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The purpose of this guide is to try to acquaint you with the
procedures followed by the Purchasing Department in carrying out
procurement activities for the OCUA.
The Ocean County Utilities Authority (OCUA) encourages vendors and merchants
to contact us with new products or services that may help us to better
serve our participants.
Familiarity with these procedures will assist you in presenting your
product or service and developing cordial and businesslike relationships.
Intended as a general guide, this information may not respond to all
the questions you may have. If you
do have other questions, please contact us:
Contact
Information
OCUA Offices –
732-269-4500
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Administrative Professional Services
Excluding CIP Projects
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CIP Construction Bids and Professional
Services for CIP Projects
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Supplies and Services Excluding CIP Projects
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Richard Warren,
Executive Director
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Tariq Siddiqui,
Director,
Engineering & Construction
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Gerald Carboy,
Administrative
Services Supervisor
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Joanne Kazanowsky,
Executive
Assistant
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Sue Carlson,
Engineering
Assistant
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Christine Carty,
Purchasing Agent
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Dolores Berardi,
Procurement
Specialist
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Joanne Carnevale,
Procurement
Specialist
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NOTICE
TO VENDORS REGARDING INSTRUCTIONS ON
HOW
TO GET A BUSINESS REGISTRATION CERTIFICATE
As
per P.L. 2004, c. 57 (Chapter 57), effective September 1, 2004, the State
of New Jersey is requiring all vendors who conduct business with local
units of government, to register with the Division of Revenue and receive a
Business Registration Certificate that must be provided to all local units
of government you transact with.
The
law provides in part that:
- A copy of the Business
Registration Certificate, issued by the New Jersey Department of the
Treasury, shall be submitted to the Local Unit of Government BEFORE
any Purchase Order or other contracting document can be issued.
- A copy of the Business
Registration Certificate shall be provided at the time any bid or
request for proposal is submitted. In a bid situation failure to do so
is a FATAL defect and cannot be cured.
- Contractors are
responsible for notifying any subcontractors of the requirement.
- The law applies to all
vendors, in state and out of state.
- The New Jersey
Department of the Treasury will soon be releasing rules in accordance
with the above.
ALL
VENDORS MUST SUBMIT A COPY OF THEIR NEW JERSEY BUSINESS REGISTRATION
CERTIFICATE TO THE OCEAN COUNTY UTILITIES AUTHORITY BEFORE ANY PO OR CONTRACTING DOCUMENTS CAN BE ISSUED
The
Business Registration Certificate can be obtained FREE OF CHARGE by
contacting
The
Division of Revenue, Business Registration Certificate, 609-292-1730
Or
can be done online at:
http://www.nj.gov/treasury/revenue/busregcert.htm
Please
contact the Division of Revenue office and obtain your certificate in order
to comply with this new requirement. Send or Fax a copy of your certificate
to the address listed below and all local governments you conduct business
with. The staff at the Division of Revenue office should be able to answer
any questions you might have regarding this new legislation. Thank you.
METHODS
OF PROCUREMENT
The following
are the methods and types of procurements OCUA utilities
- Requests
for Proposals (RFP) – Procurement practice of soliciting sealed
proposals for professional services.
Award is based on a variety of factors such as work plan, references.
- Requests
for Qualifications (RFQ) – Procurement practice of soliciting sealed
proposals for professional services.
Award is based on a list of qualification factors and
references.
- Invitation
to Bid (ITB) – Procurement practice of soliciting sealed bids for
equipment, parts, supplies or
public works projects. Award is
based on the lowest responsive, responsible bidder.
- Request
for quotes (RFQ) – Informal quotations for purchases below the current
New Jersey State bid threshold for goods and or services. Quotes may be requested verbally by
phone if below $1000, or in writing by fax, mail, or e-mail.
BUSINESS
HOURS
Business hours are from 8:00am to 4:30pm, Monday through
Friday. Call the Administrative
Offices of the OCUA at (732) 269-4500.
PURCHASING
POLICIES
The OCUA is guided in its activities by the following basic
policies:
·
To conduct all purchasing in accordance with
the applicable laws of the State of New Jersey, specifically
o
N.J.S.A. 40A:11-1 et seq., the Local Public Contracts
Law, and their corresponding rules, N.J.A.C. 5:34 et seq., and
o
New Jersey Local Unit “Pay To Play” Law,
Chapter 19, P.L. 2004 (as amended by P.L. 2005, c.51), N.J.S.A. 19:44A-20.4
et seq.
