AB2025-03B- REBID FOR EWING ARPA BID ELECTRONICS- FINAL.pdf

County of Mercer McDade Administration Building, 640 South Broad Street, P.O. Box 8068, Trenton, NJ 08650-0068

SPECIFICATIONS FOR BID

SPECIFICATIONS FOR ELECTRONIC EQUIPMENT

RE-BID FOR EWING SENIOR COMMUNITY BUILDING

This project is being supported, in whole, by federal award number SLFRP4580 awarded to the County of

Mercer and the U.S. Department of the Treasury.

To Be Received

July 15, 2025 at 11:30 A.M.

Prepared By:

Department of Purchasing

AB2025-03B

MERCER COUNTY

NOTICE TO BIDDERS

Notice is hereby given that on July 15,2025 at 11:30 A.M. (Prevailing time), electronically sealed bids will be opened and conducted in electronic platform in accord with N.J.A.C. 5:34-1 et. Seq., on BidNet Direct at https://www.bidnetdirect.com/new-jersey/mercercounty at which time and place the bids will be opened publicly and read via live-stream by the Purchasing Agent in the Mercer County McDade

Administration Building, 640 South Broad Street, Room 321 Third Floor, Trenton, New Jersey for:

SPECIFICATIONS FOR ELECTRONIC EQUIPMENT RE-BID FOR EWING SENIOR COMMUNITY BUILDING

Specifications and instructions to bidders may be obtained online at https://www.bidnetdirect.com/new-jersey/mercercounty .

BID SUBMISSIONS:

Bids shall be electronically uploaded. No physical bids shall be received, opened or honored. Please contact BidNet for any questions or assistance with electronic bid submission 1800-835-4603 Option 2.

BID OPENING INFORMATION:

Webinar link/password will be posted in a timely manner for the Live-Stream of opening a couple days before the bid opening date. During the bid opening process, the bidders will be announced as well as bid amounts. A bid review providing unit prices will not take place at the openings.

Need assistance registering or obtaining documents on the BidNet platform? Please follow:

http://www.mercercounty.org/home/showdocument?id=19770 or please contact BidNet’s Vendor

Support Department at 800-835-4603, Option 2.*Please note registration is free to view, print, download and submit bids electronically for the County of Mercer .

NOTE:

It is the bidder’s responsibility to ensure that the bid package is uploaded by the bid opening date and time. Any bid document received after the deadline established by the Department of Purchasing will not be accepted, regardless of the method of delivery. Bid documents may be obtained from the bid platform

BidNet Direct at https://www.bidnetdirect.com/new-jersey/mercercounty .

Any Bid Addenda will be issued on the BidNet website https://www.bidnetdirect.com/new-jersey/mercercounty and processed in accordance with N.J.S.A. 40A:11-23(1). All interested bidders should check the website from now through bid opening. It is the sole responsibility of the respondent to be knowledgeable of all addenda related to this procurement.

Bidders are required to comply with the requirements of N.J.S.A.10:5-31 et seq. and N.J.A.C. 17:27.

COUNTY OF MERCER

Purchasing Department

609-989-6710 https://www.bidnetdirect.com/new-jersey/mercercounty https://www.bidnetdirect.com/new-jersey/mercercounty http://www.mercercounty.org/home/showdocument?id=19770 https://www.bidnetdirect.com/new-jersey/mercercounty

NOTICE TO BIDDERS

REGISTER TO DO BUSINESS WITH THE COUNTY OF MERCER

The County of Mercer is now part of the New Jersey Purchasing Group using BidNet Direct as its electronic bidding service. All new bid opportunities will now be posted and available on the

BidNet website.

REGISTER: https://www.bidnetdirect.com/new-jersey/mercercounty

Registration with BidNet® is available at NO CHARGE and allows proposers access to view governmental bids posted on BidNet®; they offer an additional notification service option with an associated fee. It is the responsibility of the proposer to evaluate and select the service option of their choice.

Need assistance registering on the BidNet platform? Please follow:

http://www.mercercounty.org/home/showdocument?id=19770 or please contact BidNet's Vendor Support Department at 800-835-4603, Option 2.

*Please note registration is free to view, print, download and submit bids electronically for the

County of Mercer.

http://www.mercercounty.org/home/showdocument?id=19770

BIDDER’S DOCUMENT CHECKLIST

This checklist is provided for the bidder’s use in assuring compliance with required documentation;

however, it does not include all specifications requirements and does not relieve the bidder of the need to read and comply with the specifications. Please initial on the lines below for each document/section attesting to the fact that you have read and/or included the documents with your response.

Required SUBMISSION REQUIREMENT (IF CHECKED) Initial

A. REQUIRED – SUBMIT DOCUMENTS AT TIME OF BID RESPONSE DUE DATE

☒ 1. Acknowledgement of Receipt of Addenda

☒ 2. Bid Proposal Form and Signature Page

☒ 3. Cost Proposal Form & Pricing Consideration Hold

☒ 4. Exceptions & Equivalent Substitution Documentation

☒ 5. Three (3) Trade References

☒ 6. Non-Debarment Certification Form

☒ 7. Contact information

B. STATUTORY REQUIREMENTS – DUE AT TIME OF BID RESPONSE DATE OR BY TIME

PERIOD INDICATED

☒ A. Required Evidence EEO/Affirmative Action Regulations Certificate or

Questionnaire- Submit Copy of State Certificate of Employee Information

Report

☒ B. American with Disabilities Act of 1990

☒ C. Statement of Ownership/Stockholder Disclosure

☒ D. Proof of Business Registration - New Jersey Business Registration Certificate

