winslow school Winslow Township School District.pdf

BID 2027-07 1 | P a g e

Winslow Township Board of Education

Atco, New Jersey

Goods and Services

Bid Specifications

General Requirements For

Food Service Equipment Repair Bid No: 2027-07

Thursday, September 24, 2026 Bid Opening Date

2:00 p.m.

Bid Opening Time

Tyra McCoy - Boyle School Business Administrator/

Board Secretary

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Winslow Township Board of Education Request for Bids

Bid Advertisement

The Winslow Township Board of Education hereby advertises for competitive bids in accordance with N.J.S.A.

18A:18A-21(a) (b).

Bid # 2027-07 Food Service Equipment Repair

All necessary bid specifications may be obtained by accessing the district website at www.winslow-schools.com, under “BOE”, “Bids, RFPs, and Quotes”. Bid specifications may also be obtained by contacting the Business Administrator/Board Secretary by phone 856-767-2850 Ext 7510, by email at mccoyty@winslow-schools.com, or by mail at Winslow Township Board of Education, 40 Coopers Folly Road, Atco, NJ 08004.

Bids must be sealed and delivered to the Office of the School Business Administrator/Board Secretary of Winslow Township Board of Education, 40 Coopers Folly Road, Atco, NJ 08004, on or before date and time indicated below.

Responses may be mailed or delivered and deposited in the locked drop box, located in vestibule of the main entrance of the Administration Building between 8:00 a.m. and 4:00 p.m. Monday through Friday, with the exception of holidays. The responsibility to confirm delivery is solely upon the vendor responding to the proposal.

The envelope to bear the following information:

Title: Food Service Equipment Repair Bid No.: 2027-07 Name and Address of the Bidder Date: Thursday, September 24, 2026 Time: 2:00 p.m.

No bids shall be received after the time designated in the advertisement. (N.J.S.A. 18A:18A-21(b)).

The Board of Education does not accept electronic (e-mail) submission of bids.

All bidders are required to comply with the requirements of N.J.S.A. 10:5-31 et seq., Affirmative Action Against Discrimination and N.J.A.C. 17:27 et seq.

Statement of Ownership Requirement: Pursuant to N.J.S.A. 52:25-24.2, Bidders shall submit a statement setting forth the names and addresses of all persons and entities that own ten percent or more of its stock or interest of any type at all levels of ownership.

A Non-Collusion Affidavit and a Contractor Questionnaire/Certification also must be filed with the bid. The bid package will also include other documents that must be completed and returned with the bid. Failure to comply with Instructions to Bidders and to complete and submit all required forms, may be cause for disqualification and rejection of the bid.

The Board of Education reserves the right to reject all bids pursuant to N.J.S.A. 18A:18A-2(s), (t), (x), (y), 18A:18A-4(a), 18A:18A-22, and to waive minor informalities.

Tyra McCoy-Boyle Business Administrator/Board Secretary

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WINSLOW TOWNSHIP BOARD OF EDUCATION

Business Office

40 Coopers Folly Road Atco, New Jersey 08004

TECHNICAL

SPECIFICATIONS

Tyra McCoy Boyle

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Technical Specifications

BID # 2027-07 Food Service Equipment Repair

A. PURPOSE

The Winslow Township School District is seeking proposals from qualified respondents to provide kitchen equipment repair service on an as-needed basis with a once-a-year preventative maintenance on walk in freezers and walk in refrigerators to kitchens across 9 buildings for the 2026-2027 school year.

B. Scope Of Work:

The District is requesting respondents to submit a bid for a 1-year term with the option for 2 one-year renewals, subject to appropriations for the following:

Services to include for all kitchens in all schools in the Winslow Township School District:

Locations

• School # 1; 413 Inskip Road, Blue Anchor, NJ 08037

• School # 2; 125 First Avenue; Cedar Brook, 08018

• School # 3; 131 Sicklerville Road, Sicklerville, NJ 08081

• School # 4; 541 Kali Road, Sicklerville, NJ 08081

• School # 5 130 Oak Leaf Road, Cedar Brook, NJ 08018

• School # 6; 617 Sicklerville Avenue, Sicklerville, NJ 08081

• Winslow Township Middle School; 10 Cooper Folly Road, Atco, NJ 08004

• Winslow Township High School; 40 Cooper Folly Road, Atco, NJ 08004

• Early Childhood Learning Center 511 Edwards Avenue Chesilhurst, NJ 08089

The contractor, at a minimum shall be able to service, repair, and provide maintenance for the types of equipment listed below:

• Gas Equipment

• Electric Equipment

• Refrigeration Equipment (Including 9 walk-in freezers and 8 walk-in refrigerators)

• Stoves

• Ovens

• Fryers

• Grills

• Walk-in Coolers

• Freezers

• Kettles

• Dishwashers

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SCOPE OF SERVICE (Cont’d)

Service Requirements

• Contractor shall have experience working in a school environment and shall perform all services in a manner that minimizes disruption and accommodates the needs of students, faculty, and staff.

• All service costs shall be all in-inclusive and cover all labor, setup, logistics, equipment, tools, delivery, vehicles, supervision, coordination efforts, insurance, and all other costs necessary or incidental to complete the work. The contractor shall show proof of material costs to be priced without a markup for each quote.

• Contractor shall provide all materials, tools, and equipment necessary to perform the services at no additional cost.

