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Executive Summary
The Borough of Westville is seeking bids for lawn and landscaping maintenance services for Westville Parks and the Brooklawn Legion Field Complex. The scope of work includes weekly mowing, rotary trimming, and blowing off walks at various locations throughout Westville. Bids are due on Wednesday, April 22, 2026, at 10:00 a.m. at the Westville Municipal Court Room.
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Document Text
--- Document: 2026 RFP for Borough Lawn Cutting Services Document ---
1
Bid For
Lawn and Landscaping For
Westville Parks and
Brooklawn Legion Field Complex
Issued by
Westville Borough
165 Broadway
Westville, NJ 08093
BID OPENING:
WEDNESDAY, APRIL 22, 2026
10:00 a.m.
Westville Municipal Court Room
2
NOTICE TO BIDDERS
WESTVILLE BOROUGH
Notice is hereby given that sealed bids will be received by The Borough of Westville for
the service of Lawn and Landscaping Maintenance for Westville Parks and
Brooklawn Legion Field Complex. Bids will be received, opened and read in public at
Westville Borough Municipal Court Room 165 Broadway, Westville, NJ 08093 on
Wednesday, April 22, 2026 at 10:00 am prevailing time.
Technical specifications and forms of bid for the Lawn and Landscaping Maintenance
for Westville Parks and Brooklawn Legion Field Complex are on file at the Borough
of Westville located at 165 Broadway, Westville NJ 08093. Bidders will be furnished
with a copy of the specifications at no cost and may pick them up between the hours of
9:00 AM and 3:00 PM Monday through Friday except holidays or, request a copy by
email to sjohnson@westville-nj.comc or fax at 856-742-8190. Bidders can also
download the specifications from the Borough website at: westville-nj.com. Should
overnight delivery be requested, the prospective bidder is responsible for bearing that
expense.
Bids must be made on the standard bid form in the manner designated therein and must
be enclosed in a sealed envelope bearing the following information on the outer
envelope:
1. Name and address of the bidder
2. Name of the bid Lawn and Landscaping Maintenance for Westville Parks
and the Brooklawn Legion Field Complex (Wednesday, April 22, 2026@10
am prevailing time)
3. Addressed to the Westville Borough attention Sydney Johnson, 165 Broadway,
Westville NJ 08093
The signed bid forms must be delivered to the place named above on or before the
scheduled bid opening. The accepted applicant will be required to execute the contract
within ten (10) days after the Notice of Award.
Westville Borough reserves the right to, as permitted by law: (i) not select any of the
applicants; (ii) require applicants to submit to a personal interview and/or submit
additional or clarifying information; (iii) to reject any and all proposals; (iv) to waive any
informalities in the proposals; and (v) procure the articles or services from other sources
if deemed most advantageous to the objectives of the Borough.
Westville Borough’s determination of the applicant who is most advantageous to the
goals and objectives of the Borough shall be final and conclusive.
BY ORDER OF: FRITZ SIMS, MAYOR
RYAN GILES, ADMINISTRATOR
3
INFORMATION TO BIDDERS
Sealed proposals shall be received in accordance with Public Advertisement as
required by law, a copy of said notice being attached hereto and made part of these
specifications.
Submission of Bid Proposals
All proposals must be submitted in sealed envelopes bearing on the outside the
name of the bidder, address and Lawn and Landscaping Maintenance for Westville
Parks and the Brooklawn Legion Field Complex:
Bids must be addressed to the attention of:
Borough of Westville
c/o Sydney Johnson
165 Broadway
Westville, NJ 08093
Bids Forwarded through the Mail
Must contain the following statement on the envelope:
“THIS IS A SEALED BID AND SHALL NOT BE OPENED AND READ UNTIL
WEDNESDAY, APRIL 22, 2026 AT 10:00 AM WESTVILLE COURT ROOM BY THE
ADMINISTRATOR OR DESIGNEE.”
The Borough will not assume responsibility for bids not delivered in person to the
Purchasing Agent at the bid opening.
Receipt of Bids
All bids must be received before or at the time and date specified in the Notice to
Bidders. No bids will be received after the specified time. Any bid not hand delivered to
procurement official must be time stamped and deposited in the bid box made available
in the purchasing department.
Proposal Guarantee
In a form of a certified check, cashier’s check or bid bond in the amount of not
less than 10% of the amount bid but not to exceed $20,000.00 must be submitted with
the bid to insure signing of the contract by the successful bidder as well as providing
Performance Bond within ten (10) days after the award of the bid. The guarantee will
be returned to the respective bidders within three (3) working days after the award of
the contract, except those of the two lowest bidders, which may be held until the
successful bidder has guaranteed the contract.
4
Certificate of Surety (Consent of Surety)
Bidder shall submit with bid a Certificate of Surety from a bonding company,
which states that it will provide the Borough with a performance bond if deemed
required by the Borough Council in the event the bidder is awarded a contract.
5
WESTVILLE BOROUGH
GENERAL TERMS and CONDITIONS
BID CHECKLIST
The items that are checked below are to be submitted with your bid.
