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Purchasing

What is a Purchase Order?

A Purchase Order is a document issued by the contracting agent authorizing a purchase transaction with a vendor to provide or perform goods or services to the contracting unit, which, when fulfilled in accordance with the terms and conditions of a request of a contracting agent and other provisions and procedures that may be established by the contracting unit, will result in payment by the contracting unit.

Purchase Orders are entered into the Finance system which encumbers funds against appropriate department budgets, the encumbrance process ensures budget accounts are not over expended.

What is a Purchase Order? 2017-03-14T12:12:56+00:00

What is the approval process for bids?

Bids are evaluated for the lowest responsible bidder, compliance with bid specifications, financial responsibility, reputation of vendor, service availability, and other relevant considerations.

After analysis, a recommendation is submitted to the Township Committee for award. All awards or rejections normally occur within 60 days unless an extension is granted by bidder.

Notifications of award/ rejection will be made in writing.

What is the approval process for bids? 2016-04-19T15:46:56+00:00

What procurement methods are solicited?

Request For Proposal (RFP)
 RFP’s may be utilized for the procurement of the Township Clerk Office.

Request for Quotation (RFQ)
Purchases between $2,500.00 and the statutory bid threshold of $36,000.00 will generally require a Request of Quotation (RFQ).

Request for Bids (RFB)
These are generally required for any commodity, service, or public improvement when costs exceeds the statutory bid threshold ($36,000.00), pursuant  to NJ S.A. 40A: 11-3, and must be submitted in accordance with the terms and conditions prescribed in the respective package

All RFB’s must be submitted on forms supplied by the Township. For packages that contain plans or detailed specifiation, there may be a fee. Vendors are encouraged to read the the Township website for current RFB announcements

RFB’s are publicly opened and read aloud at the date, time and location specified. Prospective bidders are invited to attend all openings. Bid submissions are available for inspection after bids have been opened.

What procurement methods are solicited? 2016-04-19T15:46:56+00:00

What is a Business Registration Certificate (BRC)?

A Business Registration Certificate is required from all vendors who receive any payment abover $5400.00 annually from Warren Township. The Business Registration Certificate law covers all contracts awarded by a contracting agency. This includes contracts that are awarded by public bid, purchase order, professional service, competitive contracting, resolution for items exempt from receipt of bids, emergency contracts, request for proposals, concessions, or other mechanism, when the value of the individual contract or annual aggregate value with the vendor exceeds 15% of the contracting agency’s bid threshold.

What is a Business Registration Certificate (BRC)? 2016-04-19T15:46:56+00:00