• Contractor shall maintain a safe and orderly work area and upon completion, remove all debris, rubbish, waste, packaging, tools, equipment, and surplus materials. Contractor shall also clean and remedy any stains, spills, or other damage resulting from the work.

• Contractor shall properly secure and protect its tools, equipment, materials, and supplies.

The District assumes no liability for loss, theft, damage, or injury to Contractor property or the property of its employees, agents, or subcontractors.

• Contractor shall protect District property and surrounding areas from damage caused by services, vehicles, equipment, materials, or workmanship. Any damage shall be repaired or restored by the Contractor at no cost to the District.

• Contractor shall remain responsible for the services and work performed under until final acceptance by the District.

• Contractor shall be responsible for all receiving, uncrating, assembling and installing all materials as well as removing all related debris, packaging, and equipment upon completion.

• All services shall be performed in accordance with best commercial practices and the highest standards of workmanship.

• The District reserves the right to request an estimate before authorizing any service or repair. Contractors shall not charge the District for estimates.

• Once a year preventative maintenance only on (9) walk in freezers and (8) walk in refrigerators.

• All assigned contractors must pass a security check. The district is currently using the Raptor System.

C. Additional Requirements

• Winslow Township School District intends to award to one contractor.

• Winslow Township School District requires all visitors to sign in and out with the front desk.

• Winslow Township School District for the purpose of repairs and maintenance is open year-round, so service can be accommodated 365 days a year.

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• Contractor must have a Commercial Food Service Equipment Association Certified Technician. All service personnel must be properly licensed and certified per established industry standards.

• Contractor shall be responsible for obtaining any permits or licenses (including application fees). All services shall be performed (start through completion) during regular work hours, unless approved by the District.

• If services are not performed during regular work hours, the Contractor shall utilize the applicable NJ Department of Labor and Workforce Development Prevailing Wage Determination schedule.

• The preferable work time is Monday through Friday between 6:00 a.m. and 4:00 p.m.

• Emergency work hours not to exceed overtime rate.

• The Contractor’s bid price should include regular hourly rate, overtime rate, and prevailing wage rate as applicable.

• The Contractor’s bid price should include annual preventative maintenance for (9) walk in freezers and (8) walk in refrigerators to kitchens.

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GENERAL

SPECIFICATIONS

Tyra McCoy Boyle

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ETHICS IN PURCHASING

Statement to Vendors

School District Responsibility

Recommendation of Purchases

It is the desire of the Winslow Township Board of Education to have all Board employees and officials practice exemplary ethical behavior in the procurement of goods, materials, supplies, and services.

School district officials and employees who recommend purchases shall not extend any favoritism to any vendor. Each recommended purchase should be based upon quality of the items, service, price, delivery, and other applicable factors in full compliance with N.J.S.A. 18A:18A-1 et.seq.

Solicitation/Receipt of Gifts – Prohibited

School district officials and employees are prohibited from soliciting and receiving funds, gifts, materials, goods, services, favors, and any other items of value from vendors doing business with the Winslow Township Board of Education or anyone proposing to do business with the Winslow Township School District.

Vendor Responsibility

Offer of Gifts, Gratuities -- Prohibited

Any vendor doing business or proposing to do business with the Winslow Township School District shall neither pay, offer to pay, either directly or indirectly, any fee, commission, or compensation, nor offer any gift, gratuity, or other thing of value of any kind to any official or employee of the Winslow Township School District or to any member of the official’s or employee’s immediate family.

Vendor Influence -- Prohibited

No vendor shall cause to influence or attempt to cause to influence any official or employee of the Winslow Township School District, in any manner which might tend to impair the objectivity or independence of judgment of said official or employee.

Vendor Certification

Vendors or potential vendors will be asked to certify that no official or employee of the Winslow Township Board of Education or immediate family members are directly or indirectly interested in this request or have any interest in any portions of profits thereof. The vendor participating in this request must be an independent vendor and not an official or employee of the Winslow Township Board of Education.

Tyra McCoy - Boyle School Business Administrator/Board Secretary

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Atco, NJ 08004

ADVISORY INFORMATION FOR BIDDERS

1. PROMPTNESS OF BID SUBMITTAL

It is the responsibility of the bidder to ensure that their bid is presented in a sealed envelope at the Business Office before the advertised bid date and time. The advertised bid date and time for this bid is on Thursday, September 24, 2026 at 2:00 p.m. No extensions or exceptions will be made. The Business Office is open Monday through Friday from 8:00 am to 4:00 pm, with the exception of holidays.

Responses may be mailed or delivered and deposited in the locked drop box, located in vestibule of the main entrance of the Administration Building between 8:00 a.m. and 4:00 p.m. Monday through Friday, with the exception of holidays. The responsibility to confirm delivery is solely upon the vendor responding to the proposal.

2. PARKING

Parking for the Board Office is 40 Coopers Folly Road.

3. MAIL

Mail is brought to the Board Offices between approximately 1:00 pm and 2:00 pm each day.

4. UPS / FED EX / AND OTHER EXPRESS DELIVERY SERVICES

Deliveries of this type are usually made after 10:00 am. These items are brought only to the receptionist at the main building entrance, and the receptionist then calls the various departments with a request to pick up their items.