☒ E. Non-Collusion Affidavit

☒ F. Disclosure of Investment Activities in Iran Form (Required prior to Contract

Award)

☒ G. Certification of Non-Involvement in Prohibited Activities in Russia or Belarus

(Required prior to Contract Award)

☒ H. Lobbying Certification & Disclosure

☒ I. Signed Insurance and Indemnification Requirements

☒ J. Assurances of Compliance with Title VI

☒ K. NJ Conscientious Employee Protection (Whistleblower) Act

C. READ ONLY

☒ ARPA Contract Provisions

☒ Increasing Seat-Belt Usage & Reducing Text Messaging While Driving

☒ Sexual Harassment Guidelines

☒ Immigration and Naturalization Laws and Criminal Background Check

I CERTIFY THAT I HAVE REVIEWED THE BIDDER’S DOCUMENT CHECKLIST AND COMPLETED OR PROVIDED ALL

REQUESTED DOCUMENTS AND INITIALED TO INDICATE UNDERSTANDING OF COMPLIANCE REQUIREMENTS.

Name of Company: Date:

Signature of Authorized Representative:

Print Name & Title:

ADVERTISEMENT FOR BIDS

1. INTRODUCTION & BACKGROUND

The County of Mercer is soliciting bids, through this Advertisement for Bids (AFB), from qualified vendors to provide electronic equipment, in accordance with NJAC 16:85 rules for Contracting Policies and

Procedures which govern this AFB. The Mercer County, in consultation with Ewing Township, proposes to enter into a contract with a vendor to provide the electronic equipment and software packages specified. The successful operator will also be required to cooperate with the County to prepare specific reporting materials regarding the delivery, installation, and/or maintenance of the electrical equipment of software package(s).

The bidder selected will be awarded a contract to provide the products as described in these

Specifications. The contract is being funded by the American Rescue Plan Act Coronavirus State and

Local Fiscal Recovery Funds” (CSLFRF) – and thus must comply with the documentation requirements associated with the federal funding

On March 11, 2021, President Biden signed the U.S. Senate-amended H.R. 1319 (P.L. 117-2) known as the

American Rescue Plan Act (hereinafter “ARPA”) and on May 10, 2021, the U.S. Treasury issued the Interim

Final Rule and on January 6, 2022, issued the Final Rule to implement ARPA in Title 31, Part 35 of the Code of Federal Regulations (“CFR”).

The County has been awarded $71,368,970.00 in funds by the U.S. Department of the Treasury (“Treasury”) which are distributed to the County from ARPA for covered costs and eligible expenses to be incurred during the period which began on March 3, 2021 (the date ARPA became law) until December 31, 2024

(to be expended by December 31, 2026).

Under ARPA Section 603 (c)(1)(A) and (C) and the Final Rule 31 CFR 35.6(b)(3)(ii)(A)(11) recipients may use Coronavirus State and Local Fiscal Recovery Funds (“SLFRF”) to provide assistance to individuals and disproportionately impacted populations via capital improvements, investments in the community to promote health outcomes and public safety, services to address health disparities and procurement of equipment related to the provision of these services.

2. INSTRUCTIONS TO BIDDERS AND STATUTORY REQUIREMENTS

The following items express the administrative conditions and requirements of the Bid. They will apply to the

Bid process, the subsequent contract and the project’s production. Any proposed change, modification, or exception to these conditions and requirements may be the basis for the County of Mercer to determine the proposal as non-responsive to the Bid and will be a factor in the determination of an award of contract.

The contents of the proposal of the successful respondent, as accepted by the County of Mercer will become part of any contract awarded as a result of this Bid.

2.1 SCHEDULE

A schedule has been established for respondent proposals, bid review, contractor selection, project initiation and completion. The following dates have been established:

RELEASE: July 1,2025

ALL QUESTIONS BY: July 7,2025 by 2:00 P.M. imaldonado@merercounty.org

QUESTIONS RECEIVED AFTER THE DEADLINE WILL HAVE NO BEARING ON THE BID

BIDS OPENED: July 15,2025 at 11:30 A.M.

2.1.1NOTICE OF AWARD

The Successful Bidder will be notified of the award of contract upon a favorable decision by the

Department of Purchasing.

2.1.2 PROPOSALS TO REMAIN SUBJECT TO ACCEPTANCE

mailto:imaldonado@merercounty.org

Bid responses shall remain open for a period of sixty (60) calendar days from the stated submittal date. The

County will either award the Contract within the applicable time period or reject all proposals. The County may extend the decision to award or reject all proposals beyond the sixty (60) calendar days when the proposals of any Respondents who consent thereto may, at the request of the County, be held for consideration for such longer period as may be agreed.

2.1.3 AWARD / REJECTION OF PROPOSALS

In accordance with N.J.S.A. 40A:11-24, all contracts will be awarded or all bids will be rejected within sixty

(60) days of the receipt of bids unless vendor agrees to extend for a longer period of time.

2.1.4 CONTRACT AWARD

If awarded a contract, your company/firm shall be required to comply with the requirements of N.J.S.A

10:5-31 et seq. and N.J.S.A 17:27 et. seq.

2.1.5 EXCEPTIONS TO REQUIREMENTS

Only written responses found in the addendum to the Bid will be binding. All written questions must be directed to the individual designated above.

2.1.6 COMMENCEMENT OF WORK

The contractor agrees to commence work on the project within Thirty (30) calendar days from the date of award by the County of Mercer.

