RFP COST ESTIMATING SERVICES LEAD HAZARD CONTROL AND HEALTHY HOMES GRANT PROGRAM - 2026.pdf

CITY OF EAST ORANGE

OFFICE OF THE FINANCE

DIVISION OF PROCUREMENT

EAST ORANGE, NEW JERSEY 07018

REQUEST FOR PROPOSAL

RE-RFP

COST ESTIMATING SERVICES

(LEAD HAZARD CONTROL AND HEALTHY HOMES GRANT PROGRAM)

FAIR & OPEN PUBLIC SOLICITATION

Health & Human Services

RFP can be viewed and shall be submitted electronically via Procurement Portal.

https://hub.planetbids.com/hub/bm/bm-detail/143302

Release of RFP Wednesday, June 24, 2026

Question Submission Deadline Friday, July 10, 2026, 11:00 am

Submission Due Date Wednesday, July 22, 2026, 11:00 am

EDWARD CHO, QPA

(973)266-5162

The CITY OF EAST ORANGE is soliciting proposals through the competitive contracting process in accordance with

N.J.S.A. 40A:11-4.1(k), et seq. for COST ESTIMATING SERVICES to fulfill the LEAD HAZARD CONTROL

AND HEALTHY HOMES GRANT PROGRAM to residents of the City of East Orange.

The contractors must be qualified as List of Certified Lead Abatement Contractors by the New Jersey

Department of Community Affairs pursuant to N.J.A.C. 5:17.

NOTICE: is hereby given that RFPs shall be received electronically no later than Wednesday, July 22, 2026 @ 11:00 am prevailing local time for the COST ESTIMATING SERVICES

IF YOU ALREADY SUMITTED PREVIOUS RFP (September 2025), NO NEED TO APPLY

RFP’S can be viewed and shall be submitted electronically through the City’s E- Procurement portal at:

ONLY ELECTRONIC PROPOSALS SHALL BE ACCEPTED

All proposals must be presented on the Proposal Forms provided and in accordance with any stated format requirements. Any submissions that are not on the forms provided may be rejected. Appropriately checked literature must accompany each copy of the Proposal Form.

Proposals must be submitted electronically through the City’s E- Procurement portal at:

https://hub.planetbids.com/hub/bm/bm-detail/143302 and must be in submitted status prior to the due date and time for proposals.

All proposals must be presented on the Proposal Forms provided. Any submissions that are not on the forms provided may be rejected. Appropriately checked literature must accompany each copy of the Proposal Form.

All Professional Service Contractors are required to comply with the requirements of N.J.S.A. 10:5-33 et seq.

Affirmative Action, N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27 et seq. (Contract Compliance and Equal Employment

Opportunities in Public Contract and N.J.S.A. 52:25-24.2 (Disclosure of Ownership).

Unless otherwise provided, in any supplement to these instructions to respondents, no respondent shall modify, withdraw or cancel the proposal or any part thereof for sixty (60) days after the time designated for the receipt of proposal in the advertisement or Request for Proposal. For any questions regarding such, please contact Edward Cho, Purchasing Agent at (973) 266-5162.

Timeline

Release Project Date: June 24, 2026

Question Submission Deadline Date: July 10, 2026, 11:00 am

Proposal Submission Deadline Date: July 22, 2026, 11:00 am

Edward Cho, Q.P.A.

Purchasing Agent

City of East Orange

1. Introduction

The City of East Orange is soliciting proposals through the competitive contracting process in accordance with

N.J.S.A. 40A:11-4.1(k), et seq. for Cost Estimating Services to fulfill the Lead Hazard Control and Healthy Homes

Grant Program to residents of the City of East Orange.

The contractors must be qualified as List of Certified Lead Abatement Contractors by the New Jersey

Department of Community Affairs pursuant to N.J.A.C. 5:17.

This RFP is specifically for contractors to perform lead remediation and abatement work.

We are not seeking inspectors or evaluators, as that portion of the work has already been completed.

IF YOU ALREADY SUMITTED PREVIOUS RFP (September 2025), NO NEED TO APPLY

2. Administrative Conditions and Requirements

The following items express the administrative conditions and requirements of this RFP. Together with the other RFP sections, they will apply to the RFP process, the subsequent contract, and project production. Any proposed change, modification, or exception to these conditions and requirements may be the basis for the CITY OF EAST ORANGE, hereinafter referred to as owner, to determine the proposal as non-responsive to the RFP and will be a factor in the determination of an award of a contract. The contents of the proposal of the successful respondent, (hereinafter referred to as respondent or contractor) as accepted by the owner, will become part of any contract awarded as a result of this

RFP.

2.1 Schedule

A schedule has been established for respondent proposals, proposal review, contractor selection and project initiation.