Required with
Item
Read, Initialed
Receipt of Bid
and Submitted
______________
Bid Guarantee as required
____________
by N.J.S.A. 40A:11-21
______________
Certificate or Consent of
____________
Surety Form pursuant to
N.J.S.A. 40A:11-22
______X_______
Certificate of Insurance or
____________
Consent of Insurance Form
______X_______ Corporate Disclosure Statement
____________
pursuant to N.J.S.A. 40A:11-16
______X_______
Acknowledge of Receipt of
____________
Addenda form, if applicable
______X_______
Non-Collusion Affidavit
____________
______X_______
Affirmative Action
____________
Requirements
______________
Contractor Registration
____________
Documentation
______X_______
Statement of Authority
____________
______________
Questionnaire
____________
______X_______
New Jersey Business Registration
____________
______________
Statement of Warranty
____________
______________
Brochures
____________
______________
Taxpayer Identification Number
____________
(Checklist continued on next page)
6
(Checklist continued)
The items that are checked below are to be reviewed by the bidders.
Review Required
Item
Read and Initialed
______________
Prevailing Wage Language
_____________
______X_______
Americans with Disabilities
_____________
Act Language
______X_______
Political Contribution Disclosure _____________
C.271
______________
Other -Vendor Certification of
_____________
Original Manufacturer’s Parts
______X_______
Iran Disclosure
_____________
______________
New Jersey Pesticide License
_____________
THE ITEMS AND/OR FORMS INDICATED ABOVE MUST BE REVIEWED AND/OR SUBMITTED WITH YOUR BID. THIS
CHECKLIST IS PROVIDED FOR INFORMATIONAL PURPOSES ONLY. ALL REQUIRED DOCUMENTATION MAY NOT BE
LISTED ABOVE AND IT SHALL BE THE RESPONSIBILITY OF THE BIDDER TO CAREFULLY REVIEW THE COMPLETE BID
PACKAGE, FAMILIARIZE THEMSELVES WITH THE REQUIREMENTS OF THIS BID, AND TO SUBMIT WITH THEIR BID ALL
REQUIRED DOCUMENTATION.
SIGNATURE
The undersigned hereby acknowledges that they have submitted and/or reviewed
the above listed requirements:
Name of Company: ____________________________________________________
Signature: ____________________________________________________________
Print Name: ___________________________________________________________
Title: _________________________________________________________________
Date: ___________________________________________________________
7
GENERAL INSTRUCTIONS & CONDITIONS
1.
Bid Submission
2.
Bid Security
3.
Performance Bond
4.
Public Disclosure
5. Interpretation of Specification
6.
Award
7.
Qualification of Bidders
8.
Exceptions to Specifications
9.
Equivalents
10.
Time for Making Award
11.
Indemnification
12.
Prices
13.
Withdrawal of Bid
14.
Taxes
15.
Questions
16.
Items Bid
17.
Late or Lost Bids
18.
Owners Rights
19.
Rejection of Bids
20.
Payments
21.
Compliance with Regulations
22.
Quantities
23.
Insurance
24.
Business Registration
25.
Return of Bid Security
26.
Assignment
8
GENERAL INSTRUCTIONS & CONDITIONS
CONTINUED
27.
Return of Contract
28.
Differences
29.
Additional Claims
30.
Standard Contract
31.
New Jersey Laws
32.
Political Contribution on Disclosure
33.
Facsimile or Electronic Bids
34.
Tie Bids
35.
Mailed Bids
36.
Signatures
37.
Termination for Default
38.
Termination for Convenience
39.
Cancelation for Unappropriated Funds
40.
Withdrawal of Bids
41.
Challenge of Bids
42.
New Jersey Pesticide License
43.
References
9
General Conditions\Instructions
1.
Bid Submission:
Bids shall be submitted on the Bid Form supplied herein. They shall be returned
in sealed envelopes and addressed to:
Borough of Westville
SYDNEY JOHNSON
165 Broadway
Westville, New Jersey 08093
The outermost envelope shall be clearly marked in the lower left-hand corner:
Bid Opening: Wednesday, April 22, 2026, 10:00 am
Lawn and Landscaping Maintenance for Westville Parks and the Brooklawn
Legion Field Complex
Westville Borough accepts no liability for bids opened in error due to absence of the
required notation or for late or lost bids.
2.
Bid Security:
When required, a bid bond, cashier's check, or certified check payable to Westville
Borough, for ten percent (10%) of the total amount of the bid, but not to exceed
$20,000.00, shall accompany each proposal. It shall be subject to forfeit and retention
by the Westville Borough in lieu of other legal remedies, should a successful bidder fail
to execute a contract and provide a performance bond, if required, within ten (10)
calendar days after the Westville Borough has tendered the contract.
The check or bond of the unsuccessful bidders shall be returned as prescribed by law.
The check or bond of the bidder to whom a contract is awarded shall be retained until a
contract is executed and the performance bond or other security, if required, is
submitted.
If the successful bidder fails to enter into a contract within ten (10) calendar days from
the date of the notification to do so, then the certified check or bid bonds deposited by
him/her shall, at the option of the Westville Borough, be retained as liquidated damages.
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3.
Performance Bond:
As a Performance Bond is required, bidders shall include with the bid a surety
company's certificate that it will provide such a bond in the sum specified if the bidder is
awarded the contract.
The successful bidder shall furnish a Performance Bond in the total amount of the
contract. Said bond shall be that of an approved company, authorized to conduct
business in the State of New Jersey.
4.
Public Disclosure:
No corporation or partnership may be awarded a contract for the performance of work
or the furnishing of materials or supplies, unless it lists with its bid, or prior thereto, the
names and addresses of all stockholders who own ten percent (10%), or more of its
stock of any class, or all individual partners who own ten percent (10%), or greater
interest therein (NJSA 52:25-24.2, P.L. 1977, Chapter 33). Failure to provide this
information shall be cause for disqualification for the bidder.
5.