2.1.7 INQUIRIES

All questions and information pertaining to this proposal shall be directed to the Department of

Purchasing at (609) 989-6710.

2.1.8 COMMUNICATIONS AFTER THE BID OPENING

It is highly improper for a bidder after bid opening to contact any representative of the County of

Mercer to discuss the bids. The solicitation package contains all documents and instructions. These may be supplemented by any comments you wish to make. Such additional material and comments must be submitted with the bid. Should there be any questions concerning the bid submitted, you will be contacted by a representative of the County of Mercer and any discussion or contact will be limited to the questions of the representative.

2.1.9 METHOD OF CONTRACT AWARD

The length of the contract shall be stated in the technical specifications. Pursuant to requirements of

N.J.A.C. 5:30-5.1 et seq., any contract resulting from this bid shall be subject to the availability and appropriation of sufficient funds annually. Please see the Section entitled Termination of Contract

If the award is to be made on the basis of a base bid only, it shall be made to that responsible bidder submitting the lowest base bid.

If the award is to be made on the basis of a combination of a base bid with selected options, it shall be made to that responsible bidder submitting the lowest net bid.

The County may also elect to award the contract on the basis of unit prices.

The form of contract shall be submitted by the County to the successful bidder. Terms of the specifications/bid package prevail. Bidder exceptions must be formally accepted by the County.

2.1.10 TIE BIDS

Tie bids will be decided by the County of Mercer.

2.2 COUNTY REPRESENTATIVE FOR THIS SOLICITATION

Please direct all questions in writing to:

Isamar Maldonado, QPA,RPPS

Purchasing Agent

PO Box 8068

640 S. Broad Street

Trenton, New Jersey 08611

Voice: (609) 989-6710

Fax (609) 989-6733

All questions in writing via email to: imaldonado@mercercounty.org

2.3 INTERPRETATIONS AND ADDENDA, CHALLENGE TO SPECIFICATIONS

The bidder understands and agrees that its bid is submitted on the basis of the specifications prepared by the County. The bidder accepts the obligation to become familiar with these specifications.

Bidders are expected to examine the specifications and related documents with care and observe all their requirements. Ambiguities, errors or omissions noted by bidders should be promptly reported in writing to the Purchasing Agent. In the event the bidder fails to notify the County of such ambiguities, errors or omissions, the bidder shall be bound by the bid.

No oral interpretation of the meaning of the specifications will be made to any bidder. Every request for an interpretation shall be in writing, addressed to the Purchasing Agent. In order to be given consideration, written requests for interpretation must be received at least ten (10) days prior to the date fixed for the opening of the bids. Any and all such interpretations and any supplemental instructions will be in the form of written addenda to the specifications, and will be distributed to all prospective bidders, in accordance with Statute. All addenda so issued shall become part of the contract documents and shall be acknowledged by the bidder in the bid. The County’s interpretations or corrections thereof shall be final.

If the amount shown in words and its equivalent figures do not agree, the written words shall be binding.

Ditto marks are not considered writing or printing and shall not be used. In the event that there is a discrepancy between the unit prices and the extended totals, the unit prices shall prevail. In the event there is an error of the summation of the extended totals, the computation by the County of the extended totals shall govern.

Any prospective bidder who wishes to challenge a bid specification shall file such challenges in writing with the contracting agent no less than three business days prior to the opening of the bids. Challenges filed after that time shall be considered void and having no impact on the contracting unit or the award of contract.

2.4 LOCATION OF SERVICING OFFICE

The bid proposal must list the location and address of the present, active office that will service and manage this contract.

2.5 COST LIABILITY AND ADDITIONAL COSTS

The owner assumes no responsibility and liability for costs incurred by the Respondents prior to the issuance of an agreement. The liability of the owner shall be limited to the terms and conditions of the contract.

Respondents will assume responsibility for all costs not stated in their proposals. All unit rates either stated in the proposal or used as a basis for its pricing are required to be all-inclusive. Additional charges, unless incurred for additional work performed by request of the owner, are not to be billed and will not be paid.

2.6 STATUTORY AND OTHER REQUIREMENTS

Any contract entered into between the contractor and the owner must be in accordance with and mailto:imaldonado@mercercounty.org subject to compliance by both parties with the New Jersey Local Public Contracts Law. The contractor must agree to comply with the non-discrimination provisions and all other laws and regulations applicable to the performance of services there under. The respondent shall sign and acknowledge such forms and certificates as may be required by this section.

2.6.1 MANDATORY AFFIRMATIVE ACTION COMPLIANCE

No firm may be issued a contract unless it complies with the Affirmative Action requirements of P. L. 1975, C. 127 as identified in the documents attached hereto. The form shall be properly executed.

2.6.2 AMERICANS WITH DISABILITIES ACT OF 1990

Discrimination on the basis of disability in contracting for the delivery of services is prohibited. Respondents are required to read American with Disabilities language that is part of the documents attached hereto and agree that the provisions of Title II of the Act are made part of the contract. The contractor is obligated to comply with the Act and hold the owner harmless.

2.6.3 STATEMENT OF OWNERSHIP

See form in Appendix A

2.6.4 PROOF OF BUSINESS REGISTRATION

See guidance in Appendix C

2.6.5 NON-COLLUSION AFFIDAVIT

The Non-Collusion Affidavit, which is part of this Bid, shall be properly executed and submitted with the Bid response.