The dates established for the procurement are:

• Proposal Due Date: Wednesday, July 22, 2026

2.2 Proposal Submission Information

Submission Date and Time:

Wednesday, July 22, 2026, at 11:00 A.M.

Only those RFP responses received prior to or on the submission date will be considered. Responses delivered before the submission date and time specified above may be withdrawn upon written application of the respondent who shall be required to produce evidence showing that the individual is or represents the principal or principals involved in the proposal. After the submission date and time specified above, responses must remain firm for a period of sixty (60) days.

2.3 Using Department Information

Ms. Valencia Maponya, Director of Health and Human Services

City of East Orange

143 New Street

East Orange, NJ 07018

(973)266-5480

2.4 City Representative for this Solicitation

Edward Cho, Q.P.A., Purchasing Agent

City of East Orange

44 City Hall Plaza

East Orange, NJ 07018

Voice: 973-266-5162, Fax: 862-444-0101

2.5 Interpretations and Addenda

Respondents are expected to examine the RFP with care and observe all its requirements. All questions and inquiries concerning this RFP must be placed in writing at PlanetBids portal https://hub.planetbids.com/hub/bm/bm-detail/143302

To the extent there is an objection to the contents of this RFP, the objection must be placed in writing and submitted no later than July 10, 2026, no later than 11:00 a.m. Untimely objections will not be considered.

2.6 Quantities of Estimate

Wherever the estimated quantities of work to be done are shown in any section of this RFP, including the Proposal Cost

Form, they are given for use in comparing proposals. The owner especially reserves the right (except as herein otherwise specifically limited) to increase or diminish the quantities as may be deemed reasonably necessary or desirable by the owner to complete the work detailed by the contract. Such increase or diminution shall in no way violate this contract, nor shall any such increase or diminution give cause for claims or liability for damages.

2.7 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 as noted in 2.6, are not to be billed and will not be paid.

2.8 Statutory and Other Requirements

2.8.1 Compliance with Laws

Any contract entered into between the contractor and the owner must be in accordance with and 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.

2.8.2 Mandatory EEO/Affirmative Action Compliance

No firm shall be issued a contract unless it complies with the EEO/Affirmative Action requirements of N.J.S.A. 10:5-

31 et seq. and N.J.A.C. 17:27 et seq. as identified in the documents attached hereto. The form shall be properly executed.

2.8.3 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.

2.8.4 Stockholder Disclosure

No corporation or partnership shall be awarded any contract for the performance of any work or the furnishing of any goods, unless, with receipt of the proposal of said corporation or partnership, there is submitted a statement setting forth the names and addresses of all stockholders in the corporation or partnership who own ten (10) percent or greater interest therein. The Respondent shall complete and submit the form of statement that is included in this RFP.

2.8.5 Non-Collusion Affidavit

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

2.8.6 N.J. Business Registration Certificate

Certificate required pursuant to C57, PL2004; failure to be registered by time of contract award may be cause for rejection. Entities or individuals that need to file for a certificate may do so on-line through the NJ Division of Local

Government Services at the following link: http://www.state.nj.us/treasury/revenue/busregcert.shtml

2.8.7 “Pay to Play” – Notice of Disclosure Requirement – P.L. 2005, Chapter 271, Section 3 Reporting (N.J.S.A. 19:44a – 20.27)

(1) Any business that has received $50,000 or more in contracts from government entities in a calendar year is required to file an annual disclosure report with ELEC.

(2) Annual Disclosures require submission by March 30th of each year covering contracts and contributions for the prior calendar year.

(3) At a minimum, a list of all business entities that file an annual disclosure report will be listed on ELEC’s website at www.elec.state.nj.us.

(4) If you have any questions please contact ELEC at:

1-888-313-ELEC (3532) (toll free in NJ) or 609-292-8700

2.8.8 Insurance and Indemnification

1. The successful Bidder shall procure, at its own expense, insurance as follows:

A. Workers’ Compensation insurance shall be maintained in full force during the life of the contract, covering all employees engaged in performance of the contract up to the statutorily maximum amount pursuant to

N.J.S.A. 34:15-12(a) and N.J.A.C. 12:235-1.6. Employer’s Liability coverage shall also be included with limits of $1,000,000 Each Occurrence/$1,000,000 Aggregate.

B. General liability insurance shall be provided with limits of not less than $1,000,000.00 per occurrence and

$2,000,000 aggregate for bodily injury, property damage, personal injury, and advertising injury, which shall be maintained in full force during the life of the contract. Products/Completed Operations coverage shall also be included. The general liability policy shall be primary and non-contributory. The City shall be named as Additional insured. Waiver of Subrogation shall be included in favor of the City.

C. Automotive liability insurance covering Bidder for claims arising from owned, hired and non-owned vehicles with limits of not less than $1,000,000.00 Combines Single Limit, which shall be maintained in full force during the life of the contract. The City shall be named as Additional Insured. Waiver of Subrogation shall be included in favor of the City.