Interpretation of Specification:
All explanations, interpretations, and instructions will be in written addenda, bulletin, etc.
issued by Westville Borough to all bid holders. All exceptions to the specifications by the
bidder are to be in written form to the Borough at the scheduled bid opening date and
time.
6. Form of Award:
Contracts shall be awarded to the lowest responsible bidder, but Westville Borough
reserves the right to reject any and all bids and to waive minor discrepancies therein.
Westville Borough also reserves the right to split bids, award individual items, or to
award groups of items and categories of items.
7.
Qualification of Bidders:
A bid will be considered as evidence that the bidder has fully examined and
understands the specifications. It is understood that a bidder making a bid, accepts the
terms and conditions contained within the specification.
8.
Exceptions:
No Exceptions are permitted. The Borough of Westville reserves the right to reject all
proposals containing any exceptions.
9.
Equivalents:
The use of a manufacturer's brand name and/or model number in this specification is
intended to be a guide for the minimum acceptable standard. Any bidder proposing
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items other than those stated shall state the brand name and/or model number of the
items on the proposal page.
It shall be the bidder's responsibility to provide information to Westville Borough that the
stated items are equal to or better than those required by this specification.
Specification literature, fact sheets, etc.; shall be part of the bidder’s proposal to be
reviewed. Westville Borough or its designated representative, shall be the sole judge as
to the equality of the items bid to the specifications. Failure to adhere to this
requirement may be cause for rejection of the bid.
10.
Time for Making Award:
Westville Borough normally awards contracts or rejects all bids within thirty (30) days,
but in no case more than sixty (60) days. Exceptions to this schedule shall be in
accordance with N.J.S.A. 40A:11-24, which provides that bidders, at the request of the
contracting unit, may agree to have their proposals held for consideration for a longer
period. Vendor acknowledges that Westville Borough is required to submit all actions,
including execution of a contract, and any and all separate provisions thereto, including
individual invoice payments, to the Borough Council, for approval or veto, in accordance
with N.J.S.A. 40:37A-50 and any amendments thereto.
11.
Indemnification:
Bidders shall agree, if awarded a contract, that they will indemnify and hold harmless
Westville Borough and its representatives from all suits and actions of every nature and
description brought against it, growing out of the contract, or contracts, written or verbal,
entered into between Westville Borough and the successful bidder, & further, that upon
the awarding of the contract in accordance with these specifications, this agreement of
indemnification shall automatically become effective.
12. Prices:
Bids are to be written as well as numeric. Should there be any differences between the
two, the written bid shall rule. Carelessness in quoting prices or in the preparation of the
bid will not relieve the bidder. Bid prices shall be F.O.B. destination and net, with all
discounts deducted except the cash discount for prompt payment of invoice, if entered.
13. Withdrawal of Bid:
A written request for the withdrawal of a bid will be granted if received by Westville
Borough before any bid has been opened.
14. Taxes:
The Borough is exempt from all Federal, State and Local taxes. The Borough Federal
Tax ID # is 21-6001357.
12
15. Questions:
Questions concerning this bid invitation may be directed in writing to. Westville
Borough, DPW Superintendent Marty Finger 165 Broadway, Westville, NJ 08093
or by calling 856-456-7785
16. Items Bid:
No bidder will be allowed to offer more than one price on each item even
though he may feel that he has two (2) or more types/products that will
meet the specifications. Bidders must determine for themselves which
type/product to offer. If said bidder should submit more than one price on
any item, all prices for the item shall be rejected.
If the amount shown in words and its equivalent in words do not agree, the
written words shall be binding. Ditto marks are not considered writing or
printing and shall not be used.
In the event that there is a discrepancy between the unit prices and the
extended totals, the unit prices shall prevail. In the event there is an error
in the summation of the extended totals, the computation by Westville
Borough of the extended totals shall govern.
17. Late or Lost Bids:
Westville Borough accepts no liability for bids not opened or received due to lateness or
being lost in transit.
The bidder should pay particular attention to the bid check list enclosed as it lists the
items that must be returned to Westville Borough to constitute a valid bid.
18.
Owner's Rights:
Westville Borough reserves the right to accept or reject any and all bids, or parts
thereof, and to award this contract to the vendor that is determined to be the lowest
responsible bidder for the stated project.
19.
Rejection of Bids:
Any bid which is incomplete, obscure, conditioned or contains irregularities of any kind
may be rejected. Alterations of any pages or erasures may be cause for rejection. A bid
and bid bond(s) and surety which is not signed or properly signed and executed by the
proper officers or officials of the proposers may be rejected. Failure to complete the
specification detailed data pages may be cause for rejection.
13
20. Payments:
Vendor acknowledges that Westville Borough is required to submit all actions, including
individual payment applications, to the Westville Borough Council, for approval or veto.
The contractor must forward an invoice to Westville Borough by the third Monday of
each month in order to be processed for payment at the regularly scheduled Borough
meeting, which occur on the fourth Monday of each Month. No invoice for payment may
be released to the vendor until action by the Westville Borough Committee authorizes
such action. No invoice shall be forwarded until acceptance of the work to be performed
has been duly authorized by Public Works Manager of Westville Borough and approved
by the Finance Officer/Treasurer of Westville Borough. Payment of said invoice will be
duly authorized by the Westville Borough Council should acceptance of the work
performed be deemed appropriate. Individual payments are typically released the next
business day following approval.
A purchase order will be issued for each order from Westville Borough. No other order
shall be accepted. With each purchase order, a voucher will be submitted for a
Claimant signature. The vendor will sign the voucher and return it to Westville Borough
Purchasing department.