2.6.6 PAY TO PLAY

Starting in January 2007, business entities are advised of their responsibility to file an annual disclosure statement of political contributions with the New Jersey Election Law Enforcement Commission (ELEC) pursuant to N.J.S.A. 19:44A-20.27 if they receive contracts in excess of $50,000 from public entities in a calendar year. Business entities are responsible for determining if filing is necessary. Additional information on this requirement is available from ELEC at 888-313-3532 or at www.elec.state.nj.us.

2.6.7 CERTIFICATION OF NON-INVOLVEMENT IN PROHIBITED ACTIVITIES IN RUSSIA OR BELARUS

Pursuant to N.J.S.A. 52:32-60.1, et seq. and N.J.S.A.40A:11-2.2 (L. 2022, c. 3) any person or entity (hereinafter

"Vendor") that seeks to enter into or renew a contract with a local contracting unit subject to the Local

Public Contracts Law for the provision of goods or services, or the purchase of bonds or other obligations, must complete the certification below indicating whether or not the Vendor is identified on the Office of

Foreign Assets Control (OFAC) Specially Designated Nationals and Blocked Persons list, available here:

https://sanctionssearch.ofac.treas.gov/. If the Department of the Treasury finds that a Vendor has made a certification in violation of the law, it shall take any action as may be appropriate and provided by law, rule or contract, including but not limited to, imposing sanctions, seeking compliance, recovering damages, declaring the party in default and seeking debarment or suspension of the party.\

2.6.7.1 DISCLOSURE OF INVESTMENT ACTIVITIES IN IRAN

Pursuant to Public Law 2012, c. 25, any person or entity that is a successful bidder or proposer, or otherwise proposes to enter into or renew a contract, must complete the certification below to attest, under penalty of perjury, that neither the person or entity, nor any parent entity, subsidiary, or affiliate is identified on the

State Department of Treasury's Chapter 25 list as a person or entity engaging in investment activities in Iran.

The list is found on Treasury’s website at www.state.nj.us/treasury/purchase/pdf/Chapter25List.pdf.

http://www.elec.state.nj.us/

2.6.8 LOBBYING CERTIFICATION & DISCLOSURE

See form in Appendix II

2.6.9 INSURANCE AND INDEMNIFICATION

If it becomes necessary for the contractor, either as principal or by agent or employee, to enter upon the premises or property of the owner in order to construct, erect, inspect, make delivery or remove property hereunder, the contractor hereby covenants and agrees to take use, provide and make all proper, necessary and sufficient precautions, safeguards, and protection against the occurrence of happenings of any accident, injuries, damages, or hurt to person or property during the course of the work herein covered and his/her sole responsibility. The contractor further covenants and agrees to indemnify and save harmless the owner from the payment of all sums of money or any other consideration(s) by reason of any, or all, such accidents, injuries, damages, or hurt that may happen or occur upon or about such work and all fines, penalties and loss incurred for or by reason of the violation of any owner regulation, ordinance or the laws of the State, or the United States while said work is in progress. The contractor shall maintain sufficient insurance to protect against all claims under Workers Compensation, General Liability and

Automobile and shall be subject to approval for adequacy of protection and certificates of such insurance shall be provided.

2.6.10 ASSURANCES OF COMPLIANCE WITH TITLE VI – THE CIVIL RIGHTS ACT OF 1964

See form in Appendix C

2.6.11 ARPA TERMS AND CONDITIONS

Contractor shall abide by all guidance documents applicable to the ARPA Program, including, without limitation:

● 2 CFR Part 200 – Uniform Administrative Requirements, Cost Principles and Audit Requirements for

Federal Awards

● The Federal Register

● The U.S. Department of the Treasury publications and other guidance documents – see the ARPA

Terms & Conditions in addendums

2.6.12 IMMIGRATION AND NATURALIZATION LAWS AND CRIMINAL BACKGROUND CHECK

SEE APPENDIX D

2.6.13 REQUIRED AFFIRMATIVE ACTION EVIDENCE

No firm may be issued a contract unless they comply with the affirmative action regulations of P.L. 1975,

c. 127, as amended from time to time.

2.6.14 GOODS AND SERVICES (INCLUDING PROFESSIONAL SERVICES) CONTRACTS

Each contractor shall submit to the public agency, after notification of award but prior to execution of a goods and services contract, one of the following three documents:

● A photocopy of the Federal Letter of Affirmative Action Plan Approval, or;

● A photocopy of a Certificate of Employee Information Report; or

● A photocopy of an Employee Information Report (Form AA302) which is available upon request.

2.7.1 C.40A:11-13 SPECIFICATIONS

No Financial Statement shall be required of vendors if either a guarantee, by certified check, cashier’s check or bid bond, or a surety company certificate is also required to be furnished by the bidder, unless any law or regulation of the United States imposes a condition upon the awarding of a monetary grant to be used for the purchase, which condition requires that a financial statement be submitted.

2.7.2 State of New Jersey Statute C. 40A:11-18

In conformance with the State of New Jersey Statute C. 40A:11-18, only goods and products manufactured or produced in the United States, where possible, and wherever available, are to be used for this proposal.

2.8 PROMPT PAYMENT – GOODS & SERVICES – P.L. 2019, C.127 (LFN 2019-02 1/23/19)

P.L. 2018, c. 127 establishes a prompt payment requirement that applies to goods and services contracts a contracting unit awards to a “business concern” under the Local Public Contracts Law (LPCL). The law applies to all goods and services contracts awarded on or after February 1, 2019 (the law’s effective date) regardless of dollar amount and any contracts requiring either a single payment or multiple payments. The law does not change the prompt payment requirements for improvements to real property and structures as set forth in N.J.S.A. 2A:30A-1 et seq. and described in LFN 2006-21. The law defines “Business Concern” as any person engaged in a trade or business, including a private nonprofit entity operating as an independent contractor, providing goods and services directly to a contracting unit or to a designated third party and operating pursuant to a contract with a contracting unit which requires either a single payment or multiple payments, but shall not include a “public utility” as defined in N.J.S.A. 48:2.13.