D. Professional Liability insurance shall be provided with limits of not less than $2,000,000 per occurrence and

$2,000,000 aggregate.

E. Excess or umbrella coverage with limits of not less than $5,000,000.00 per occurrence and aggregate shall be maintained and shall follow the form of the primary General Liability, Automotive Liability, and

Employer’s Liability insurance coverages.

2. The insurance policies shall be provided by insurance companies authorized to do business in the State of New

Jersey and having an A.M. Best Rating of at least “A-, Class VIII.” All insurance required herein shall be maintained in full force and effect during the term of the successful Bidder’s Agreement with the City and shall constitute primary coverage over any other applicable insurance.

3. The successful Bidder shall furnish a Certificate or Certificates of Insurance in compliance with these requirements and the City may request a certified copy of each policy, including the provisions establishing premiums. All policies shall contain a provision that the policies shall not be changed or cancelled prior to thirty

(30) days after written notice has been provided by the insurance carrier directly to the City.

4. During the term of the Agreement with the City, the successful Bidder shall be obligated to renew each and every insurance policy which may expire. In cases where a required insurance policy is cancelled or terminated http://www.state.nj.us/treasury/revenue/busregcert.shtml http://www.elec.state.nj.us/ during its term, the successful Bidder shall immediately procure insurance to replace such policy (or policies) and shall immediately provide all insurance information required by the City as proof that the cancelled or terminated policy has been restored or replaced. In the event the successful Bidder fails or refuses to renew its insurance policies, or the coverage is cancelled, terminated, or modified so that the insurance does not meet the requirements of the successful Bidder’s Agreement with the City, such failure shall constitute default of the successful Bidder’s Agreement with the City.

5. Insurance coverage having policy limits in the amounts required by the City shall not be construed to relieve the

Bidder or its subcontractors from liability in excess of such coverage, nor shall it preclude the City from taking such other actions as are available to it under the provisions of this Agreement or otherwise in accordance with the applicable law.

2.9 Public Emergency

In the event of a Public Emergency declared at the Local, State or Federal Level, if the City opts to extend terms and conditions of this RFP, the contractor agrees to extend the terms and conditions of this RFP, whether existing, expiring or expired no longer than six months, for goods and/or services for the duration of the emergency. In the event the original contractor cannot meet this requirement, the City may solicit the goods and/or services from any bidder on this contract.

2.10 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.

2.11 Failure to Enter Contract

Should the respondent, to whom the contract is awarded, fail to enter into a contract within ten (10) days, Sundays and holidays excepted, the owner may then, at its option, accept the proposal of another respondent.

2.12 Commencement of Work

The contractor agrees to commence work after the date of award by the owner and upon notice from the using department.

2.13 Termination of Contract

If, through any cause, the contractor shall fail to fulfill in a timely and proper manner obligations under the Contract or if the contractor violates any requirements of the Contract, the owner shall thereupon have the right to terminate the

Contract by giving written notice to the contractor of such termination at least thirty (30) days prior to the proposed effective date of the termination. Such termination shall relieve the owner of any obligation for the balances to the contractor of any sum or sums set forth in the Contract.

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

In case of default by the contractor, the owner may procure the articles or services from other sources and hold the contractor responsible for any excess cost occasioned thereby.

2.14 Non-Allocation of Funding Termination

Each fiscal year payment obligation of the Owner is conditioned upon the availability of Owner funds appropriated or allocated for the payment of such an obligation. If funds are not allocated and available for the continuance of any services performed by the Contractor hereunder, whether in whole or in part, the Owner at the end of any particular fiscal year may terminate such services. The Owner will notify the Contractor in writing immediately of any services that will be affected by a shortage of appropriated funds. This provision shall not be construed so as to permit the Owner to terminate this Agreement during the term, or any service hereunder, merely in order to acquire identical services from a third party contractor.

2.15 Challenge of Specifications

Any respondent who wishes to challenge a specification shall file such challenge in writing with the Purchasing Agent no less than three (3) business days prior to the opening of the RFP's. Challenges filed after that time shall be considered void and having no impact on the owner or the award of contract.

2.16 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.

The owner may withhold all or partial payments on account of subsequently discovered evidence including but not limited to the following:

1 Deliverables not complying with the project specification;

2 Claims filed or responsible evidence indicating probability of filing claims;

3 A reasonable doubt that the Contract can be completed for the balance then unpaid.

4 Payments shall not total more than 90% of the maximum bid amount until the end of the contract period.

5 When the above grounds are removed, payment shall be made for amounts withheld because of them.

2.17 Non-payment of Penalties and Interest on Overdue Bills

Public funds may be used to pay only for goods delivered or services rendered. CITY OF EAST ORANGE will not pay penalties and/or interest on overdue bills. No employee is authorized to sign a letter of credit or any other document that represents a legal commitment on the part of the City to pay additional fees.