Payment Schedule will be as follows:
Mowing – Monthly and to the satisfaction of Borough Officials; subject to
weekly inspections.
Westville Borough shall not be responsible for any late fees, environmental fees, fuel
surcharges or other service fees. Westville Borough shall be invoiced monthly, unless
previously agreed to in writing by the Administrator.
21. Compliance with Regulations:
The successful bidder will be required to comply with any and all disposal requirements
of the New Jersey Department of Environmental Protection and the United States
Environmental Protection Agency, and all Federal, State, and Local laws, regulations,
and requirements pertaining to the performance of the work called for under this bid.
22. Quantities:
It shall be understood and agreed that the quantities listed in the specifications and on
the Proposal, Page are estimates only and may increase or decrease in accordance
with the actual requirements of Westville Borough.
23. Insurance:
The successful vendor shall not commence any work in connection with the awarded
contract until all of the following types of insurance have been obtained and such
14
insurance policies have been approved by the Solicitor and / or Risk Manager for
Westville Borough. All insurance policies shall be obtained from an insurance company
authorized to conduct business in the State of New Jersey and one that maintains an
office in the State of New Jersey.
The vendor shall furnish proof of insurance coverage by Certificate of Insurance
accompanying the contract documents and shall name Westville Borough as additional
insured on all Liability policies. Such Certificate of Insurance shall provide that the
insurance company give Westville Borough thirty (30) days prior notice of any changes
or cancellation terms of such policies during the period of coverage.
Westville Borough shall be exempt from, and in no way liable for, any sums of money
that may represent a deductible in any insurance policy. The payment of any such
deductible shall be the sole responsibility of the vendor providing such insurance.
It shall be the responsibility of the successful vendor to maintain in force such insurance
policies named herein during the life of this contract.
Workers’ Compensation insurance or its equivalent with statutory benefits as required
by any State or Federal law, including “other states” coverage: Employer’s Liability
insurance with minimum limits of:
$1,000,000 each accident for bodily injury by accident.
$1,000,000 each employee for bodily injury by disease; and
$1,000,000 policy limit for bodily injury by disease
COMERCIAL GENERAL LIABILITY INSURANCE shall be required of the
successful vendor, written on an occurrence basis, and must not be altered by
any endorsements limiting coverage. Limits of liability shall not be less than the
following:
$2,000,000 General Aggregate
$2,000,000 Products/Complete Operations
$1,000,000 Personal Injury and Advertising Injury
$1,000,000 Each Occurrence Combined Single
Limit for Bodily Injury and Property
Damage
$ 50,000 Fire Legal Liability
The coverage shall include:
a) Premises/Operations
c) Independent Contractors
d) Contractual Liability
e) Broad form Personal Damage Liability
AUTOMOBILE LIABILITY INSURANCE shall be required of the successful
vendor, with a limit of not less than $1,000,000.00 single limit bodily injury and/or
property damage combined for damages arising out of bodily injuries to, or death
of all persons in any one occurrence and for damages to, or destruction of
15
property, including the loss of use thereof in any one occurrence covering owned,
non-owned, or hired vehicles.
FAILURE TO ATTACH A CERTIFICATE OF INSURANCE OR TO FULLY
EXECUTE THE ATTACHED CONSENT OF INSURANCE FORM AND RETURN
SAME WITH THIS BID WILL BE AUTOMATIC GROUNDS FOR REJECTION
OF THIS BID.
24. BUSINESS REGISTRATION (Required for all Bids)
All New Jersey and out of state business organizations must obtain a Business
Registration Certificate from the New Jersey Department of the Treasury,
Division of Revenue, prior to conducting business in the State of New Jersey.
Bidders shall submit with their bid proof of their valid Business
Registration with the Division of Revenue, Department of the Treasury, State of
New Jersey, and, if applicable, proof of the valid registration of each prime
contractor. Questions regarding Business Registration may be directed to the
Division of Revenue at (609) 292-1730. Online filing is available at
www.state.nj.us/treasury/revenue/taxreg.htm
Revised Contract Language for Business Registration Compliance
Goods and Services Contracts (including purchase orders)
N.J.S.A. 52:32-44 imposes the following requirements on contractors and all
subcontractors that knowingly provide goods or perform services for a
contractor fulfilling this contract:
1).
the contractor shall provide written notice, to its subcontractors to
submit proof of Business Registration to the contractor;
2).
prior to receipt of final payment from a contracting agency, a
contractor must submit to the contracting agency an accurate list of
all subcontractors or attest that none was used;
3).
during the term of this contract, the contractor and its affiliates shall
collect and remit, and shall notify all subcontractors and their
affiliates that they must collect and remit to the Director, New Jersey
Division of Taxation, the use tax due pursuant to the Sales and Use
Tax Act, (N.J.S.A. 54:32B-1 et seq.) on all sales of tangible personal
property delivered into this State.
A contractor, subcontractor or supplier who fails to provide proof of
Business Registration or provides false Business Registration information
shall be liable to a penalty of $25.00 for each day of violation, not to exceed
16
$50,000.00 for each Business Registration not properly provided or
maintained under a contract with a contracting agency. Information on the
law and its requirements is available by calling (609) 292-9292.
SAMPLE BUSINESS REGISTRATION CERTIFICATES
25. RETURN OF BID SECURITY
Bid Bonds, certified checks, or cashier's checks as submitted with this bid will be
returned to all but the three (3) lowest bidders within three (3) work days after the
opening of the bid, Saturdays, Sundays, and holidays accepted. Said bond or
check will be returned to the three (3) lowest bidders upon receipt of an approved
performance bond, if required, and upon execution of a formal contract with the
successful bidder.