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40 Coopers Folly Road

BID CHECKLIST

A. Documents to be Returned with Bid

1. Affirmative Action Questionnaire or Certificate of Employee Information Report stapled to Questionnaire.

2. Assurance of Compliance Statement

3. Bid Guarantee (Bid Bond, Performance Bond, Cashier’s Check, or Certified Check) (Only if Required)

4. Bid Proposal Form

5. Certificate (Consent) from Surety (Only if Required)

6. Proof of Insurance

7. Chapter 271 Political Contribution Disclosure Form

8. Contractor/Vendor Questionnaire / Certification

9. Non-Collusion Affidavit

10. Statement of Ownership Disclosure Form

11. Affidavit Regarding List of Debarred, Suspended or Disqualified Bidders

12. Public Works Registration Certificate, and (if applicable) copies of the certifications of all listed subcontractors.

13. List of all subcontractors ( if applicable)

The documents listed above when required are to be submitted with the bid package. Failure to submit them may be cause for disqualification for being non-responsive pursuant to N.J.S.A. 18A:18A-2(y).

B. Documents to be Returned with Bid or before award of Bid

1. Business Registration Certificate – New Jersey

2. W-9

3. Disclosure of Investment Activities in Iran Form

4. Certification of Non-Involvement in Prohibited Activities in Russia or Belarus Form

5. Certificate of Insurance listing Winslow Township School District as Additional Insured.

C. Reminder Checklist As a courtesy, the Business Office has prepared this reminder checklist for items pertaining to this bid. The checklist is not considered to be all-inclusive. Bidders are to read and become familiar with all instructions outlined in the bid package.

Item Yes No

1. Have you verified your pricing to ensure accuracy?

2. Have you answered question fully and accurately?

3. Have you signed all your documents? (No facsimile signature)

4. Have you prepared all documents for submission?

5. Did you make a copy of the bid package for your records?

6. Did you submit a Bid Guarantee? Consent of Surety? (Only if required)

7. Did you correctly address the envelope?

8. Have you allowed ample time for the bid to reach the Business Office?

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40 Coopers Folly Road Atco, NJ 08004

Bid 2027-07 Food Service Equipment Repair

INSTRUCTIONS TO BIDDERS

1. BIDS ARE

TO BE RETURNED TO: Tyra McCoy-Boyle, School Business Administrator/Board Secretary Business Office Winslow Township Board of Education

BY: 2:00 p.m. ON: Thursday, September 24, 2026

2. Bids must be placed in a sealed envelope marked as shown below on the front of the envelope. The district is requesting one (1) original and one (1) copy in the response. Bidders should also keep a complete copy of the bid packet, exactly as submitted.

Envelope Label Information: District: Winslow Township School District

Bid Number: 2027-07 Project: Food Service Equipment Repair Bid Date: Thursday, September 24, 2026 Bid Time: 2:00 p.m.

Bidder: Name of the Company

Address City, State Zip

The Board of Education does not accept electronic (e-mail) submission of bids.

3. BID OPENING

All bids will be publicly opened in the Board of Education meeting rooms and read beginning at 2:00 p.m . on Thursday, September 24, 2026. Bidders or their authorized agent may to be present at the bid opening. It is the responsibility of each bidder to ensure that their bid is complete, and presented to the Business Office before the bid date and time. Bids will not be accepted or received by the Board of Education after the advertised bid date and time. (N.J.S.A 18A:18A- 21(b))

Time Schedule:

Friday, September 4, 2026 Bid package available Wednesday, September 9, 2026 Non-Mandatory Walkthrough at 10:00 a.m.

Administration Building, 40 Cooper Folly Road, Atco, New Jersey 08004 Thursday, September 10, 2026 Deadline for Questions at 12:00 p.m.

(Email to Tyra McCoy Boyle: mccoyty@winslow-schools.com and Copy Maureen Schanne; schannema@winslow-schools.com.

Friday, September 11 , 2026 Addendum to be posted to the district website ( if applicable) Thursday, September 24, 2026 Bids Due at 2:00 p.m. at Winslow Township School District

Administration Building, 40 Cooper Folly Road, Atco, New Jersey 08004

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4. AFFIRMATIVE ACTION REQUIREMENTS

Each successful bidder shall submit to the Board of Education, after notification of award, but prior to execution of a goods and services contract, one of the following three (3) documents:

• Letter of Federal Affirmative Action Plan Approval indicating that the vendor is under an existing federally approved or sanctioned affirmative action program;

• Certificate of Employee Information Report approval issued in accordance with N.J.A.C.17:27-4 or

• The successful bidder shall complete an Employee Information Report, Form AA-302, and submit it to the Division of Purchase and Property Contract Compliance and Audit Unit with a check or money order for $150.00 made payable to the Treasurer, State of NJ and forward a copy of the form and check/money order to the Board. Upon submission and review by the Division, the Report shall constitute evidence of compliance with the regulations.

Please note: The bidder is requested to submit a completed and signed Affirmative Action Questionnaire. However, the Board will accept Affirmative Action Evidence in the form of a current Certificate of Employee Information Report submitted with the bid in place of the questionnaire.

If awarded a contract, your company/firm will be required to comply with the requirements of N.J.S.A. 10:5-31 et seq., and N.J.A.C. 17:27 et seq., and the terms and conditions of the Mandatory Equal Employment Opportunity Language—Exhibit A.