2.18 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. All information supplied to the owner may be required to be supplies on

CD-ROM media compatible with the owner’s computer operating system.

2.19 W-9

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

3. Scope of Work

COST ESTIMATING

The scope of services set forth in this Request for Proposals represents an outline of the services which the City anticipates the successful proposer to perform and is presented for the primary purpose of allowing the City to compare proposals.

http://www.irs.gov/pub/irs-df/fw9.pdf

This proposal is to provide technical consulting services for the rehabilitation of selected detached residential dwellings which have been noted to be in distress, in need of basic housing maintenance, having health & safety concerns and impairing neighborhood beautification standards.

This service is commonly known as “Cost Estimating” and will comprise tasks of 2 separate processes to fulfill the project completion at each site.

3.1 Overview

The purpose of the service is to fulfill the Lead Hazard Control and Healthy Homes Grant Program by evaluating and identifying distressed homes that need lead remediation services to come into compliance with the City’s housing and maintenance codes and ordinances.

The selected Cost Estimator’s term of employment will be for twelve (12) months commencing on execution of contract. The City of East Orange’s pre-set allotment for desired service will be $750.00 per unit with the intention of completing 110 units for a total project cost of $82,500.00.

3.2 Cost Estimator Requirements

• Lead Inspector/Risk Assessor license

• 2- years of experience completing inspections

• 2- years of experience preparing and reading reports

• 2- years Preparing documentation – (scope of work)

• Must own XRF Machine

3.2a Cost Estimator should have working knowledge of:

• Sketch drawing

• Photography

• Change order calculation

3.3 The Objective

This consulting service will address these concerns by surveying and scheduling work on assigned properties for:

• rehabilitation of identified lead hazardous components;

• building structural failures with identified hazardous components;

• shell protection from moisture and adverse temperatures where lead hazards have been identified; and

• exterior improvements to preserve neighborhood beautification where lead hazards have been identified;

Every attempt will be made to address all functional concerns as outlined herein. Program funding limitation will, however, grant priority to concerns which poses an immediate health, safety and welfare risk to occupants, as determined by findings from the field survey.

All issues of work scope and prioritization will be discussed and cleared by the City’s Program Manager and advisors, for corroboration by the homeowner, before proceeding to determination of the final Work

Write-Up product.

3.4 Project Deliverables

Following is a complete list of all project deliverables:

Deliverable Description

Stage #1 Production of Work Write-Up document to outline scope and description of work tasks, means and methods, quantity and unit cost, for each property identified.

Stage #2 Construction Observation to include homeowner/contractor kick-off meeting, periodic monitoring for quality, progress, safety and operations, and processing of change orders and payment requisitions.

Timeline for Execution

Key project dates are outlined below. Dates are best-guess estimates from Notice to Proceed and are subject to change until a contract is executed.

Description Start Date End Date Duration

H/O contact, kick-off meeting Day 1 Day 3 3 Days

Analysis and recording of proposed work Day 4 Day 10 7 Days

Work Write-up and bid packaging Day 11 Day 22 12 Days

Stage #1 Completed Day 1 Day 22 22 Days

Bidding/Contract Day 23 Day 44 21 Days

Contractor kick-off meeting Day 45 Day 52 7 Days

Stage #2 Completed Day 23 Day 52 28 Days

Construction Observation Day 53 Day 83 30 Days

Closeout and Turnover Day 84 Day 91 7 Days

Stage #3 Completed Day 53 Day 91 37 Days

PROJECT COMPLETED DAY 1 DAY 91 91 DAYS

4. Proposal Requirements

4.1 Qualification Statement

A statement is to be provided by the respondent who will serve as the primary contractor. The statement shall set forth brief details of the firm's principal activities, the number of personnel in the firm and the firm's location. Please provide a list of (3) three clients for whom similar services have been provided. Include the following in your response:

Name of government agency.

Contact person’s name, position, and current telephone number.

Dates, cost and scope of service.

Status and comments

4.2 Key Personnel Information

The respondent shall provide the identity and the credentials of the principals and other key personnel working for the contractor and their areas of responsibilities.