26.
ASSIGNMENT
It is understood by all parties that if, during the life of the contract, the contractor
disposes of their business concern by acquisition, merger, sale, transfer, or by
any means conveys their interest to another party, all contractual obligations are
transferred to that new party. In this event, the new owner(s) will be required to
submit, when required, a performance bond in the amount of the open balance of
the contract.
The successful bidder shall not assign, transfer, convey, sublet, or otherwise
dispose of the contract or any part thereof to anyone without written consent of
Westville Borough.
27.
RETURN OF CONTRACT
The successful bidder(s) shall be required to sign and execute Westville
Borough’s contract.
Non-performance by the successful bidder, or his failure to execute the contract
or meet the performance bond requirements within ten (10) calendar days after
the award, may result, at the option of Westville Borough, in his bid security
being forfeited to Westville Borough as liquidated damages and not as a penalty.
17
Should the bidder to whom a contract is awarded fail to enter into a contract,
Westville Borough may then, at its option, reject the bid, and award a contract to
the next lowest responsible bidder.
28.
DIFFERENCES
Westville Borough may, after bids are opened, request from any vendor,
clarification of any statement or information contained in their bid. Should any
differences arise between the contracting parties as to the meaning or intent of
these Instructions or Specifications, Westville Borough’s decision is to be final
conclusive.
29.
ADDITIONAL CLAIMS
The successful bidder agrees that it will make no claim for additional payment or
any other concession because of any misinterpretation or misunderstanding of
the contract on his part, or of any failure to fully acquaint him/her with any
conditions related to the contract.
30. STANDARD CONTRACT
The successful bidder(s) will be required to sign and execute Westville Borough’s
standard contract. This contract, along with other documents required for the
award of contract, must be executed by the successful bidder and returned to
Westville Borough within ten (10) days after receipt by the successful bidder.
Should the bidder to whom the contract is awarded fail to enter into enter into an
agreement with Westville Borough for the reasons stated herein, and within the
time limitations stated herein, Westville Borough may then, at its option, accept
the bid of the next lowest responsible bidder. A copy of this contract is available
for your review in the office of the Purchasing Agent.
31. NEW JERSEY LAWS
These specifications, instructions to bidders, and all accompanying documents,
the bid and contract awarded to the successful bidder shall be construed in
accordance with the laws of the State of New Jersey.
32.
POLITICAL CONTRIBUTION DISCLOSURE
Contractor (vendor) will be awarded this contract based on merits and abilities of
Contractor (vendor) to provide the goods and services as described herein. In
the event this contract is not awarded through a “fair and open process” pursuant
to N.J.S.A. 19:44A-20.4 et seq., the undersigned will hereby attest that
Contractor (vendor), its subsidiaries, assigns or principals controlling in excess of
ten percent (10%) of the company has neither made a contribution, that is
reportable pursuant to the Election Law Enforcement Commission pursuant to
N.J.S.A. 19:44A-8 or 19:44A-16, in the one year period preceding the award of
the contract that would, pursuant to P.L. 2004, C19, affect its eligibility to perform
18
this contract, nor will it make a reportable contribution during the term of the
contract to any political party committee in Westville Borough if a member of that
political party is serving in an elective public office of that Borough when the
contract is awarded, or to any candidate committee of any person serving in an
elective public office of Gloucester County when the contract is awarded.
33.
FACSIMILE or ELECTRONIC BIDS
Be advised that facsimile or electronic (e-mail, drop box, etc.) transmissions of
any of the required bid documents will not be acceptable and your bid will be
declared non-responsive.
34.
TIE BIDS
Westville Borough reserves the right to award at their discretion to any one of the
tie bidders.
35.
MAILED BIDS
Bids may be hand delivered or mailed as per legal notice to bidders. In the case
of mailed bids, Westville Borough assumes no responsibility for bids received
after the designated date and time. Late bids will not be considered.
36.
SIGNATURES
The bid must be signed in ink by a company official in order to be accepted by
Westville Borough as a valid bid. Failure to sign the bid may result in your bid
being rejected.
37.
TERMINATION FOR DEFAULT
The contractor's right to perform this contract may be terminated by Westville
Borough in the event services are not performed as called for in the contract.
Thereafter, Westville Borough may have the service performed by others and the
Contractor shall be liable for all costs to Westville Borough in excess of the
contract price for the remaining portion of the contract
38.
TERMINATION FOR CONVENIENCE
If Westville Borough elects to terminate this contract, written notice will be given
at least thirty (30) days in advance of the effective date. The contractor will be
paid for all labor and material provided as of the termination date. No
consideration will be given for the loss of anticipated revenue on the cancelled
portion of the contract.
19
39.
CANCELLATION FOR UNAPPROPRIATED FUNDS
The obligation of Westville Borough for payment to the vendor under terms of this
or successor contracts is limited to the availability of funds appropriated in the
current fiscal period. Continuation of the contract into a subsequent fiscal period
is subject to appropriation of funds by Westville Borough.
40.
WITHDRAWAL OF BIDS
A written request for the withdrawal of a bid will be granted if received by
Westville Borough before any bid has been opened. A bid cannot be withdrawn
after the time set for receiving the bids except by written consent of both parties.
41.
CHALLENGE OF BIDS
Any prospective bidder who wishes to challenge a bid specification shall file such
challenges in writing with the Purchasing Agent no less than three (3) business
days prior to the opening of bids. Challenges filed after that time shall be
considered void and having no impact on Westville Borough or the award of the
contract.