Sample Certificate of Employee Information Report

All bidders are requested to submit a copy of their business entity’s Certificate of Employee Information Report with their response. Failure to submit the Certificate of Employee Information Report or other Affirmative Action evidence prior to the execution of the contract will result in the rejection of the bid.

5. AMERICANS WITH DISABILITIES ACT

The contractor must comply with all provisions of the Americans with Disabilities Act (ADA), P.L 101-336, in accordance with 42 U.S.C. S121 01 et seq.

6. AMERICAN GOODS (N.J.S.A. 18A:18A-20)

The district intends to purchase, wherever available, and practical, goods and materials manufactured in the United States.

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7. ALTERNATIVE DISPUTE RESOLUTION PROCESS

All disputes relating to the performance of the contract shall be submitted first to non-binding mediation by a single mediator. The mediation shall be held at the Board of Education offices before a single mediator who is mutually acceptable to the parties. The parties shall share the mediator’s fees equally. If the dispute is submitted for mediation, the neutral party must demonstrate knowledge of the Public Schools Contract Law. The arbitration of claims is expressly excluded under this contract. This alternative dispute resolution practices required by this section shall not apply to disputes concerning the bid solicitation process, or to the formation of contracts. Nothing shall prevent either party from seeking injunctive or declaratory relief in court at any time.

8. ANTI-BULLYING BILL OF RIGHTS—REPORTING OF HARASSMENT, INTIMIDATION AND

BULLYING— CONTRACTED SERVICE

The contracted service provider shall comply with all applicable provisions of the New Jersey Anti- Bullying Bill of Rights Act—N.J.S.A. 18A:37-13.1 et seq., all applicable code and regulations, and the Anti-Bullying Policy of the Board of Education. The district shall provide to the contracted service provider a copy of the board’s Anti-Bullying Policy.

In accordance with N.J.A.C. 6A:16-7.7 (c), a contracted service provider, who has witnessed, or has reliable information that a student has been subject to harassment, intimidation, or bullying shall immediately report the incident to any school administrator or safe schools resource officer, or the School Business Administrator/Board Secretary.

9. ANTI-DISCRIMINATION PROVISIONS—N.J.S.A. 10:2-1

N.J.S.A. 10:2-1. Antidiscrimination provisions. Every contract for or on behalf of the State or any county or municipality or other political subdivision of the State, or any agency of or authority created by any of the foregoing, for the construction, alteration or repair of any public building or public work or for the acquisition of materials, equipment, supplies or services shall contain provisions by which the contractor agrees that:

a. In the hiring of persons for the performance of work under this contract or any subcontract hereunder, or for the procurement, manufacture, assembling or furnishing of any such materials, equipment, supplies or services to be acquired under this contract, no contractor, nor any person acting on behalf of such contractor or subcontractor, shall, by reason of race, creed, color, national origin, ancestry, marital status, gender identity or expression, affectional or sexual orientation or sex, discriminate against any person who is qualified and available to perform the work to which the employment relates;

b. No contractor, subcontractor, nor any person on his behalf shall, in any manner, discriminate against or intimidate any employee engaged in the performance of work under this contract or any subcontract hereunder, or engaged in the procurement, manufacture, assembling or furnishing of any such materials, equipment, supplies or services to be acquired under such contract, on account of race, creed, color, national origin, ancestry, marital status, gender identity or expression, affectional or sexual orientation or sex;

c. There may be deducted from the amount payable to the contractor by the contracting public agency, under this contract, a penalty of $50.00 for each person for each calendar day during which such person is discriminated against or intimidated in violation of the provisions of the contract; and

d. This contract may be canceled or terminated by the contracting public agency, and all money due or to become due hereunder may be forfeited, for any violation of this section of the contract occurring

BID 2027-07 14 | P a g e after notice to the contractor from the contracting public agency of any prior violation of this section of the contract.

ANTI-DISCRIMINATION PROVISIONS—N.J.S.A. 10:2-1 (Cont’d)

No provision in this section shall be construed to prevent a board of education from designating that a contract, subcontract or other means of procurement of goods, services, equipment or construction shall be awarded to a small business enterprise, minority business enterprise or a women's business enterprise pursuant to P.L.1985, c.490 (C.18A:18A-51 et seq.).

10. ASSURANCE OF COMPLIANCE FORM

During the performance of this contract, a contracted service provider may come in contact with school district students. The Board of Education fully understands its obligation to provide all students and staff members with a safe, educational environment. To this end, the Board of Education requires bidders to sign a statement of Assurance of Compliance and acknowledge their understanding of the requirements listed below.

• Anti-Bullying Reporting—Requirement N.J.S.A. 18A:37-13.1 et seq.; N.J.A.C. 6A:16-7.7 (c)

• Criminal History Background Checks N.J.S.A. 18A:6-7.1

• Pre-Employment Requirements P.L. 2018 c.5, N.J.S.A. 18A:6-7.6 et seq.

As part of this bid, all bidders are to sign and submit the enclosed Assurance of Compliance Form, acknowledging their responsibilities to comply with the following laws and administrative code.

11. BID GUARANTEE AND BONDING REQUIREMENTS (N.J.S.A. 18A:18A-24)

Please note: The name, address, and phone number of the Bond Underwriter as well as the Bond Number shall be included with all bonds submitted to the Board of Education.