2.9 BIDDING

2.9.1 PRICING: Bidder shall insert unit price and extension against each item. Quoted price shall include all handling and delivery charges and will be firm, fixed prices for the term of the contract. Lead pencil must not be used. Unit price shall govern.

2.9.2 SUBMISSION OF BIDS

A. Electronically sealed bids shall be received by the County of Mercer in accordance with public advertisement as required by law, with a copy of said notice being attached hereto and made a part of these specifications.

B. Bids shall be electronically uploaded. NO physical bids shall be received, opened or honored.

Electronically sealed bids will be opened and conducted in electronic platform in accord with

N.J.A.C. 5:34-1 et. Seq., on BidNet Direct at https://www.bidnetdirect.com/new-jersey/mercercounty .

C. It is the bidder's responsibility that bids are presented to the County at the time and at the place designated.

D. The Mercer County Park Commission and the Mercer County Library System are considered agencies of the County entitled to participate in the contract(s) resulting from this bid.

E. Sealed bids forwarded to the County before the time of opening of bids may be withdrawn upon written application of the bidder. Once bids have been opened, they shall remain firm for a period of sixty (60) calendar days.

F. Bids containing any conditions, omissions, unexplained erasures or alterations, items not called for in the bid proposal form, attachment of additive information not required by the specifications, or irregularities of any kind, may be rejected by the County. Any changes, whiteouts, strikeouts, etc.

in the bid must be marked and listed in the Exceptions section of the bid.

G. Each bid proposal form must give the full business address, business phone, fax, e-mail if available, the contact person of the bidder, and be signed by an authorized representative as follows:

● Bids by partnerships must furnish the full name of all partners and must be signed in the partnership name by one of the members of the partnership or by an authorized representative, followed by the signature and designation of the person signing.

● Bids by corporations must be signed in the legal name of the corporation, followed by the name of the State in which incorporated and must contain the signature and designation of the president, secretary or other person authorized to bind the corporation in the matter.

● Bids by sole-proprietorship shall be signed by the proprietor.

● When requested, satisfactory evidence of the authority of the officer signing shall be furnished.

H. Bidder should be aware of the following statutes that represent “Truth in Contracting” laws:

● N.J.S.A. 2C:21-34, et seq. governs false claims and representations by bidders. It is a serious crime for the bidder to knowingly submit a false claim and/or knowingly make material misrepresentation.

● N.J.S.A. 2C:27-10 provides that a person commits a crime if said person offers a benefit to a public servant for an official act performed or to be performed by a public servant, which is a violation of official duty.

● N.J.S.A. 2C:27-11 provides that a bidder commits a crime if said person, directly or indirectly, confers or agrees to confer any benefit not allowed by law to a public servant.

● Bidder should consult the statutes or legal counsel for further information.

I. Contract shall be awarded to the lowest responsible bidder as declared by the County of Mercer.

The contract awarded between the County of Mercer and the successful bidder shall establish the contractual obligation regarding specific items, specifications and services to be provided to the county.

J. Successful bidder shall not assign, transfer, convey sublet or otherwise dispose of the contract or any part thereof to anyone without the written consent of the County of Mercer.

K. The County of Mercer reserves the right in the event of unsatisfactory service to cancel the contract awarded to the successful bidder and procure the goods or services from other sources and hold the contractor responsible for any excess cost.

L. The successful bidder agrees that he will make no claim for additional payment or any other concession because of any misrepresentation or misunderstanding of the contract on his part, or of any failure to fully acquaint himself with any conditions relating to the contract.

M. Bidders are cautioned to fill in all information as requested on the proposal forms to serve as a basis for making awards. The county, without invalidating the contract, may order changes consisting of additions, deletions or modifications and the contract sum shall be adjusted accordingly.

N. Bidder shall list all deviations from the specifications as contained herein when returning proposal as specified.

O. The bidder, if awarded a contract, agrees to protect, defend and save harmless the County of

Mercer against any damage for the payment for the use of any patented material process, article or device that may enter into the manufacture, construction or form a part of the work covered by his contract, and he further agrees to indemnify and save harmless the County of Mercer from suits or actions of every nature and description brought against it, for or on account of any injuries or damages received or sustained by any parties, by, or from any acts of the contractor, his servants or agents.

P. Bidder must provide Certificate of insurance in a form and amount acceptable to the County of

Mercer including General Liability, Automobile, Workman’s Compensation and such other coverage as may be deemed necessary by the County of Mercer for the work, services or goods being bid.

Q. BIDDERS SHALL PROVIDE TRADE SECRET OR PROPRIETARY INFORMATION UNDER SEPARATE COVER

WITH THE BID RESPONSE.

R. SOURCE OF SPECIFICATIONS/BID PACKAGES Official County bid packages for routine goods and services are available from on the county website www.mercercounty.org at no cost to the vendor. All addenda are posted on this site. Potential bidders are cautioned that they are bidding at their own risk if a third party supplied the specifications that may or may not be complete. As such, The County is not responsible for third party supplied specifications. All addenda so issued shall become part of the specification and bid documents, and shall be acknowledged by the bidder by completing the Acknowledgement of Receipt of Addenda form.