42.
LIST OF REFERANCES:
Please list three references on attached sheet and return with bid.
Specifications:
Mowing will be done every week. A map will be provided to show detail of
all areas needed to be mowed.
Each cut is to include grass cutting, rotary trimming, and blowing off of all
walks. Mowing area to be included are listed below. Included is the
removal of grass in parking lots and in sidewalks. Weed whack sidewalk
cracks and curb lines.
Locations for Mowing/Edging (Approximately 20
cuts for the year):
1. Galbraith Park and River Drive to Delaware View Avenue
2. Woodbine Avenue Playground
3. All Islands at beginning of River Drive, Summit, Highland Avenue, and
Woodbine Avenue
4. Station Avenue along the Railroad Tracks (including small area
between Highway)
5. Park Avenue Ballfield Complex
6. Chestnut Avenue Soccer Complex
7. Almonesson and Klinger Avenue Baseball Complex including Football
Field
20
8. Thomas West Park including area around pond to the water’s edge
(located along Delsea Drive)
9. Boundary Lane Playground from Olive Street to Playground including
area behind houses on opposite side of stream
10. Almonesson and Delsea drive corner around electronic sign
11. Small lot on the corner of Twedell Avenue and Edgewater Avenue
12. 929 Edgewater Avenue Borough property
13. 1035 Broadway (Westville Public Library and Community Center)
14. Brooklawn Legion Field Complex (Browning Lane and Bergen Street)
Edge all curbing and sidewalks
Sweep or blow off all debris after edging and trimming.
21
Bid of:
Phone Number:
Contact Person
______________________________________
Signature
______________________________________
*Contract will be from May 6, 2026, to Approximately October
31, 2026.
Bid Amount
1. Galbraith Park and River Drive to Delaware View Avenue
2. Woodbine Avenue Playground
3. All Islands at beginning of River Drive, Summit, Highland Avenue, and
Woodbine Avenue
4. Station Avenue along the Railroad Tracks (including small area
between Highway)
5. Park Avenue Ballfield Complex
6. Chestnut Avenue Soccer Complex
7. Almonesson and Klinger Avenue Baseball Complex including Football
Field
8. Thomas West Park including area around pond to the water’s edge
(located along Delsea Drive)
9. Boundary Lane Playground from Olive Street to Playground including
area behind houses on opposite side of stream
10. Almonesson and Delsea drive corner around electronic sign
11. Small lot on the corner of Twedell Avenue and Edgewater Avenue
12. 929 Edgewater Avenue Borough property
13. 1035 Broadway (Westville Public Library and Community Center)
14. Brooklawn Legion Field Complex (Browning Lane and Bergen Street)
Bid Per Cut for all properties $______________________
Total Bid with 20 cuts $___________________________
22
REFERENCES
1. Name: _____________________________________
Address: ________________________________________
________________________________________
Phone Number: ___________________________________
Contact Person: __________________________________
2. Name: ____________________________________
Address: ________________________________________
________________________________________
Phone Number: ___________________________________
Contact Person: _________________________________
3. Name: ____________________________________
Address: ________________________________________
________________________________________
Phone Number: ___________________________________
Contact Person: __________________________________
23
CORPORATE DISCLOSURE STATEMENT
I certify that the list below contains the names and addresses of all stockholders holding 10% or
more of the issued and outstanding stock of the undersigned.
I certify that no one stockholder owns 10% or more of the issued and outstanding stock of the
undersigned.
Partnership
Corporation
Sole Proprietorship
PLEASE CHECK THE APPROPRIATE BOXES ABOVE AND SIGN BELOW.
Stockholders
Addresses
___________________________________________________________________
___________________________________________________________________
THIS STATEMENT MUST BE INCLUDED WITH YOUR PROPOSAL SUBMISSION.
Subscribed and sworn before me
___________________________________________
________________________________________
(Signature of Affiant)
this___ day of______________, 20___
_______________________________________________
(Print Name and Title)
_______________________________________________
(Notary Public)
My Commission expires: ______________
24
AFFIRMATIVE ACTION REQUIREMENTS
COMPANY NAME: ______________________________________________________
SIGNATURE: __________________________________________________________
TITLE: ________________________________________________________________
RESPONDENTS ARE REQUIRED TO COMPLY WITH THE REQUIREMENTS OF P.L.
1975, c. 127 (N.J.S.A. 10:5-31, et seq.). See also N.J.A.C. 17:27 et seq.
REQUIRED AFFIRMATIVE ACTION EVIDENCE
A. PROCUREMENT & SERVICE CONTRACTS (which are not subject to a Federally
approved or sanctioned affirmative action program). All successful vendors must submit
within seven (7) calendar days of the notice of intent to award or the signing of the
contract, whichever is sooner, one of the following:
1. A PHOTOCOPY OF THEIR FEDERAL LETTER OF AFFIRMATIVE ACTION
PLAN APPROVAL;
OR
2. A PHOTOCOPY OF THEIR CERTIFICATE OF EMPLOYEE INFORMATION
REPORT;
OR
3. A
COMPLETED
AFFIRMATIVE
ACTION
EMPLOYEE
INFORMATION
REPORT AA 302.
25
A.