A. Bid Guarantee REQUIRED NOT REQUIRED

Each bid, when required, shall be accompanied by a bid bond, cashier’s check, or certified check in the amount of $20,000, made payable to the Winslow Township Board of

When required, each bid shall be accompanied by a bid bond, cashier’s check, or certified check for ten percent (10%) of the amount of the annual contract, but not in excess of $20,000.

This guarantee shall be made payable to the Winslow Township Board of Education. Such deposit shall be forfeited upon refusal of a bidder to execute a contract; otherwise, checks shall be returned when the contract is executed and surety (performance) bond, when required, is filed with the Winslow Township Board of Education.

The bid security check for unsuccessful bidders will be returned as soon after the bid opening as possible, but in no event later than (10) days after the bid opening.

Uncertified business checks, personal checks, or money orders are not acceptable.

All bid bonds submitted must be signed and witnessed with original signatures. The Board will not accept facsimile or rubber stamp signatures on the bid bond. Failure to sign the bid bond by either the Surety or Principal shall be deemed cause for disqualification of the bid. The Attorney-in-Fact who executes the bond on behalf of the surety shall affix to the bond a certified and current copy of the Power of Attorney.

The Winslow Township Board of Education will only accept bid bonds from companies that are licensed and qualified to do business in the State of New Jersey. Such a list (Approved Surety Companies) may be available upon request to the State of New Jersey, Department of Banking and Insurance, P.O. Box 325, Trenton, New Jersey 08625.

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Failure to submit a bid guarantee when required shall be cause for disqualification and rejection of bid.

B. Certificate (Consent) of Surety REQUIRED NOT REQUIRED

When required, each bidder shall submit with its bid a certificate from a surety company stating that the surety company will provide the contractor with a performance bond in an amount equal to the amount of the contract (N.J.S.A. 18A:18A-25). Such surety company must be licensed and qualified to do business in the State of New Jersey. The certificate (consent) of Surety, together with a power of attorney, must be submitted with the bid. Failure to submit the certificate (consent) of Surety shall be cause for disqualification and rejection of bid.

C. Performance Bond REQUIRED NOT REQUIRED

When required, the successful bidder shall furnish a Performance, Payment and Completion Bond in a sum of at least one hundred percent (100%) of the total amount payable by the terms of this Contract. Such written guarantee shall be made payable to the Winslow Township Board of Education and shall be in the form required by Statute. For this bid, the Board requires a performance bond in the amount of $20,000.

Such bond shall further carry a stipulation that no advance, premature, excessive or delayed payments by the Owner shall in any way affect the obligation of the Surety on its bond.

Such bond shall further stipulate that no payments made to the Contractor, nor partial or entire use of occupancy of the work by the Owner shall be an acceptance of any work or materials not in accordance with this Contract and the Surety shall be equally bound to the same extent as the Contractor.

It is expressly stipulated that the Surety for the Contractor on the project shall be obligated to make periodic inquiries of the Owner at reasonable times, to determine whether its Principal has performed or was performing the Contract in accordance with all of its terms and conditions, particularly in relation to the progress payments scheduled under said Contract with the Owner.

In the event the Contractor defaults or fails to perform or finish the work prescribed under the Contract for any reason whatsoever, it shall become the unqualified obligation of the Surety for the defaulting contractor to complete the Contract in accordance with its terms following receipt of notice from the owner of such default.

The Contractor shall execute a formal contract with the Board in the form required and in such number of counterparts as the Board may request. Such Performance, Payment and Completion Bond shall be furnished and such Contracts shall be executed and delivered by the contractor within ten (10) days after the receipt by the contractor of notice accepting his bid by the Board.

The Winslow Township Board of Education will only accept performance bonds from surety companies that are licensed and qualified to do business in the State of New Jersey.

12. BID PRICE GUARANTEE – Ninety (90) Days from Award of Contract

When the Board of Education requests bid prices for supplies, materials, and equipment, the contractor(s) shall agree to guarantee the bid price(s) for a period of ninety (90) days from the date of the award of contract. Contractor(s) may extend the bid price guarantee through written permission to the Winslow Township Board of Education.

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13. BID PRICES

In the event of discrepancy between the unit price and the extension, the unit price will govern. The Board assumes no responsibility to recalculate totals if award is made on the basis of totals.

14. BID PROPOSAL FORM

All bids are to be written in by typewriter or ink in a legible manner on the official Bid Proposal Form.

Any bid price showing any erasure or alteration must be initialed by the bidder in ink, at the right margin next to the altered entry. Failure to initial any erasure or alteration may be cause to disqualify that particular bid entry. If the disqualified entry is a required one, the entire bid may be subject to rejection, so please fill out all entries with care.

The Bid Proposal Form must be duly signed by the authorized representative of the company in the appropriate space, at the end of the Bid Proposal Form. Failure to sign the Bid Proposal Form may be cause to disqualify the entire bid. If the Bid Proposal Form contains more than one sheet, then bidders are requested to affix the company name and address on each intervening sheet between the front sheet and the signature sheet which already bear the company information.

The Board of Education will not consider any bid on which there is any alteration to, or departure from, the bid specifications. Bidders are not to make any changes on the Bid Proposal Form, or qualify their bid with conditions differing from those defined in the contract documents. If bidders do make changes on the Bid Proposal Form, except as noted above for initialed clerical mistakes, it shall be cause to disqualify that particular bid as non-responsive N.J.S.A. 18A:18A-2(y).