4.3 Proposal Forms

The following forms are contained in the attachments. All forms are required and shall be completed and made part of the proposal submitted:

1. Proposal Cost/Signature Form

2. Non-Collusion Affidavit

3. Disclosure of Ownership Form

4. Insurance Requirement Acknowledgement Form

5. Affirmative Action Compliance Notice

6. Mandatory EEO Notice Acknowledgement

7. Americans with Disabilities Act of 1990

8. Certificate of Employee Information Report

9. Business Registration Certification

10. Professional Services Entity Information Form

11. Qualification Affidavit

12. Submission Form

13. Acknowledgement of Receipt of Addenda

14. Disclosure of Investments in Iran

15. Certification of Non-involvement in Prohibited Activities in Russia or Belarus

16. Statement of Indebtedness

17. Agreement for Payment of Commodity

18. Letter of Intent

19. Letter of Qualification

20. Certification of Non-Debarment for Federal Government Contract

4.4 Location of Servicing Office

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

4.5 Methodology

The proposal must list respondent’s process for management of projects that contains procedures, definitions and explanations of techniques used to collect, store, analyze and present information as part of its research process.

5. Evaluation, Review and Selection Process

5.1 Proposals to Remain Subject to Acceptance

RFP responses shall remain open for a period of sixty (60) calendar days from the stated submittal date. The owner will either award the contract within the applicable time period or reject all proposals.

The owner 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 owner, be held for consideration for such longer period as may be agreed.

5.2 Rejection of Proposals

The owner reserves the right to reject any or all proposals, or to reject any proposals if the evidence submitted by, or investigation of such respondent fails to satisfy the owner that such respondent is properly qualified to carry out the obligations of the RFP and to complete the work contemplated therein. The owner reserves the right to waive any minor informality in the RFP.

5.3 Evaluation Process

An evaluation team will review all proposals to determine if they satisfy the Proposal Requirements, determine if a proposal should be rejected and evaluate the proposals based upon the Evaluation Criteria. The highest-ranking respondent will then be recommended to the governing body for award of contract, based on most advantageous price and other factors. In specific areas multiple contracts may be awarded.

5.4 Evaluation Criteria

The criteria considered in the evaluation of each proposal follows: (The arrangement of the criteria is not meant to imply order of importance in the selection process. All criteria will be used to select the successful respondent).

Experience in the area of practice

25%

Expertise/Timetable

35%

Program familiarity

20%

Cost

20%

Selection Criteria

Evaluation consideration will include the following:

1. Experience

2. Expertise

3. Program familiarity

4. Project timetable

5.4.1 Experience

The experience of the firm shall be demonstrated by past contract successes providing government agencies with similar services. The respondent will be evaluated on knowledge, experience, and successful completion of projects/services similar to that requested in this RFP. In addition to relevant experience respondent shall provide personnel qualifications in the Proposal (Refer to Section 4.1 and 4.2).

5.4.2 Expertise / Timetable

This includes the ability of the respondent to perform all of the tasks listed above and fulfill adequately the stated requirements. The respondent must demonstrate knowledge of estimating the cost residential rehabilitation projects

(Refer to Section 3). The respondent’s timetable for the completion of 110 properties.

5.4.3 Program Familiarity

A successful respondent will demonstrate familiarity with similar LEAD HAZARD CONTROL AND HEALTHY

HOMES GRANT PROGRAM.

5.4.4 Cost

The City of East Orange’s pre-set allotment for the Total overall costs to complete the project, attendance at meetings, information gathering, etc. is $82,500.00 ($750.00 per unit with the intention of completing 110 units).

Any services not included as part of any resulting changes to the contract scope of services must be approved and authorized by the respondent before such work is initiated. The City shall pay for such approved services, at the rate or cost agreed upon between the respondent and City, provided the respondent has provided a schedule of fees for additional services with this RFP.

The proposal should include an estimated timetable for the completion of the project in its entirety within the one (1) year period.

As reasonable accessibility is a relevant consideration, the respondent should have its office within reasonable distance to East Orange. Respondents should provide details as to its office being staffed and responsive, with sufficient support staff to adequately provide services.

5.5 Term of the contract

Contract will be for a one (1) year period (commencing on execution of contract) with the option (of the City) to extend for two (2) additional one (1) year periods contingent upon the City of East Orange’s receipt of new grant funding (Refer to 2.14 Non-Allocation of Funding).

5.6 Contract Extension

Upon mutual agreement of the City of East Orange and the contractor an extension for two additional one year contracts will be considered. The contemplated extension will be in accordance with the terms and conditions of the current contract and will be increased based on the current State of New Jersey “Index Rate” calculation as referenced in N.J.S.A.

40A: 11-15 (6). The “Index Rate” means the rate of annual percentage increase, rounded to the nearest half-percent, in the Implicit Price Deflator for State and Local Government Purchases of Goods and Services, computed and published quarterly by the United States Department of Commerce, Bureau of Economic Analysis.

www.nj.gov/dca/lgs/lpcl/contractlawinfo/cur_index_rate.shtml

5.7 Notice of Award

The successful respondent will be notified of the award of contract upon a favorable decision by the governing body.

The Purchasing Agent may then send a Purchase Order/Voucher to the contractor.