EEO/AFFIRMATIVE ACTION COMPLIANCE NOTICE
N.J.S.A. 10:5-31 and N.J.A.C. 17:27
GOODS, PROFESSIONAL SERVICE AND GENERAL SERVICE CONTRACTS
All successful bidders are required to submit evidence of appropriate affirmative action compliance to
Westville Borough and Division of Public Contracts Equal Employment Opportunity Compliance. During a
review, Division representatives will review Westville Borough files to determine whether the affirmative
action evidence has been submitted by the vendor/contractor. Specifically, each vendor/contractor shall
submit to Westville Borough, prior to execution of the contract, one of the following documents:
Goods and General Service Vendors
1. Letter of Federal Approval indicating that the vendor is under an existing Federally approved or
sanctioned affirmative action program. A copy of the approval letter is to be provided by the vendor to the
County and the Division. This approval letter is valid for one year from the date of issuance.
Do you have a federally-approved or sanctioned EEO/AA program? Yes
No
If yes, please submit a photostatic copy of such approval.
2. A Certificate of Employee Information Report (hereafter “Certificate”), issued in accordance with
N.J.A.C. 17:27-1.1 et seq. The vendor must provide a copy of the Certificate to the County as evidence of
its compliance with the regulations. The Certificate represents the review and approval of the vendor’s
Employee Information Report, Form AA-302 by the Division. The period of validity of the Certificate is
indicated on its face. Certificates must be renewed prior to their expiration date in order to remain valid.
Do you have a State Certificate of Employee Information Report Approval? Yes
No
If yes, please submit a photostatic copy of such approval.
The successful vendor may obtain the Affirmative Action Employee Information Report (AA302) on the
Division website www.state.nj.us/treasury/contract_compliance.
The successful vendor(s) must submit the AA302 Report to the Division of Public Contracts Equal
Employment Opportunity Compliance, with a copy to Public Agency.
The undersigned vendor certifies that he/she is aware of the commitment to comply with the requirements
of N.J.S.A. 10:5-31 and N.J.A.C. 17:27 and agrees to furnish the required forms of evidence.
The undersigned vendor further understands that his/her bid shall be rejected as non-responsive if said
contractor fails to comply with the requirements of N.J.S.A. 10:5-31 and N.J.A.C. 17:27.
COMPANY: ____________________________ SIGNATURE: __________________________
PRINT NAME:__________________________TITLE: ________________________________
DATE: __________________
26
EXHIBIT A
MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE
N.J.S.A. 10:5-31 et seq. (P.L. 1975, C. 127)
N.J.A.C. 17:27
GOODS, PROFESSIONAL SERVICE AND GENERAL SERVICE CONTRACTS
During the performance of this contract, the contractor agrees as follows:
The contractor or subcontractor, where applicable, will not discriminate against any employee or applicant for employment
because of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or
expression, disability, nationality or sex. Except with respect to affectional or sexual orientation and gender identity or expression, the
contractor will ensure that equal employment opportunity is afforded to such applicants in recruitment and employment, and that
employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status,
affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Such equal employment opportunity shall
include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff
or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees
to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Public Agency
Compliance Officer setting forth provisions of this nondiscrimination clause.
The contractor or subcontractor, where applicable will, in all solicitations or advertisements for employees placed by or on
behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed,
color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or
sex.
The contractor or subcontractor, where applicable, will send to each labor union or representative or workers with which it has a
collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer advising
the labor union or workers' representative of the contractor's commitments under this act and shall post copies of the notice in
conspicuous places available to employees and applicants for employment.
The contractor or subcontractor, where applicable, agrees to comply with any regulations promulgated by the Treasurer pursuant to
N.J.S.A. 10:5-31 et seq., as amended and supplemented from time to time and the Americans with Disabilities Act.
The contractor or subcontractor agrees to make good faith efforts to afford equal employment opportunities to minority and
women workers consistent with Good faith efforts to meet targeted county employment goals established in accordance with N.J.A.C.
l7:27-5.2, or Good faith efforts to meet targeted county employment goals determined by the Division, pursuant to N.J.A.C. 17:27-5.2.
The contractor or subcontractor agrees to inform in writing its appropriate recruitment agencies including, but not limited to,
employment agencies, placement bureaus, colleges, universities, labor unions, that it does not discriminate on the basis of age, creed,
color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or
sex, and that it will discontinue the use of any recruitment agency which engages in direct or indirect discriminatory practices.
The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to assure that all personnel testing
conforms with the principles of job-related testing, as established by the statutes and court decisions of the State of New Jersey and as
established by applicable Federal law and applicable Federal court decisions.
In conforming with the targeted employment goals, the contractor or subcontractor agrees to review all procedures relating to
transfer, upgrading, downgrading and layoff to ensure that all such actions are taken without regard to age, creed, color, national origin,
ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, consistent with the
statutes and court decisions of the State of New Jersey, and applicable Federal law and applicable Federal court decisions.
The contractor shall submit to the public agency, after notification of award but prior to execution of a goods and services
contract, one of the following three documents:
27
Letter of Federal Affirmative Action Plan Approval
Certificate of Employee Information Report
Employee Information Report Form AA302
The contractor and its subcontractors shall furnish such reports or other documents to the Division of Public Contracts Equal
Employment Opportunity Compliance as may be requested by the office from time to time in order to carry out the purposes of these
regulations, and public agencies shall furnish such information as may be requested by the Division of Public Contracts Equal
Employment Opportunity Compliance for conducting a compliance investigation pursuant to Subchapter 10 of the Administrative
Code at N.J.A.C. 17:27.
Company:__________________________
Signature:_________________________
Print Name:________________________ Title:_____________________________
28
B.