Bidders are to submit one bid price per item. The Board will not accept multiple bids on an individual basis, nor will the Board accept a “bottom line” or “all or none” bid subject to the bidder receiving the entire contract.

15. BIDDER’S RESPONSIBILITY FOR BID SUBMITT AL

It is the responsibility of the bidder to ensure that their bid is presented to the Business Office and officially received before the advertised date and time of the bid. It is understood and agreed upon that any person in the Board of Education will be absolved from responsibility for the premature opening of any bid not properly labeled and sealed.

16. BRAND NAME OR EQUIVALENT

Whenever the Board of Education requests a brand name for a particular item, it will consider a “brand name or equivalent”. If the bidder desires to bid an equivalent item, the bidder shall do the following:

1. On the Bid Proposal Form, write in ink next to the item requested, the bidder’s substitute item, including brand name, model number, and full description of item. This is the only change to the Bid Proposal Form the Board will accept.

2. Provide a sample of the substitute item if requested. The sample item must be provided before or at the time of the bid opening. With the sample item shall be a paper, brochure or illustrative literature outlining the brand/manufacturer name, model number and full description of item.

3. If a sample is not required the Board requests a brochure, pamphlet, or illustrative literature that outlines the specifications of the item including manufacturer’s name, model number, etc.

4. Failure to provide a sample item or literature about substitute bids when requested may be cause for disqualification of that item from the bid.

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5. It is the responsibility of the bidder to demonstrate equivalency of items offered.

Please note: Bidders are to only bid brand name or equivalent. The Board will not accept multiple bids on individual items.

17. BUSINESS REGISTRATION CERTIFICATE (N.J.S.A. 52:32-44)

Pursuant to N.J.S.A. 52:32-44, the Board of Education is prohibited from entering into a contract with an entity unless the bidder and each subcontractor that is required by law to be named in a bid/contract have a valid Business Registration Certificate on file with the Division of Revenue and Enterprise Services within the Department of the Treasury.

A Request of the Board of Education All bidders responding to requested bids are requested to submit with their response package a copy of their “New Jersey Business Registration Certificate” as issued by the Department of Treasury of the State of New Jersey. The Board reminds all bidders that failure to submit the New Jersey Business Registration Certificate prior to the award of the contract will result in the rejection of the bid.

Subcontractors Prior to contract award or authorization, the contractor shall provide the Board with its proof of business registration and that of any named subcontractor(s).

Subcontractors named in a bid or other proposal shall provide proof of business registration to the bidder, who, in turn, shall provide it to the Contracting Agency prior to the time a contract, purchase order, or other contracting document is awarded or authorized.

During the course of contract performance:

(1) The contractor shall not enter into a contract with a subcontractor unless the subcontractor first provides the contractor with a valid proof of business registration.

(2) The contractor shall maintain and submit to the Contracting Agency a list of subcontractors and their addresses that may be updated from time to time.

(3) The contractor and any subcontractor providing goods or performing services under the contract, and each of their affiliates, shall collect and remit to the Director of the Division of Taxation in the Department of the Treasury the use tax due pursuant to the Sales and Use Tax Act, (N.J.S.A. 54:32B-1 et seq.) on all sales of tangible personal property delivered into the State. Any questions in this regard can be directed to the Division of Taxation at (609)292-6400. Form NJ-REG can be filed online at http://www.state.nj.us/treasury/revenue/busregcert.shtml. Before final payment is made under the contract, the contractor shall submit to the Board of Education a complete and accurate list of all subcontractors used and their addresses.

N.J.S.A. 54:49-4.1: Violations of Registration Requirements; Penalties.

A business organization that fails to provide a copy of business registration as required pursuant to section 1 of P.L.2001, c.134 (C.52:32-44 et al.) or subsection e. or f. of section 92 of P.L.1977, c.110 (C.5:12-92), or that provides false information of business registration under the requirements of either of those sections, shall be liable for a penalty of $25 for each day of violation, not to exceed $50,000 for each business registration copy not properly provided under a contract with a contracting agency or under a casino service industry enterprise contract.

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Sample Business Registration Certificates

18. CHALLENGES TO BID SPECIFICATIONS (N.J.S.A. 18A:18A-15)

Any prospective bidder who wishes to challenge a bid specification shall file the challenge in writing with the School Business Administrator/Board Secretary no less than three (3) business days prior to the opening of bids. Challenges filed after that time shall be considered void and have no impact on the Board of Education or the award of a contract.

19. COMPLIANCE WITH ALL LAWS -- Where applicable

Special attention is called to requirements for Public Liability and Property Damage Insurance, Workmen’s Compensation Insurance, Social Security Act, Labor, Employment, Unemployment, Wages, Hours, Discrimination in Employment and Assignment of Contract.

The provisions of the New Jersey School Law shall bind all parties and interests to the Contract. Contractor shall comply with all Federal and State Laws, and all rules and regulations of health, public or other authorities controlling or limiting the methods, materials to be used or actions of those employed in work of this kind.

Any labor or material in addition to that described in the specifications and which is necessary to comply with these laws, rules, ordinances or regulations shall be provided by the Contractor.

Contractor shall keep himself informed of all existing and future State and Federal Laws in any manner affecting those engaged or employed in the work, and shall protect and indemnify the Owner, its officers, members and agents against any claim or liability arising from or based on the violation of any such law, ordinance, regulation order or defects.