S. The County reserves the right to purchase items from state contract or other county contracts, co-op vendors and/or in the open market, if such use serves the interest of the County. The County reserves the right to bid separately for any commodity.

T. CAUSES FOR REJECTING BIDS

Bids may be rejected for any of the following reasons:

1. All bids pursuant to N.J.S.A. 40A:11-13.2;

2. If more than one bid is received from an individual, firm or partnership, corporation or association under the same name;

3. Multiple bids from an agent representing competing bidders;

4. The bid is inappropriately unbalanced;

5. The bidder is determined to possess, pursuant to N.J.S.A. 40A:11-4b, Prior Negative

Experience;

6. If the successful bidder fails to enter into a contract within 21 days, Sundays and holidays excepted, or as otherwise agreed upon by the parties to the contract. In this case at its option, the owner may accept the bid of the next lowest responsible bidder (N.J.S.A. 40A:11-

24b).

2.9.3 PRICING INFORMATION FOR PREPARATION OF BIDS

The County is exempt from any local, state or federal sales, use or excise tax.

Estimated Quantities (Open-End Contracts): The County has attempted to identify the item(s) and the estimated amounts of each item bid to cover its requirements; however, past experience shows that the amount ordered may be different than that submitted for bidding. The right is reserved to decrease or increase the quantities specified in the specifications pursuant to N.J.A.C. 5:30-11.2 and 11.10. NO

MINIMUM PURCHASE IS IMPLIED OR GUARANTEED.

Contractor shall be responsible for obtaining any applicable permits or licenses from any government entity that has jurisdiction to require the same. All bids submitted shall have included this cost.

Bidders shall insert prices for furnishing goods and services required by these specifications. Prices shall be net, including any charges for packing, crating, containers, etc. All transportation charges shall be fully prepaid by the contractor, F.O.B. destination and placement at locations specified by the County. As specified, placement may require inside deliveries. No additional charges will be allowed for any transportation costs resulting from partial shipments made for the contractor's convenience.

2.9.4 MULTIPLE PROPOSALS NOT ACCEPTED

More than one proposal from an individual, a firm or partnership, a corporation or association under the same or different names shall not be considered.

2.9.5 BID PROHIBITED

It is understood by the Respondent that, if awarded a contract through the request for proposal process, the Prime Contractor and any Subcontractors utilized for these services are prohibited from bidding out the resultant goods or services required to implement the project.

The contractor will not assign any interest in the contract and shall not transfer any interest in the same without the prior written consent of the County.

2.10 CONTRACT AGREEMENT

2.10.1 FAILURE TO ENTER CONTRACT

Should the bidder, to whom the contract is awarded, fail to enter into a contract within 21 days, Sundays and holidays excepted, the County of Mercer may then, at its option, retain the bidder’s bid deposit/bond and accept the bid of the next lowest responsible bidder.

2.10.2 PROCESS OF ALTERNATE DISPUTE RESOLUTION

Contract documents entered into in accordance with the provisions of P.L.1971, c.198 (C.40A:11-1 et seq.)

after the effective date of P.L.1997, c.371 (C.40A:11-50) shall provide that disputes arising under the contract shall be submitted to a process of resolution pursuant to alternative dispute resolution practices, such as mediation, binding arbitration or non-binding arbitration pursuant to industry standards, prior to being submitted to a court for adjudication. It is understood that the County of Mercer shall have the right to request mediation if services being provided are deemed deficient in any way.

2.10.3 ACQUISITION, MERGER, SALE AND/OR TRANSFER OF BUSINESS, ETC.

It is understood by all parties that if, during the life of the contract, the contractor disposes of his/her business concern by acquisition, merger, sale and or/transfer or by any means convey his/her interest(s) to another party, all obligations are transferred to that new party. In this event, the new vendor will be required to submit all documentation/legal instruments that were required in the original bid/contract. Any change shall be approved by the County.

2.10.4 TERMINATION OF CONTRACT

2.10.4.1 For Cause: This Agreement may be terminated by County for cause, including any nonperformance by the Contractor; failure of the Contractor to fulfill in a timely and proper manner its obligations under this Agreement; or violation of any of the covenants, agreements, or stipulations of the

Agreement, upon thirty (30) days written notice to Contractor including a statement of the reasons therefore. The determination of the County as to the cause of termination and the appropriateness thereof shall be final and binding upon both County and Contractor. Cause for termination shall include any material failure by Contractor to comply with any term of this Agreement.

2.10.4.1.1 In such event, all finished or unfinished services, documents, data, maps, studies, surveys, drawings, models, photographs and reports prepared by the Contractor under this

Agreement shall, at the option of the County, become its property, and the Contractor shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder.

2.10.4.1.2 Notwithstanding the above, the Contractor shall not be relieved of liability to the County for damages sustained by the County by virtue of any breach of this Agreement by the

Contractor, and the County may withhold any payments to the Contractor for the purposes of set-off until such time as the exact amount of damages due the County from the

Contractor is determined.

2.10.4.1.3 The contractor agrees to indemnify and hold the County harmless from any liability to subcontractors or suppliers concerning payment for work performed or goods supplied arising out of the lawful termination of the contract by the County under this provision.

2.10.4.1.4 In case of default by the contractor, the County may procure the goods or services from other sources and hold the contractor responsible for any excess cost.

2.10.4.1.5 Continuation of the terms of the contract beyond the fiscal year is contingent on availability of funds in the following year's budget. In the event of unavailability of such funds, the County reserves the right to cancel the contract.

