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1. 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.

2. Where can I find bid announcements?

Vendors are encouraged to view our bids on our website.

3. What is the approval process for bids?

Bids are evaluated for:

• Compliance with bid specifications
• Financial responsibility
• The lowest responsible bidder
• The reputation of the vendor
• Service availability
• 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 the bidder. Notifications of award/rejection will be made in writing.

4. What procurement methods are solicited?

Request for Bids (RFB)

These are generally required for any commodity, service, or public improvement when costs exceed the statutory bid threshold ($40,000), 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 Request for Bids (RFB) must be submitted on forms supplied by the Township. For packages that contain plans or detailed specifications, there may be a fee. Vendors are encouraged to view our bid postings for current RFB announcements. RFBs 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.

Request For Proposal (RFP)

RFPs may be utilized for the procurement of the Township Clerks Office.

Request for Quotation (RFQ)

Purchases between $2,500 and the statutory bid threshold of $40,000 will generally require an RFQ.

5. What is a Business Registration Certificate (BRC)?

A Business Registration Certificate is required from all vendors who receive any payment above $6,000 annually from Warren Township. The Business Registration Certificate law covers all contracts awarded by a contracting agency. This includes contracts that are awarded by:

• Competitive contracting
• Concession
• Emergency contracts
• Professional service
• Public bid
• Purchase order
• Request for proposals
• Resolution for items exempt from receipt of bids
• Other mechanisms

When the value of the individual contract or annual aggregate value with the vendor exceeds 15% of the contracting agency’s bid threshold.

6. How can I make an appointment with the Purchasing Department?

Vendors are encouraged to make an appointment before arriving to assure the availability of Purchasing personnel by calling 908-753-8000, ext. 233.