AFFIRMATIVE ACTION COMPLIANCE NOTICE
N.J.S.A. 10:5-31 and N.J.A.C. 17:27
CONSTRUCTION CONTRACTS
Upon award of a construction contract, the contractor must access Form AA-201, the Initial Project
Workforce Report. The Division of Public Contracts Equal Employment Opportunity Compliance has web-
enabled Form AA-202, Monthly Project Workforce Report for Construction Contractors. Vendors and
contractors may obtain these forms directly from the Division by accessing the following:
www.state.nj.us/treasury/contract_compliance. Contractors and vendors are responsible for sending copies of
the forms to the County.
Proper completion and submission of these reports shall constitute evidence of the contractor’s compliance
with the regulations. Failure to submit these forms may result in the contract being terminated. The
contractor also agrees to submit a copy of the Monthly Project Workforce Report, Form AA-202 once a
month thereafter for the duration of the contract to the Division and to the County Compliance Officer. After
notification of award, but prior to signing a construction contract the EEO/AA evidence must be submitted.
The County shall retain the Affirmative Action evidence in the bid file for review by the Division.
All successful Construction Contractors must submit the following as evidence:
1.
Complete Form AA-201 (Initial Project Workforce Report).
2.
This report must be submitted to the Department of Purchasing after notification of award but prior to
signing a contract.
3.
The contractor shall submit Form AA-202 (Monthly Project Workforce Report) to the County and to
the Division of Public Contracts Equal Employment Opportunity Compliance once a month thereafter
for the duration of the contract.
The undersigned contractor further understands that his/her bid shall be rejected as non-
responsive if said contractor fails to comply with the requirements of N.J.S.A. 10:5-31 and N.J.A.C.
17:27.
COMPANY: ____________________________ SIGNATURE: ________________________
PRINT NAME: __________________________TITLE: ______________________________
DATE: __________________
29
NON-COLLUSION AFFIDAVIT
State of _______________
County of _____________
ss:
I, ____________________________residing
in_______________________________________________________________
(Name of Affiant)
(Name of Municipality)
In the County of ______________and the State of ____________________, of full age, being duly
sworn according to law on my oath depose and say that:
I am _________________________ of the firm____________________________
(Title or Position)
(Name of Firm)
the bidder making the proposal for the above named project, and that I executed the said proposal
with full authority so to do; that said bidder has not, directly or indirectly, entered into any
agreement, participated in any collusion, or otherwise taken any action in restraint of free,
competitive bidding in connection with the above named project; and that all statements contained
in said proposal and in this affidavit are true and correct, and made with full knowledge that
Westville Borough relies upon the truth of the statements contained in this affidavit in awarding the
contract for the said project.
I further warrant that no person or selling agency has been employed or retained to solicit
or secure such contract upon an agreement or understanding for a commission, percentage,
brokerage, or contingent fee, except bona fide employees or bona fide established commercial or
selling agencies maintained by_________________________
(N.J.S.A. 52:34-15). (Name of Contractor)
Subscribed and sworn to
Before me this day
________________ 202___.
____________________________________
(Signature of Affiant)
30
DISCLOSURE NOTICE
Every corporation and / or partnership submitting a bid, shall prior to the receipt of the bid by
the Borough of Westville or accompanying said bid, submit a statement setting forth the names
and addresses of all stockholders in the corporation, or partners in the partnership, who own 10%
or more of its stock, of any class, or of all individual partners in the partnership who own a 10% or
greater interest therein, as the case may be. If one or more such stockholders or partners is itself a
corporation or partnership, the stockholders holding 10% or greater interest in that partnership, as
the case may be, shall also be listed. This disclosure shall be continued until the names and
addresses of every non-corporate stockholder and individual partner exceeding the 10%
ownership criteria established by this Notice shall have been listed.
NAME
ADDRESS
_____________________________
___________________________________
_____________________________
___________________________________
_____________________________
___________________________________
_____________________________
___________________________________
_____________________________
___________________________________
_____________________________
___________________________________
_____________________________
___________________________________
_____________________________
___________________________________
_____________________________
___________________________________
_____________________________
___________________________________
_____________________________
___________________________________
_____________________________
___________________________________
_____________________________
___________________________________
_____________________________
___________________________________
31
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.
32
* 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
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
Check here if disclosure is provided in electronic form.
Contributor Name
Recipient Name
Date
Dollar Amount
$
Check here if the information is continued on subsequent page(s)
This form or its permitted facsimile must be submitted to the
local unit no later than 10 days prior to the award of the
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.
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
$
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):
36
WESTVILLE BOROUGH
ACKNOWLEDGMENT OF RECEIPT OF ADDENDA
The undersigned Bidder hereby acknowledges receipt of the following Addenda:
Addendum Number
Dated
Acknowledge Receipt
(Initial)
________________
_________________
__________________
________________
_________________
__________________
________________
_________________
__________________
________________
_________________
__________________
No addenda were received:
Acknowledged for: ____________________________________________
(Name of Bidder)
By: ________________________________________
(Signature of Authorized Representative)
Name: _____________________________________
(Print of Type)
Title: ______________________________________
Date: ______________________________________
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"...unt bid but not to exceed $20,000.00 must be submitted with the bid to insure signing of the contract by the successful bidder as well as providing Performance Bond within ten (10) days after the award of the bid. The guarantee will be returned to the respective bidders within three (3) working days after the a..."
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"...the notification to do so, then the certified check or bid bonds deposited by him/her shall, at the option of the Westville Borough, be retained as liquidated damages. 10 3. Performance Bond: As a Performance Bond is required, bidders shall include with the bid a surety company's..."
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Apr 30, 2026
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