3-Vendor Opt in Form.pdf
PDF 105 KB Posted
- Solicitation number
- BC-BID-26-02.1 RE-BID
- Issued by
- Bergen County, New Jersey
About this file
This is a Vendor Opt-In Form issued by the County of Bergen Division of Purchasing in New Jersey for the electronic receipt of purchase orders. The form establishes the terms and conditions for vendors who voluntarily elect to receive purchase orders electronically (EPOs) via email rather than through traditional paper delivery methods. By signing the agreement, vendors authorize the County to send all purchase orders to their designated email addresses and acknowledge that they will no longer receive physical copies through postal or other delivery services. Vendors are required to add the County's email address (BCPurchasing@co.bergen.nj.us) to their address book to prevent EPOs from being misdirected to spam or junk folders, and they must monitor their email accounts regularly to stay current with purchase order notifications.
The form establishes that vendors are responsible for providing complete and accurate contact information and updating it whenever changes occur. EPOs are deemed received upon delivery to the vendor's online account, regardless of whether they have been read. Vendors may request paper copies of EPOs within seven working days of submission. The County reserves the right to discontinue electronic delivery and revert to traditional paper purchase orders if EPOs are not being received or responded to appropriately. The County disclaims all warranties regarding the EPO system's operation and availability and limits its liability for any damages resulting from a vendor's election to use the electronic system. Additionally, the County retains absolute discretion to modify, restrict, suspend, or discontinue the EPO system at any time with at least thirty days' notice to vendors, except in emergency circumstances.
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Text version
County of Bergen Division of Purchasing
Department of Administration and Finance
COUNTY OF BERGEN VENDOR OPT IN FORM FOR ELECTRONIC RECEIPT OF PURCHASE ORDERS
The “County of Bergen Vendor opt in form for electronic receipt of purchase orders” (the “Agreement”) sets forth the terms and conditions that apply to all Vendors who voluntarily choose to opt in to receive purchase orders electronically from the County of Bergen (the “County”). Vendor and County hereby agree as follows:
1. Vendor means the entity identified on the face of the Purchase Order or the individual signing this Agreement on behalf of the entity identified on the face of the Purchase Order.
2. Vendor agrees to receive Purchase Orders from the County via e-mail notification or otherwise known as e-Purchase Orders (“EPOs”).
3. Vendor understands that by choosing to receive EPOs the County will no longer provide physical copies via the U.S. Postal or other delivery methods.
4. Vendor acknowledges that in order to confirm receipt of EPOs sent by the County, Vendor shall add the County’s email address, BCPurchasing@co.bergen.nj.us, to the appropriate address book and shall take all necessary steps to safeguard that EPOs sent by the County are not being directed to a “Junk” or “Spam” folder.
5. Vendor represents and warrants that they have provided the County with complete and accurate information. Vendor agrees that should any information change, it is the sole responsibility of the Vendor to sign a new Agreement and update any e-mail addresses that the County may have on file.
6. Vendor shall take all necessary steps to stay up to date on EPOs in a timely manner including but not limited to checking their e-mail account on a regular basis and turning e-mail notifications on.
7. Vendor acknowledges and agrees that EPOs sent to their personal secure online account are deemed received upon delivery and not when they are read by Vendor.
8. Vendor acknowledges that they can request a paper copy of an EPO sent to their personal online account by the County. The County will provide a copy within seven (7) working days of such request.
9. Vendor acknowledges that the County has the discretion to provide traditional paper purchase orders in the event EPOs sent to Vendor are not being received or responded to by Vendor.
10. The County makes no warranty of any kind, express or implied, including any implied warranty of merchantability or fitness for a particular purpose, in connection with EPOs provided under this mailto:BCPurchasing@co.bergen.nj.us
Agreement. The County does not and cannot warranty that the EPO system will operate without error, or that the EPO system will be available at all times. Vendor agrees that the County, its employees, agents or contractors shall not be liable for any indirect, incidental, special or consequential damages, loss of profits, revenue or data, including loss of use by Vendor or any third party, whether in an action in contract or tort or based on a warranty or any other legal theory, which results from Vendor’s choice to receive EPOs under this Agreement.
11. The County reserves the right to change the terms and conditions of this Agreement at any time, including the addition and deletion of EPO services. The County may update this agreement on its website and may notify Vendor of such changes by regular mail or e-mail to Vendor’s most recent addresses that the County has on file. The notice will be posted or sent least thirty (30) days in advance of the effective date of any changes unless the result of an emergency.
12. The County has absolute discretion to make the EPO system available to Vendor. Further, the County has the discretion from time to time and upon giving notice to Vendor, to modify, restrict, withdraw, cancel, suspend, or discontinue the EPO system without explanation and Vendor acknowledges that by using the EPO system after any modification or change has been effected, Vendor consents to such modification or change.
Vendor: _________________________________________________________
Representative (Print name and Position): ___________________________________________
Signature: __________________________________________________________
Date: __________________________________________________________
E-MAIL address(es) for e-purchase orders:
Primary E-Mail Addresses: __________________________________________________
Secondary (Backup) E-Mail Address: _______________________________________________
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