ALL OF THE

FOLLOWING

DOCUMENTS

MUST BE INCLUDED

WITH

PROPOSAL

CHECKLIST

PROFESSIONAL SERVICE: COST ESTIMATING SERVICES

SUBMISSION DATE: Wednesday, July 22, 2026, at 11:00 A.M.

The following items, as indicated below (x), shall be provided with the receipt of sealed submissions:

Business Entity Disclosure Certification ……………….…………………………….…… ________x________

Non-Collusion Affidavit …………………………………….………………………….………… ________x________

Disclosure of Ownership Form ………………………………….……………….…………… ________x________

Insurance Requirement Acknowledgement Form ...…………………….………… ________x________

EEO/Affirmative Action Compliance Notice ………………………….……..………… ________x________

Mandatory Equal Employment Opportunity Notice Acknowledgement … ________x________

Americans With Disabilities Act of 1990 ………………………………………………… ________x________

Copy of your Certificate of Employee Information Report …………………..… ________x________ Copy of your Business Registration Certificate as issued by the State of New Jersey, Department of Treasury, Division of Revenue ………….………….…… ________x________

Professional Service Entity Information Form …………………………….………… ________x________

Qualification Affidavit ………………………………………………..……………..………… ________x________

Submission Form ………………………………………………………………………..………… ________x________

Acknowledgement of Corrections, Additions or Deletions Form …….….. ________x________

Disclosure of Investment Activities in Iran ……………………………………….….. ________x________

Certification of Non-involvement in Prohibited Activities in Russia or Belarus ________x________

Statement of Indebtedness Form …………………………………………………….….. ________x________

Agreement for Payment of Commodity/Service Form …………..….….…….. ________x________

Letter of Intent ………………………………….……………………. …………..….….…….. ________x________

Letter of Qualification ……………………………………………… …………..….….…….. ________x________

Certification of Non-Debarment for Federal Government Contract ……. ________x________

PROPOSAL COST FORM/SIGNATURE PAGE

TO THE CITY OF EAST ORANGE

CITY COUNCIL:

The undersigned declares that he/she has read the Notice, Instructions, Affidavits and Scope of Services attached, that he/she has determined the conditions affecting the proposal and agrees, if this proposal is accepted, to furnish and deliver services per the City of East Orange’s schedule of fees for the following:

The City of East Orange’s pre-set allotment for the total overall costs to complete the project, attendance at meetings, information gathering, etc. is $82,500.00 ($750.00 per unit with the intention of completing 110 units).

The contract will be for a one (1) year period.

(Corporation) The undersigned is a (Partnership) under the laws of the State of __________________________ having its (Individual) Principal office at .

Company Federal I.D. # or Social Security #

Address

Signature of Authorized Agent Type or Print Name

Title of Authorized Agent Date

Telephone Number Email Address

Fax Number

NON-COLLUSION AFFIDAVIT

STATE OF NEW JERSEY )

) SS:

COUNTY OF )

I, _____________________________ of the City/Township of _____________________ in the County of _______________________________and the State of _____________________ of full age, being duly sworn according to the law on my oath depose and say that:

I am, ________________________________________________________ (Title) (a partner, or officer of the firm of, etc.)

of the firm of __________________________________________________________________ the bidder making the Proposal for the above named project, and that I executed the said Proposal with full authority so to do; that said bidder has not, directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free, competitive bidding in connection with the above-named project; and that all statements contained in said Proposal and in this affidavit are true and correct, and made with full knowledge that the CITY OF EAST ORANGE, NJ relies upon the truth of the statements contained in said Proposal and in the statements contained in this affidavit in awarding the contract for the said project.

I further warrant that no person or selling agency has been employed or retained to solicit or secure such contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, except bona fide employees or bona fide established commercial or selling agencies maintained by (Name of Contractor)

(Also type or print name of affiant under signature)

Subscribed and sworn to ________________________________________ Signature of:

before me this ________ day Bidder, if the bidder is an individual of ______________ 20____ Partner, if the bidder is a partnership Officer, if the bidder is a corporation

Notary Public of: _________________________ My commission expires: ____________________

OWNER DISCLOSURE CERTIFICATION

This Statement Shall Be Included with RFP Submission

Name of Business______________________________________________________

I certify that the list below contains the names and home addresses of all stockholders holding 10% or more of the issued and outstanding stock of the undersigned.

OR

I certify that no one stockholder owns 10% or more of the issued and outstanding stock of the undersigned.

OR

I certify that there are no stockholders

Check the box that represents the type of business organization:

Partnership Corporation Sole Proprietorship Limited Partnership Limited Liability Corporation Limited Liability Partnership Subchapter S Corporation Other (describe)___________________

Sign and notarize the form below, and, if necessary, complete the stockholder list below.

Stockholders:

Name: ______________________________ Name: ______________________________

Home Address: _______________________

Name: ______________________________ Name: ______________________________

Name: ______________________________

Name: ______________________________

Subscribed and sworn before me this ___ day of 2 __.