Contractor is to comply with the New Jersey State Uniform Construction Code and the Township of Winslow Construction Code. Contractor is to obtain local municipal building permit and pay for same. Contractor is to abide by local inspection requirement.

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20. CONTRACTOR/VENDOR REQUIREMENTS—ACCESS AND MAINTENANCE OF RECORDS

Contractors/vendors doing business with the Board of Education are reminded of the following legal requirements pertaining to the Office of the New Jersey State Comptroller:

• Access to Relevant Documents and Information—N.J.S.A. 52:15C-14 (d)

Private vendors or other persons contracting with or receiving funds from a unit in the Executive branch of State government, including an entity exercising executive branch authority, independent State authority, public institution of higher education, or unit of local government or board of education shall upon request by the State Comptroller provide the State Comptroller with prompt access to all relevant documents and information as a condition of the contract and receipt of public monies. The State Comptroller shall not disclose any document or information to which access is provided that is confidential or proprietary. If the State Comptroller finds that any person receiving funds from a unit in the Executive branch of State government, including an entity exercising executive branch authority, independent State authority, public institution of higher education, or unit of local government or board of education refuses to provide information upon the request of the State Comptroller, or otherwise impedes or fails to cooperate with any audit or performance review, the State Comptroller may recommend to the contracting unit that the person be subject to termination of their contract, or temporarily or permanently debarred from contracting with the contracting unit.

• Maintenance of Contract Records—N.J.A.C. 17:44-2.2 Relevant records of private vendors or other persons entering into contracts with covered entities are subject to audit or review by OSC pursuant to N.J.S.A. 52:15C-14(d).

The contractor/vendor to whom a contract has been awarded 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.

• Board of Education Requirement In addition to, and independent of, the requirements of N.J.S.A. 52:15C-14 (d) and N.J.A.C. 17:44-2.2, the vendor shall also maintain and make any or all books and records related to product transactions or services rendered under this contract, available to the Board of Education upon request.

21. CONTRACTOR’S REGISTRATION EVIDENCE- PUBLIC WORKS

• Public Works Contractor’s Registration Certificate – Receipt of Quotation All contractors must adhere to the provisions of the Public Works Contractor Registration Act – N.J.S.A. 34:11-56.48 et seq., as so amended by P.L.2003 c.91. The PWCRA requires that “No contractor shall bid on any contract for public work . . . unless the contractor is registered pursuant to this act.” The law requires that all contractors and sub-contractors named in the proposal possess a valid certificate at the time the proposal is received by the contracting unit, in this case, the Board of Education.

• Submission of Certificate – Receipt of Quotation; Prior to Award

All contractors are requested to submit with the quotation package a current Public Works Contractor’s Registration Certificate that was issued prior to the receipt of the quotation response.

The contractor who is most likely to be considered for the contract award must submit a copy of the current Public Works Contractor’s Registration Certificate and, if applicable, copies of the certifications of all listed subcontractors. If the contractor fails to provide copies of certificates prior to the award of the contract, the quotation shall be rejected as non-responsive.

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22. CONTRACTS

• Award of Contract, Rejection of Bid(s) The contract shall be awarded, if at all, to the lowest responsible bidder in compliance with N.J.S.A.

18A:18A-2 (t). The Board of Education reserves the right to reject any non-responsive bids or all bids, pursuant to N.J.S.A. 18A:18A-22, and to waive minor informalities or non-material exceptions. The Board may, at its option, accept the lowest bid on each item and split awards among the various bidders who submit the lowest responsible bids. Pursuant to N.J.S.A. 18A:18A-36, the Board of Education shall award the contract or reject all bids within sixty (60) days, except that the bids of any bidders who consent thereto may, at the request of the Board of Education, be held for consideration for such longer period as may be agreed.

• Equal Prices

Pursuant to N.J.S.A. 18A:18A-37 (d), when two more responses to a request of the Board of Education offer equal prices and are the lowest responsible bids or proposals, the Board of Education may award the contract to the vendor whose response, in the discretion of the Board of Education, is the most advantageous, price and other factors considered. In such a case, the award resolution or purchase order documentation shall explain why the vendor selected is the most advantageous.

• Return of Contracts and Related Contract Documents--When required

Upon notification of the contract awarded by the Board of Education, the vendor shall sign and execute a formal contract agreement between the Board of Education and the vendor when required.

• Purchase Order—considered to be a contract. N.J.S.A. 18A:18A-2 (n) If the Board of Education does not require a formal contract, an approved and signed Board of Education Purchase Order will constitute a contractual agreement. When a formal contract is required, the contractor shall sign and execute said contracts and return the contracts with other required documents to the Office of the School Business Administrator/Board Secretary. Failure to execute the contract and return said contract and related documents within the prescribed time may cause a delay in payment for services rendered or products received or the annulment of the award by the Board of Education, with the bid security becoming the property of the Board of Education. The Board of Education reserves the right to accept the bid of the next lowest responsible bidder in such a case.