2.10.4.1.6 If this Agreement is terminated for cause, excluding funding discontinuance or disapproval, Contractor shall have the right to attempt to cure its failure during the thirty (30) day period prior to termination to the satisfaction of the County at the County’s sole discretion.

2.10.4.2 For Convenience of the County: The County may terminate this Agreement at any time by giving at least thirty (30) days notice in writing to the Contractor. If the Contractor is terminated by the County as provided herein, the Contractor will be paid an amount which bears the same ratio to the total compensation as the services actually performed bear to the total services of the Contractor covered by this Agreement, less payments of compensation previously made. If this Agreement is terminated due to the fault of the Contractor, per Section above relative to termination shall apply.

2.10.4.3 Post Expiration and Termination Procedures: Upon expiration or in the event of a prior termination, all remaining and unspent grant funds, shall immediately become the sole and separate property of the County and the Contractor shall perform all acts and execute all instruments necessary to transfer and assign such funds to the County. All finished or unfinished documents, data, studies, reports, and work product prepared by the Contractor under this Agreement or with grant funds shall, at the option of the County, become County’s property.

2.10.4.4 Transitional Period

In the event services are terminated by contract expiration or by voluntary termination by either the

Contractor or The County of Mercer, the Contractor shall continue all terms and conditions of said contract for a period not to exceed thirty (30) days at the County’s request.

2.11 PAYMENT / INVOICING

2.11.1 W-9

Successful bidder/respondent shall complete A W-9 Form and submit to the Purchasing Department prior to the contract award. The form is available at the following link: www.irs.gov/pub/irs-pdf/fw9.pdf

2.11.2 INVOICING

Awarded contractors shall provide detailed invoicing itemizing hours worked for each trade and trade rate. Materials shall be broken out. Reflecting the contractor’s cost of materials and up charge. Proof of purchase is required to be submitted with invoicing.

2.11.3 STATISTICAL DATA REPORT

If requested, the contractor shall provide in writing to the County, a statistical data report

Identifying all goods and or services provided.

2.11.4 PAYMENT

Invoices shall specify, in detail, the period for which payment is claimed, the services performed during the prescribed period, the amount claimed and correlation between the services claimed and the Proposal

Cost Form. No payment will be made unless duly authorized by the County of Mercer’s authorized representative and accompanied by proper documentation. Payment will be made in accordance with the County of Mercer’s policy and procedures.

2.11.5 LATE FEE POLICY

The County of Mercer pays vouchers bi-weekly, thus vendors, in most cases are paid in less than 30 days, if the vendor has complied by responding promptly with delivery, a signed voucher and an original invoice.

We can pay only for goods and services rendered and late fees and service charges are not appropriated for such purposes. All County employees are reminded that no one is authorized to sign a letter of credit or any other document that represents a legal commitment on the part of the County without a specific http://www.irs.gov/pub/irs-pdf/fw9.pdf authorization from our governing body or through a resolution that grants the same. All credit applications or similar forms are carefully read in Finance and terms the County does not agree to, are stricken.

2.12 OWNERSHIP OF MATERIAL

The owner shall retain all of its rights and interest in any and all documents and property both hard copy and digital furnished by the owner to the contractor for the purpose of assisting the contractor in the performance of this contract. All such items shall be returned immediately to the owner at the expiration or termination of the contract or completion of any related services, pursuant thereto, whichever comes first. None of the documents and/or property shall, without the written consent of the owner, be disclosed to others or used by the contractor or permitted by the contractor to be used by their parties at any time except in the performance of the resulting contract. Ownership of all data, materials and documentation originated and prepared for the owner pursuant to this contract shall belong exclusively to the owner. All data, reports, computerized information, programs and materials related to this project shall be delivered to and become the property of the owner upon completion of the project. The contractor shall not have the right to use, sell, or disclose the total of the interim or final work products, or make available to third parties, without the prior written consent of the owner.

2.13 RECORDS FOR THE NEW JERSEY STATE COMPTROLLER

Pursuant to N.J.S.A. 52:15C-14(d), relevant records of private vendors or other persons entering into contracts with the County are subject to audit or review by the New Jersey Office of the State

Comptroller. Therefore, the Contractor shall maintain all documentation related to products, transactions or services under this contract for a period of five years from the date of final payment. Such records shall be made available to the New Jersey Office of the State Comptroller upon request.

2.14 AVAILABILITY OF FUNDS

Pursuant to statutory requirements, any contract resulting from this bid shall be subject to the availability and appropriation of sufficient funds annually.

2.15 BUDGET SEQUESTRATION

The Contractor Agreement shall include the following language with regard to cuts to United States federal government funding:

“The Contractor Agreement and the payments to be made are contingent upon receipt by County of

U.S. Department of Treasury American Rescue Plan Act (ARPA) funds and the County Court funding approval. Should funds be discontinued or not approved, any Agreement(s) will be revised or terminated as necessary in the sole discretion of the County.”

3.0 PRODUCT SPECIFICATIONS

The County is soliciting bids, through this Advertisement for Bids, from qualified manufacturers to provide the items listed below. All reference to brand name shall be interpreted as brand name or equivalent. A required pre-order meeting will occur after award of bid. Bidders will provide complete specifications, diagrams and full list of options and additional charges that may apply. Bid shall include delivery cost, equipment manual(s) and indicate if installation is included. One bidder will be selected for the provision of both items below. Items being bid below should interface and work together as one AV System.

