Bid / Request for Proposal Information
Upon receipt of a requisition to purchase, the Purchasing Department will seek a source of supply and enter into transactions for the purchase of the commodity or service in accordance with the provisions of the NJ Statutes Annotated 4OA:ll.
$2,625 to $17,500
Prices for purchases up to $2,625.00 can be either written or oral, at the discretion of the Purchasing Director. Purchases estimated to cost between $2,625.00 and $17,500.00 will be made by written request for quotation (RFQ). Every effort will be made to obtain a minimum of three quotations for each item or group of items required.
Written requests for quotations (RFQ) will be mailed to all prospective bidders, as feasible, and such RFQ's shall be opened at a predetermined time and date. Emergency purchases are exempted with prior approval of the Purchasing Director. RFQ's documented completely, shall be maintained with the Purchase Order.
Purchases Exceeding $17,500
The Purchasing Department shall request sealed bids on purchases exceeding $17,500.00. Advertisements shall be published at least one time in a newspaper distributed in the County. The Purchasing Department shall solicit bids from responsible prospective suppliers
Available for Public Inspection
A tabulation of all bids received shall be available for public inspection in the main offices of the Purchasing Department during regular business hours. The Purchasing Director, with advice of assigned County Counsel, shall have the right to reject all bids and request the entire transaction be re-bid.
Vendors can view the current Bid Opportunities or Professional Services Contract Opportunities on our Bid Opportunities page; you are encouraged to look at all bids or RFP's as they are updated on a daily basis.
- Bid Invitation
- Bid Bond / Deposits
- Disposition of Bids
- Award of Bids
- Waiver of Irregularities
Responsibility for Specifications
The preparation of specifications is the joint responsibility of the Purchasing Department and the Using Department. Specifications shall permit competition. In general, specifications should define the level of performance required rather than 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 to allow open competition.
Requesting Bid Specifications
Please provide your company information, including:
- Location of the business
- Designated contact person
- Commodities and/or services provided
- Name and address of representative
- Phone number, fax number, and email if available
- Please be specific when asking for this information as the Bid numbers and RFP numbers are listed in sequence
The invitation to bid is sent or placed in the hands of prospective bidders. Notice of Bid shall be advertised and posted in the County newspaper. The Notice shall contain the following instructions and information:
- Date, time and location of pre-bid meeting, if required
- A full description of the material (or title of bid)
- Quantity desired
- The time, date, and place of bid opening
Bid Bond / Deposits
If required, Bid bonds shall be prescribed in the public notices inviting bids. Unsuccessful bidders shall be entitled to the return of surety where the Purchasing Director has required such. Bid deposits, bid bonds or performance deposits may include cashier's checks.
Surety in the form of a bid bond, certified check or cashier's check in the amount of 10% of the total bid, but not to exceed $20,000 made payable to the County of Gloucester will be required on all bids unless specifically excluded.
Disposition of Bids
Bids shall be opened and read in public at the time and place stated in the public notices. No bids shall be accepted after the time and date designated for bid opening. After the sealed envelopes containing the vendor's bid submissions have been dated and time stamped, they will be placed in a designated safe/file until the time specified for opening. The opening and tabulation of bids will be under the control of the County Purchasing Director or his designated representative.
Rejecting Late Bids
The County will reject any bid received at the Office Of the Purchasing Director past the exact time and date specified for opening. Explanations that a delayed bid or proposal submission was caused by delays in traffic, lack of adequate parking, late mail deliveries, or for any other reason, will not be accepted.
Bidders are not required to attend bid openings, but are encouraged to do so. After the formal bid opening, a tabulation of the received will be made and be available for public inspection. All bids items are to be shipped FOB Destination, with all costs for shipping, handling and delivery included in the base bid at the time. Exceptions to this rule may be permitted only as specifically allowed in the solicitation.
When insurance is required of a contractor, the solicitation document identifies the specific coverage and limits required. Vendors must review the insurance requirements with their insurance agents to be certain that they can obtain the required coverage. No work for the County will be allowed to start until the County has received and approved any required insurance documents.
Failure to provide the required insurance, if awarded a contract, will result in cancellation of the award.
Complete All Forms
The Bid or Proposal Forms must be filled in completely. Failure to complete each item on the form can result in rejection of the response as non-responsive. Brochures, specifications, or samples, when required in the solicitation, must be attached to the form. Failure to comply may result in rejection. The Bid or Proposal Form is required to be submitted to the County as a bid or offer. All bids requiring Board approval shall be submitted with recommendation to the Board for final approval.
Award of Bids
An award will be made to the lowest responsive and responsible bidder complying with all of the provisions of the bid invitation. A responsible bidder shall mean an individual, company, firm, corporation, partnership or other organization who has the capability in all respects, to perform fully the contract requirements and the moral and business integrity and reliability which will assure good faith performance.
A responsive bidder shall mean an individual, company, firm, corporation, partnership or other organization who has submitted a bid which conforms in all material respects to the invitation to bid or request for proposal.
In determining the lowest responsive and responsible bidder, in addition to price, the following shall also be considered:
- The ability, capacity and skill of the bidder to perform the contract
- Whether the bidder can perform the contract within the time specified, without delay or interference
- The sufficiency of the financial resources to perform the contract to provide the service
- The quality, availability and adaptability of the supplies or contractual services to the particular use required
- The ability of the bidder to provide future maintenance and service when applicable
- The number and scope of conditions attached to the bid. Bid award recommendations wherein the award to each vendor exceeds $26,000 shall be approved by the Board of Chosen Freeholders
The County of Gloucester reserves the right to award at their discretion to any one of the tie bidders.
Waiver of Irregularities
The Purchasing Director, with the advice of County Counsel and the consent of 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 in the best interest of the County to do so.