·
To stimulate competitive bidding in order to
obtain goods and services at the lease cost.
·
To provide all viable vendors with an
opportunity to offer their goods or services to the Authority.
·
And to treat all vendors fairly.
INTRODUCING
YOUR PRODUCT
While it is beyond the scope of this site to list all the products
and services the Authority buys, we are interested in your product or
service if it is required by the Authority.
Under the Authority’s centralized purchasing function, the
Purchasing Agent is the authority for all purchases. Employees outside the Purchasing
department do not have the authority to commit funds or enter into
contracts.
The Purchasing department acts as a liaison between all vendors and
the Authority.
It is requested that you complete a vendor application (available on
this website) and fax or mail it to the location listed on the form or make
an appointment with one of our Purchasing staff in advance of any
visit. All vendors are welcome to
drop off literature at any time.
All purchases in excess of the bid threshold are made on the basis
of an existing New Jersey State Contract (see “How to do Business with the
State of New Jersey” for details), or formal, written, competitive, sealed
bids. Bids documents must be used
and are supplied by the Purchasing Department.
Purchases valued between $1,000 and the bid threshold are made on a
competitive basis utilizing a request for quotation form which may be
mailed or faxed by the Purchasing Department.
Purchases under $1,000 may be made by soliciting either verbal or
written quotations.
VENDORS MUST
NOT ACCEPT OR FILL AN ORDER WITHOUT A NUMBERED PURCHASE ORDER ISSUED BY THE
PURCHASING DEPARTMENT.
NEW
JERSEY STATE CONTRACT INFORMATION
From “How To Do
Business With The State Of New Jersey”
GETTING ON THE BIDDER’S MAILING LIST
Eligibility
Any firm in or outside New Jersey is eligible to apply for placement
on the State’s Bidders’ Mailing List
Firms specializing in building construction or road construction
should apply directly to the Division of Building & Construction or the
Department of Transportation respectively.
Upon full completion of the Bidder’s Mailing List Application and
the State’s acceptance of it, a company is placed on the Bidder’s Mailing List to receive Requests for
Proposals (RFP’s) as the State’s procurement requirements arise, and submit
bids in accordance with the stipulated specifications.
Note, however that all corporations must be registered with the New
Jersey Secretary of State prior to receiving any contract award. New Jersey corporations must obtain a
Certificate of incorporation; corporations incorporated outside New Jersey
must file a Certificate of Authority prior to conducting any business in
this State. Corporations should
contact:
New Jersey Secretary of State
Department of State
CN 300
Trenton, NJ 08625-0300
Telephone: 609-530-6432
Bidders Mailing
List Application
The Bidder’s Mailing List Application provides the State with specific
information about each vendor which is entered into the Purchase Bureau’s
data base. This automated systems
facilitates the substantial record keeping functions and expedites Request
of Proposals (RFP) mailings and all related correspondence.
To be placed on the Bidders’ Mailing List, interested vendors should
comply with the following procedure.
1.
Obtain a Bidder’s Mailing List Application from
the Purchase Bureau:
New Jersey Department of the Treasury
Division of Purchase and Property
Purchase Bureau-Bid List Management
CN 230
Trenton, NJ 08625-0230, Telephone:
609-292-14700
2.
Fill out the form. Carefully consider item 10 which requests
a listing of the commodities or services for which your firm is most
qualified to receive RFP’s.
Designate your selection(s) by using 5-digit commodity codes which
are listed in the New Jersey Commodity Code Directory. It is important that you carefully
select only relevant codes since your firm’s name will be automatically
purged from the applicable mailing list if you fail to respond to three
consecutive opportunities to bid for a particular product/service.
3.
Return the completed Application to the address
indicated above prior to or at the time of your first bid submittal. Vendors will be contacted regarding
incomplete Applications or questions; otherwise, firms will be placed on
the Bidder’s Mailing List.
4.
Notify the Purchase Bureau in writing if any
information provided in the Bidder’s Mailing List Application changes. This will enable the Purchase Bureau to
maintain each vendor’s file on an current basis.
NOTE: The purpose of Bidder’s
Mailing List Applications is to provide the Purchase Bureau with basic
information about firms as potential bidders. The completed Applications do not
guarantee that firms will be mailed Requests for Proposals (RFPS). Obtaining Requests for Proposals are the
sole responsibility of vendors. The
State of New Jersey specifically disclaims any liability for failure to
mail any Requests for Proposals.
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