Item Room Location Specification Quantity

Audio/Visual system

Multi-Purpose

Room

Wireless Mics, Speakers, audio processor, Bluetooth, volume controls

Projector Multi-Purpose

Room

Motorized Screen, 15,000 Lumen Laser

Projector, Control System with Touch panel

QUESTIONS AND ANSWERS FROM PRIOR BID

1. Is there any brand requirements for the Speakers , any specific specifications i.e. Watts, extra ports etc., Is there any requirement if they are going to be wall mounted or not.

A1.There is no brand requirement for the speakers. The speakers should be quantity and sized appropriately for an approximately 2800 square foot open room space with a ceiling height of approximately 19 feet, including a stage area. The speakers shall be wall or ceiling mounted.

2. How many Microphones are required, is there any brand requirement and specs requirement?

A2.Four wireless microphone system such that all wireless microphones can be used at the same time, and should operate at all areas within a 2800 square foot room space, and use UHF transmission. There is no brand requirement.

3. Everything in audio/visual items each 1 quantity is required?

A3.Quantity 1 should be taken in the context of a single unified system for a particular room space, so

Four wireless Mics, at least two speakers or quantity appropriate for a 2800 square foot open room space with a ceiling height of approximately 19 feet, system and room appropriate audio processing unit(s) or other supporting equipment for the wireless mics, speakers, and projector audio, volume control to be wall-mounted.

4. Wireless Mics, Speakers, audio processor, Bluetooth, volume controls - what is bluetooth in it?

A4.Audio system should be capable of accepting Bluetooth audio connections for the purpose of playing audio such as smart phone or other devices.

5.Are there any additional tasks outside delivery and installation (e.g., disposal of old equipment, network configuration)?

A5. Municipality will dispose of existing equipment.

6.Should ongoing technical support or maintenance be included in the bid?

A6. Assuming all hardware comes with a manufacturer’s warranty – no additional maintenance schedules are anticipated. Installation and warranty for installation on audio/visual system is expected – state warranty in bid. There will be some basic technical support expected as with any purchase of hardware and software - as standardly available.

7.Are specific certifications (e.g., Energy Star, FCC compliance) required for the hardware?

A7. No, specific certifications are not required. New equipment expected (not refurbished).

8.Should cost proposals include tiered options for optional accessories, add-ons, or warranties?

A8.No tiered options above what was specified is needed.

9.Are there any penalties for non-performance or delays beyond the expected timeline?

A9.Provide date of when equipment will be installed. Work must start within 30 days of award. If delivery/installation date stated in bid is beyond the timeframe of funding requirements (November 30, 2026) – that bidder will not be considered.

10.Are there detailed technical specifications for the wireless microphones, speakers, and audio processor (e.g., DSP support, Bluetooth range)?

A10.There is no brand requirement for the speakers. The speakers should be quantity and sized appropriately for an approximately 2800 square foot open room space with a ceiling height of approximately 19 feet, including a stage area. The speakers shall be wall or ceiling mounted.

Four wireless microphone system such that all wireless microphones can be used at the same time, and should operate at all areas within a 2800 square foot room space, and use UHF transmission. There is no brand requirement.

Audio system should be capable of accepting Bluetooth audio connections for the purpose of playing audio such as smart phone or other devices.

11.Should the audio/visual system support advanced features such as multi-channel audio or custom sound profiles?

A11.Whatever comes standard for the system and meets the requirements as stated above.

12.Are there acoustic considerations for the Multi-Purpose Room that the vendor should address in their proposal?

A12.The space is an approximately 2800 square foot open room with a ceiling height of approximately 19 feet, including a stage area. The speakers shall be wall or ceiling mounted. The sound should be balanced throughout the space.

13.Should the system integrate with existing AV or IT infrastructure?

A13.The new audio/visual system will replace existing AV and should connect with existing IT infrastructure.

14.Are there requirements for network connectivity or remote management capabilities for the projector?

A14.Looking to control the projector from a control panel – may be wall mounted or mobile; such that a user can both plug-in or connect (wireless) to a mobile device in order to display video and audio.

15.Should the installation include custom cabling, ceiling mounts, or wall mounts?

A15.Yes, and include installation and standard warranty.

16.Are there specific requirements for the projection screen size, aspect ratio, or distance?

A16. The screen size shall be a minimum of 13 feet wide by 7.5 feet tall, screen can be larger as long as it fits in the space. Bidders are encouraged to attend the pre-bid walk through to ensure any required measurements.

17.Should spare parts (e.g., lamps, filters) or maintenance kits be included in the bid?

A17.Yes, provide and list what comes standard. Note that the bid is for a laser projector – there will likely not be a lamp.

18.Should the hardware and software be compatible with existing systems (e.g., network infrastructure, printers, or AV systems)?

A18.Yes

19.Are there specific network requirements (e.g., wired Ethernet, wireless standards) for integration?

A19.Yes, via wired Ethernet, Wi-Fi, and Bluetooth.

20.Should the proposal include options for future scalability or upgrades to the system?

A20.No

21.Is vendor-provided training required for any hardware or software included in the bid?

A21.Yes, the A/V equipment may have some minimal training. Standard manufacturer’s, installers’ and vendor’s after-sales support (e.g. basic troubleshooting, hotline, warranty questions, etc) should be provided – as applicable. Include information in bid.

22.Should user manuals, quick-start guides, or technical documentation be included for all equipment?

A23.Yes

24.Are there preferences for training delivery (e.g., on-site, virtual, or pre-recorded materials)?

A24.Yes,…