
County Name:
State: Governor, and Legislative Leadership Committees
Legislative District #s:
State Senator and two members of the General Assembly per district.
County:
Freeholders County Clerk Sheriff
{County Executive} Surrogate
Municipalities (Mayor and members of governing body, regardless of title):
Matthew T. Murello Kenneth W. Roehrich
Kenneth W. Short Michael A. Marino
Gregg Forsbrey
USERS SHOULD CREATE THEIR OWN FORM, OR DOWNLOAD FROM
WWW.NJ.GOV/DCA/LGS/P2P A COUNTY-BASED, CUSTOMIZABLE FORM.
STOCKHOLDER DISCLOSURE CERTIFICATION
Name of Business:
π I certify that the list below contains the names and home addresses
of all stockholders holding 10% or more of the issued and outstanding
stock of the undersigned.
OR
π I certify that no one stockholder owns 10% or more of the issued and
outstanding stock of the undersigned.
Check the box that represents the type of business organization:
πPartnership πCorporation πSole
Proprietorship
πLimited Partnership πLimited Liability Corporation πLimited
Liability Partnership
πSubchapter S Corporation
Sign and notarize the form below, and, if necessary, complete the
stockholder list below.
Stockholders:
|Name: |Name: |
|Home Address: |Home Address: |
| | |
|Name: |Name: |
|Home Address: |Home Address: |
| | |
|Name: |Name: |
|Home Address: |Home Address: |
| | |
|Subscribed and sworn before me this |_________________________________ |
|_____ day of__________ ___________, |(Affiant) |
|20________ . | |
| |________________________________ |
|(Notary Public) |(Print name & title of affiant) |
| | |
|My Commission expires: |(Corporate Seal) |
--- Document: Business Entity Disclosure ---
BUSINESS ENTITY DISCLOSURE CERTIFICATION
FOR Non-fair and open Contracts
Required Pursuant To N.J.S.A. 19:44A-20.8
WASHINGTON TOWNSHIP
Part I – Vendor Affirmation
The undersigned, being authorized and knowledgeable of the circumstances,
does hereby certify that the <name of business entity> has not made and
will not make any reportable contributions pursuant to N.J.S.A. 19:44A-1 et
seq. that, pursuant to P.L. 2004, c. 19 would bar the award of this
contract in the one year period preceding January 1, 2022 to any of the
following named candidate committee, joint candidates committee; or
political party committee representing the elected officials of the
Township of Washington as defined pursuant to N.J.S.A. 19:44A-3(p), (q) and
(r).
|Matthew T. Murello |Kenneth W. Roehrich |
|Kenneth W. Short |Michael A. Marino |
|Gregg Forsbrey |Committee to Elect Richard Wall |
| | |
| | |
| | |
Part II – Ownership Disclosure Certification
( I certify that the list below contains the names and home addresses of
all owners holding 10% or more of the issued and outstanding stock of the
undersigned.
Check the box that represents the type of business entity:
(Partnership (Corporation (Sole Proprietorship (Subchapter S
Corporation
(Limited Partnership (Limited Liability Corporation (Limited
Liability Partnership
|Name of Stock or Shareholder |Home Address |
| | |
| | |
| | |
| | |
| | |
| | |
| | |
| | |
| | |
| | |
Part 3 – Signature and Attestation:
The undersigned is fully aware that if I have misrepresented in whole or
part this affirmation and certification, I and/or the business entity, will
be liable for any penalty permitted under law.
Name of Business Entity:___________________________________________
Signature of Affiant:________________________________
Title:_______________________________ Printed Name of Affiant
:___________________________ Date:_______________________________
|Subscribed and sworn before me this ___ | |
|day of ___________, 2___. |_________________________________ |
| |(Witnessed or attested by) |
|My Commission expires: |________________________________ |
| |(Seal) |
BUSINESS ENTITY DISCLOSURE CERTIFICATION
FOR Non-fair and open Contracts
Required Pursuant To N.J.S.A. 19:44A-20.8
WASHINGTON TOWNSHIP
The following is statutory text related to the terms and citations used in
the Business Entity Disclosure Certification form.
“Local Unit Pay-To-Play Law” (P.L. 2004, c.19, as amended by P.L. 2005,
c.51)
19:44A-20.6 Certain contributions deemed as contributions by business
entity.
5. When a business entity is a natural person, a contribution by that
person's spouse or child, residing therewith, shall be deemed to be a
contribution by the business entity. When a business entity is other than
a natural person, a contribution by any person or other business entity
having an interest therein shall be deemed to be a contribution by the
business entity.
19:44A-20.7 Definitions relative to certain campaign contributions.
6. As used in sections 2 through 12 of this act:
“business entity" means any natural or legal person, business corporation,
professional services corporation, limited liability company, partnership,
limited partnership, business trust, association or any other legal
commercial entity organized under the laws of this State or of any other
state or foreign jurisdiction;
“interest" means the ownership or control of more than 10% of the profits
or assets of a business entity or 10% of the stock in the case of a
business entity that is a corporation for profit, as appropriate;
Temporary and Executing
12. Nothing contained in this act shall be construed as affecting the
eligibility of any business entity to perform a public contract because
that entity made a contribution to any committee during the one-year period
immediately preceding the effective date of this act.
~~~~~~~~~~~~~~~~~~~~~
The New Jersey Campaign Contributions and Expenditures Reporting Act
(N.J.S.A. 19:44A-1 et seq.)
19:44A-3 Definitions. In pertinent part…
p. The term "political party committee" means the State committee of a
political party, as organized pursuant to R.S.19:5-4, any county committee
of a political party, as organized pursuant to R.S.19:5-3, or any municipal
committee of a political party, as organized pursuant to R.S.19:5-2.
q. The term "candidate committee" means a committee established pursuant to
subsection a. of section 9 of P.L.1973, c.83 (C.19:44A-9) for the purpose
of receiving contributions and making expenditures.
r. the term "joint candidates committee" means a committee established
pursuant to subsection a. of section 9 of P.L.1973, c.83 (C.19:44A-9) by at
least two candidates for the same elective public offices in the same
election in a legislative district, county, municipality or school
district, but not more candidates than the total number of the same
elective public offices to be filled in that election, for the purpose of
receiving contributions and making expenditures. For the purpose of this
subsection: …; the offices of member of the board of chosen freeholders
and county executive shall be deemed to be the same elective public offices
in a county; and the offices of mayor and member of the municipal governing
body shall be deemed to be the same elective public offices in a
municipality.
19:44A-8 and 16 Contributions, expenditures, reports, requirements.
While the provisions of this section are too extensive to reprint here, the
following is deemed to be the pertinent part affecting amounts of
contributions:
“The $300 limit established in this subsection shall remain as stated in
this subsection without further adjustment by the commission in the manner
prescribed by section 22 of P.L.1993, c.65 (C.19:44A-7.2)
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local preference
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performance bond
Evidence Detected
"...the bid, not to exceed $20.000. Attorney approval advised. Surety Certificate – Underwriting; ensures that the bidder will be able to obtain a performance bond if the contract is awarded. Statement of Corporate Ownership/Stockholder Disclosure or Certification – Certificate the bidder supplies naming wh..."
liquidated damages
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Contacts
Kathleen Holzer, QPA
Purchasing Agent
hidden@email.com
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Timeline
First Discovered
Apr 2, 2026
Last Info Update
Apr 5, 2026
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