(Notary Public)

My Commission expires:

(Affiant)

(Print name & title of affiant)

(Corporate Seal)

INSURANCE REQUIREMENTS AND ACKNOWLEDGEMENT FORM

Certificate(s) of Insurance shall be filed with the City’s Clerk’s Office upon award of contract by the

Municipal Council.

The minimum amount of insurance to be carried by the selected Professional Service Entity shall be as follows:

• Workers’ Compensation insurance shall be maintained in full force during the life of the contract, covering all employees engaged in performance of the contract up to the statutorily maximum amount pursuant to N.J.S.A. 34:15-12(a) and N.J.A.C. 12:235-1.6. Employer’s Liability coverage shall also be included with limits of $1,000,000 Each Occurrence/$1,000,000 Aggregate.

• General liability insurance shall be provided with limits of not less than $1,000,000.00 per occurrence and $2,000,000 aggregate for bodily injury, property damage, personal injury, and advertising injury, which shall be maintained in full force during the life of the contract. Products/Completed Operations coverage shall also be included. The general liability policy shall be primary and non-contributory. The City shall be named as Additional insured. Waiver of Subrogation shall be included in favor of the City.

• Automotive liability insurance covering Bidder for claims arising from owned, hired and non-owned vehicles with limits of not less than $1,000,000.00 Combines Single Limit, which shall be maintained in full force during the life of the contract. The City shall be named as Additional Insured. Waiver of Subrogation shall be included in favor of the City.

• Professional Liability insurance shall be provided with limits of not less than $2,000,000 per occurrence and $2,000,000 aggregate.

• Excess or umbrella coverage with limits of not less than $5,000,000.00 per occurrence and aggregate shall be maintained and shall follow the form of the primary General Liability, Automotive Liability, and Employer’s Liability insurance coverages.

*Vendor / Firm shall not commence operations until City has been furnished original certificate(s) of Insurance and certified original copies of endorsements or policies of insurance in the amounts and/or minimum coverage(s) required in this proposal.

Acknowledgement of Insurance Requirement:

(Signature) (Date)

(Printed Name and Title)

EEO/AFFIRMATIVE ACTION COMPLIANCE NOTICE

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

GOODS, PROFESSIONAL SERVICE AND GENERAL SERVICE CONTRACTS

All successful bidders are required to submit evidence of appropriate affirmative action compliance to the City and Division of Public Contracts Equal Employment Opportunity Compliance. During a review, Division representatives will review the City files to determine whether the affirmative action evidence has been submitted by the vendor/contractor. Specifically, each vendor/contractor shall submit to the City, prior to execution of the contract, one of the following documents:

Goods and General Service Vendors

1. Letter of Federal Approval indicating that the vendor is under an existing Federally approved or sanctioned affirmative action program. A copy of the approval letter is to be provided by the vendor to the City and the Division.

This approval letter is valid for one year from the date of issuance.

Do you have a federally-approved or sanctioned EEO/AA program? Yes No If yes, please submit a photostatic copy of such approval.

2. A Certificate of Employee Information Report (hereafter “Certificate”), issued in accordance with N.J.A.C. 17:27-1.1 et seq. The vendor must provide a copy of the Certificate to the City as evidence of its compliance with the regulations. The Certificate represents the review and approval of the vendor’s Employee Information Report, Form AA-302 by the Division. The period of validity of the Certificate is indicated on its face. Certificates must be renewed prior to their expiration date in order to remain valid.

Do you have a State Certificate of Employee Information Report Approval? Yes No If yes, please submit a photostatic copy of such approval.

3. The successful vendor shall complete an Initial Employee Report, Form AA-302 and submit it to the Division with $150.00 Fee and forward a copy of the Form to the City. Upon submission and review by the Division, this report shall constitute evidence of compliance with the regulations. Prior to execution of the contract, the EEO/AA evidence must be submitted.

The successful vendor may obtain the Affirmative Action Employee Information Report (AA302) on the Division website www.state.nj.us/treasury/contract_compliance.

The successful vendor(s) must submit the AA302 Report to the Division of Public Contracts Equal Employment Opportunity Compliance, with a copy to Public Agency.

The undersigned vendor certifies that he/she is aware of the commitment to comply with the requirements of N.J.S.A. 10:5-31 and N.J.A.C. 17:27 and agrees to furnish the required forms of evidence.

The undersigned vendor further understands that his/her bid shall be rejected as non-responsive if said contractor fails to comply with the requirements of N.J.S.A. 10:5-31 and N.J.A.C. 17:27.

