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Purchasing Department

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Purchasing Department

Purchasing is a function of the Department of Revenue and Finance and is responsible for oversight of the Township's purchasing functions.  All purchase orders for goods or services are processed through this office.

The Township of Nutley encourages and welcomes the interest of new vendors as well as current suppliers. The information provided here is intended to help businesses understand the purchasing procedures and practices of the Township of Nutley. This information will help you understand our practices and; therefore, make it easier for us to help you.

The Department promotes a fair, open and competitive purchasing environment under the pretext of the Local Public Contracts Law, State Regulation and the Township of Nutley Code.

The Local Public Contracts Law, under N.J.S.A. 40 A.11-1 et seq., governs the activities of the Township in contracting for the performance of any work or service, the purchasing of any equipment and/or supplies, which are utilized by the Township of Nutley for all its daily operations.  The purpose of the Local Public Contracts Law is to secure economy and the benefits of unfettered competition for the public in the procurement activities of the contract unit.

Doing Business with the Township of Nutley

Purchase Order Required

No items are to be purchased or services rendered to the Township of Nutley without a properly executed purchase order.

Billing and Payment

The purchase order number must appear on all invoices, shipping tags and all correspondence relevant to the order.

Payment is made after receipt of invoice and white copy of purchase order is signed and returned and acceptance of goods and/or services as specified on the purchasing order.  Signed purchase order, along with the invoice should be submitted to:

TOWNSHIP OF NUTLEY
1 Kennedy Drive
Nutley, New Jersey 07110
(973) 284-4960

Sending your invoice and/or purchase order to any other department may delay payment.  The Township strives to pay all invoices within (30) days of receipt of invoice and acceptance of the order.

Questions regarding payment of invoices should be made to the Purchasing Department at (973) 284-4960.  You will need to reference the purchase order number when calling with questions.

Business Registration Act

P.L. 2004, C.57 requires that vendors are to provide municipal governments proof of business registration. If you have not already done so, please provide a copy of your "Business Registration Certificate" to the purchasing office. We cannot accept your "Certificate of Authority" as proof of registration. If you need assistance obtaining your "Business Registration Certificate", contact the New Jersey Division of Revenue at (609) 292-1730 or visit their website at www.nj.gov/treasury/revenue/busregcert.shtml .

W-9 Form

The Township of Nutley requires completion of a W-9 Form to verify/establish your name, address and taxpayer ID on township records.

Terms and Conditions

Any vendor wishing to do business with the Township should review the currrent Terms and Conditions of doing business with the Township of Nutley.

Appointments

Vendors should make an appointment before calling the Purchasing Department to assure availability of appropriate Township personnel.  No assurance can be given to vendors who arrive unannounced.

Methods of Procurement

The Township employs various procurement methodologies in order to procure goods and services.  These include, but are not limited to, Bids, RFQ’s (request for quote), RFP’s (request for proposal) and quotes.

For purchases under $2,625.00, no solicitation of quotes is required and the Township may issue purchase orders for goods or services according to its need.

Request for Quote

For purchases between $2,625.00 and $17,500.00, the Local Public Contracts Law requires the Township to obtain quotes.  Quotes may be solicited verbally or in writing.  All quotes should be FOB Nutley Township or any and all freight charges should be included in the vendor's proposal.  Orders will be placed via a Township of Nutley Purchase Order.  Written requests for quotes will include forms to be submitted along with date and time of submission. Timely responses are greatly appreciated and benefit both the Township and the vendor.

Bid Requests

Bids are required for any commodity, service, or project when the cost exceeds the statutory bid threshold of $17,500, pursuant to N.J.S.A. 40A: 11-3, and must be submitted in accordance with the terms and conditions prescribed in the respective package.  Quotes are used for goods or services that are below the bid threshold, and an RFP is typically used for obtaining professional services and also for Competitive Contracting where other criteria beyond lowest price are considered.

All bid specifications are available in the Purchasing Department or get be downloaded from the Township’s Website (the obtainment of a bid package is the sole responsibility of the vendor).  Generally there is no charge for a set of specifications.  However, if a bid package contains a set of plans there will be a charge as specified in the legal notice.  Vendors are encouraged to read the Star Ledger for publications of “Notice to Bidders” for current bid announcements as well as the Nutley Sun and the Township Website.  From time to time, the Township may issue addenda to bids, RFP’s and RFQ’s.  These will be faxed to all vendors who have obtained specifications for the respective bid and will be posted online as well.  All interested vendors should check the website frequently during the bid process.  It is the sole responsibility of the vendor to be familiar with any addenda related to a bid.

Bids are publicly opened and read aloud at the date, time and location specified in the legal notice.  Vendors are invited to attend all openings.  Bid packages are available for inspection after bids have been opened.

APPROVAL PROCESS

  • Bids are tabulated and evaluated for: the best price, compliance with bid specifications, financial responsibility, reputation of vendor, service availability, and other relevant criteria.  After analysis, a recommendation is submitted to the Board of Commissioners for award.  All awards or rejections must occur within a sixty-day time frame.  Any exception to this schedule would be in accordance with N.J.S.A. 40A: 11-24, which provides for extensions if parties are agreeable.
  • Notification of award/rejection will be made in writing.
  • NOTE: Proposals requiring a Bid Deposit/Bid Bond must comply with N.J.S.A. 40A:11-21, and Bid Bonds shall be in the amount of 10% of the bid, but not to exceed $20,000.  Bids that include bonds limiting liability to the difference between the bid and that of the next lowest bidder will be rejected.