• Renewal of Contract; Services

The Board of Education may renew a contract for services in full accordance with N.J.S.A. 18A:18A-42 for one (1) additional two (2) year or two (2) additional one (1) year periods except as provided by N.J.S.A. 18A:18A-42. Any price change included as part of an extension shall be based upon the price of the original contract as cumulatively adjusted pursuant to any previous adjustment or extension and shall not exceed the change in the index rate for the 12 months preceding the most recent quarterly calculation available at the time the contract is renewed. The terms and conditions of the contract remain substantially the same. All multi-year contracts and renewals are subject to the availability and appropriation annually of sufficient funds as may be needed to meet the extended obligation. The Board of Education is the final authority in awarding renewals of contracts.

• Term of Contract

The successful bidder, to whom the contract is awarded, will be required to do and perform the work/services and to provide and furnish the materials in connection therewith in accordance with the plans and specifications on or before the date listed in the Technical Specifications.

The district is seeking a contract term until all services and items are provided in the technical specifications.

• Purchase Order Required; Notice to Proceed

No awarded vendor shall proceed with any project, provide any service, or deliver any goods until they receive an approved purchase order authorizing work to begin or goods to be delivered.

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23. DEBARMENT, SUSPENSION, OR DISQUALIFICATION

The Board of Education will not enter into a contract for work with any person, business entity, company, or firm that is on the State Department of Labor and Workforce Development, Prevailing Wage Debarment List, or the State of New Jersey Consolidated Debarment Report.

www.nj.gov/treasury/revenue/debarment/index.shtml Pursuant to N.J.S.A. 52:32-44.1 (a), any person who is debarred at the federal level from contracting with a federal government agency shall be debarred from contracting for any public work in this State.

All bidders are required to certify on the Contractor/Vendor Questionnaire and Certification form, indicating whether the entity listed on the bid proposal form or any person employed by this entity, nor the person’s affiliates are not debarred from contracting with a federal government agency, nor debarred from contracting with the State of New Jersey. The Board of Education will verify the certification by consulting the following.

• New Jersey Department of Treasury – Consolidated Debarment Report

• NJ Department of Labor and Workforce Development– Prevailing Wage Debarment List

• Federal Debarred Vendor List—System for Award Management (SAM.gov)

• Workplace Accountability in Labor List (The WALL)

P.L. 2019, c. 366 (N.J.S.A. 34:1A-1.16) authorized the New Jersey Department of Labor and Workforce Development (NJDOL) to create a list on its website, dubbed the Workplace Accountability in Labor List (The WALL), of any person found in violation of any State wage, benefit, and tax laws and against whom a final order has been issued by the NJDOL for such violation. Any person or business named on The WALL is prohibited from contracting with any contracting unit until the liability for violations of State wage, benefit, and tax laws have been paid in full. The WALL is now live at https://www.nj.gov/labor/ea/osec/wall.shtml.

24. DELETION OF BIDDERS FROM BIDDERS LIST

The Winslow Township Board of Education will delete the name of vendors from the Board’s list of bidders if on three (3) occasions the vendor did not respond to a request for bids. A letter from the vendors stating “no bid” will not be considered as a “no response to bid.”

25. DOCUMENTS, MISSING/ILLEGIBLE

The bidder shall familiarize themselves with all forms provided by the Board that are to be returned with the bid. If there are any forms either missing or illegible, it is the responsibility of the bidder to contact the Business Administrator at 856-767-2850 for duplicate copies of the forms. This must be done before the bid date and time. The Board accepts no responsibility for duplicate forms that were not received by the bidder in time for the bidder to submit with his bid.

26. DOCUMENT SIGNATURES – ORIGINAL

All documents returned to the Board shall be signed with an original signature in ink. Failure to sign and return all required documents with the bid package may be cause for disqualification and for the bid to be rejected pursuant to N.J.S.A. 18A:18A-2(y) (non-responsive). The Board will not accept facsimile or rubber stamp signatures.

*Forms provided by the Board of Education that must be returned with bid.

• Bid Proposal Form

• Affirmative Action Questionnaire or Affirmative Action Evidence

• Non-Collusion Affidavit

• Statement of Ownership

• Contractor/Vendor Questionnaire and Certification

• Acknowledgement of Addenda

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• Chapter 271 – Political Contribution Disclosure Form

• Disclosure of Investment Activities in Iran

• Assurance of Compliance, if applicable

• Affidavit Regarding List of Debarred, Suspended or Disqualified Bidders

• Certification of Non-Involvement in Prohibited Activities in Russia or Belarus Form

27. ESTIMATED QUANTITIES

It is the intention of the Board of Education to order the quantities of items listed on the Bid Proposal Form. Bidders are notified that the aforementioned quantities are estimated quantities that the Board intends to purchase and are not to be relied upon as the actual quantity to be purchased.

There may be some deviation to the number of items actually ordered because of budgeting and financial constraints of the school district.

28. EXAMINATION OF SPECIFICATIONS, ACKNOWLEDGEMENT

The bidder, by submitting a proposal, acknowledges that he has carefully examined the bid specifications, documents, addenda (if any), and the site; and that from his investigation, he has satisfied himself as to the nature and location of the work, the general and local conditions and all matters which may in any way affect the work or its performance, and that as a result of such examination, he fully understands the intent and purpose thereof, his obligations thereunder, and that he will not make any claim for, or have any right to damages, because of the lack of any information.

Each bidder submitting a bid for a service contract shall include in his bid price all labor, materials, equipment, services, and other requirements necessary, or incidental to, the completion of the work, and other pertinent work as hereinafter described, in…