COMPANY: ____________________________ SIGNATURE: __________________________

PRINT NAME:__________________________TITLE: ________________________________

DATE: __________________

http://www.state.nj.us/treasury/contract_compliance

EXHIBIT A

MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE

N.J.S.A. 10:5-31 et seq. (P.L. 1975, C. 127) N.J.A.C. 17:27

GOODS, PROFESSIONAL SERVICE AND GENERAL SERVICE CONTRACTS

During the performance of this contract, the contractor agrees as follows:

The contractor or subcontractor, where applicable, will not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Except with respect to affectional or sexual orientation and gender identity or expression, the contractor will ensure that equal employment opportunity is afforded to such applicants in recruitment and employment, and that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Such equal employment opportunity shall include, but not be limited to the following:

employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Public Agency Compliance Officer setting forth provisions of this nondiscrimination clause.

The contractor or subcontractor, where applicable will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex.

The contractor or subcontractor will send to each labor union, with which it has a collective bargaining agreement, a notice, to be provided by the agency contracting officer, advising the labor union of the contractor's commitments under this chapter and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

The contractor or subcontractor, where applicable, agrees to comply with any regulations promulgated by the Treasurer pursuant to N.J.S.A.

10:5-31 et seq., as amended and supplemented from time to time and the Americans with Disabilities Act.

The contractor or subcontractor agrees to make good faith efforts to meet targeted county employment goals established in accordance with N.J.A.C. l7:27-5.2.

The contractor or subcontractor agrees to inform in writing its appropriate recruitment agencies including, but not limited to, employment agencies, placement bureaus, colleges, universities, and labor unions, that it does not discriminate on the basis of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, and that it will discontinue the use of any recruitment agency which engages in direct or indirect discriminatory practices.

The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to assure that all personnel testing conforms with the principles of job-related testing, as established by the statutes and court decisions of the State of New Jersey and as established by applicable Federal law and applicable Federal court decisions.

In conforming with the targeted employment goals, the contractor or subcontractor agrees to review all procedures relating to transfer, upgrading, downgrading and layoff to ensure that all such actions are taken without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, consistent with the statutes and court decisions of the State of New Jersey, and applicable Federal law and applicable Federal court decisions.

The 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:

Letter of Federal Affirmative Action Plan Approval Certificate of Employee Information Report Employee Information Report Form AA302 (electronically provided by the Division and distributed to the public agency through the Division’s website at www.state.nj.us/treasury/contract_compliance)

The contractor and its subcontractors shall furnish such reports or other documents to the Division of Public Contracts Equal Employment Opportunity Compliance as may be requested by the office from time to time in order to carry out the purposes of these regulations, and public agencies shall furnish such information as may be requested by the Division of Public Contracts Equal Employment Opportunity Compliance for conducting a compliance investigation pursuant to Subchapter 10 of the Administrative Code at N.J.A.C. 17:27

AMERICANS WITH DISABILITIES ACT OF 1990

Equal Opportunity for Individuals with Disability

The Contractor and the Owner, do hereby agree that the provisions of Title 11 of the Americans With

Disabilities Act of 1990 (the "Act") (42 U.S.C. S121 01 et seq.), which prohibits discrimination on the basis of disability by public entities in all services, programs, and activities provided or made available by public entities, and the rules and regulations promulgated pursuant there unto, are made a part of this contract. In providing any aid, benefit, or service on behalf of the owner pursuant to this contract, the contractor agrees that the performance shall be in strict compliance with the Act. In the event that the contractor, its agents, servants, employees, or subcontractors violate or are alleged to have violated the

Act during the performance of this contract, the contractor shall defend the owner in any action or administrative proceeding commenced pursuant to this Act. The contractor shall indemnify, protect, and save harmless the owner, its agents, servants, and employees from and against any and all suits, claims, losses, demands, or damages, of whatever kind or nature arising out of or claimed to arise out of the alleged violation. The contractor shall, at its own expense, appear, defend, and pay any and all charges for legal services and any and all costs and other expenses arising from such action or administrative proceeding or incurred in connection therewith. In any and all complaints brought pursuant to the owner’s grievance procedure, the contractor agrees to abide by any decision of the owner which is rendered pursuant to said grievance procedure. If any action or administrative proceeding results in an award of damages against the owner, or if the owner incurs any expense to cure a violation of the ADA which has been brought pursuant to its grievance procedure, the contractor shall satisfy and discharge the same at its own expense.

The owner shall, as soon as practicable after a claim has been made against it, give written notice thereof to the contractor along with full and complete particulars of the claim, If any action or administrative proceeding is brought against the owner or any of its agents, servants, and employees, the owner shall expeditiously forward or have forwarded to the contractor every demand, complaint, notice, summons, pleading, or other process received by the owner or its representatives.

It is expressly agreed and understood that any approval by the owner of the services provided by the contractor pursuant to this contract will not relieve the contractor of the obligation to comply with the

Act and to defend, indemnify, protect, and save harmless the…