Purchasing FAQs

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Purchasing

Staff Contact Information
 
PURCHASING STAFF
 
 Joseph S. Clark, QPA, City Purchasing Manager
(609) 52-9356; email:  jclark@ocnj.us
 
 Darleen H. Korup, RPPS, Purchasing Assistant
(609) 399-6111, ext. 9355; email:  dkorup@ocnj.us
 
 Janice L. Mruz, Principal Clerk
(609) 399-6111, ext 9353; email:  jmruz@ocnj.us
 
 L. Maureen Martin, Senior Clerk, GovDeals Specialist
(609) 399-6111, ext. 9358; email:  mmartin@ocnj.us
How to do Business With the City of Ocean City, NJ

How to do business with the City of Ocean City:

What is purchased?

The City of Ocean City Division of Purchasing assists all departments and divisions in obtaining all supplies, equipment, services or construction needed. This includes a very large variety of products and services.

SMALL PURCHASES

Small purchases are obtained individually by the division through a Request for Quotation (RFQ). Electronic, fax, written or telephone quotations may be used. Vendors are strongly encouraged to provide immediate responses to an RFQ since the period of time is short and purchases are usually made promptly. City Departments can solicit a quote from 2 or more vendors, use a state contract vendor or purchase through cooperative. For purchasing under $5,400.00, a minimum of two (2) quotes shall be solicited, if possible. A “Business Registration Certificate” (BRC) would not be necessary. However, if the aggregate to the vendor totals over the $5,400.00 threshold, a BRC is necessary.

As a vendor you will receive prior authorization through either a purchase order, a direct purchase order (DPA) or a Visa credit card (procurement card). Under no circumstances as a vendor provide the goods or services without one of these authorizations.

What is a Business Registration Certificate?

Businesses planning to contract with any public agency in New Jersey, including state agencies, local governments, colleges/universities and local school boards as well as with casino licensees will be required to provide a “Business Registration Certificate” as proof of registration as per N.J.S.A. 40A: 11-23.2. For more information regarding Business Registration Certificate, please visit:

http://www.state.nj.us/njbusiness/registration/

INVITATION TO BID

This is a formal competitive bidding process used for large purchases or construction projects. The City Contract contains contractual terms and specifications. All current City Contracts open to bid can be found on our web page under “Notice to Bidders.” The bids are opened publicly at a specific time and place designated in the City Contract. The contract is awarded to the lowest responsible and responsive bidder whose bid conforms in all criteria required in the City Contract. All bid results are posted to our web page under “Bid Results” and can be found by the number or title of the city contract. A Business Registration Certificate (BRC) is required at the time of the start of the project. (see above for more information on BRC) A New Jersey Public Works Contractors Registration Act Certificate is required for any projects over $14,187.00 per N.J.S.A. 34:11-56.30.

What is a Business Registration Certificate?

Businesses planning to contract with any public agency in New Jersey, including state agencies, local governments, colleges/universities and local school boards as well as with casino licensees will be required to provide a “Business Registration Certificate” as proof of registration as per N.J.S.A. 40A: 11-23.2. For more information regarding Business Registration Certificate, please visit:

http://www.state.nj.us/njbusiness/registration/

REQUEST FOR PROPOSAL (RFP)

This is a competitive sealed proposal process and is used when the City Purchasing Manger determines that the RFP process is more beneficial to the City than the City Contract process. The City uses this process when it may be not only cost but several other criteria may be necessary to make an award. Usually the RFP process is used for a Professional Service. Evaluation criteria will be established and used by the evaluation committee for their recommendation. After the award of the contract, the results will be posted on our web page under “Bid Results.”

PLAY TO PAY (P2P)

New Jersey Pay to Play Threshold for all contracts is $17,500.00 per N.J.S.A. 19:44A-204 et seq. aggregates per for all vendors. The City of Ocean City Pay to Play threshold for only professional services, banking and insurance service contracts starts at $1 and above per City Ordinance 05-13. Proper paperwork must be completed prior to issuance of the purchase order and/or contract.

Bid Opening and Award

Bid Opening-Formal Bids/RFPs will be opened by the City Purchasing Manger at the designated time and place stated in the Notice to Bidders legal advertisement and indicated in the proposal. Each vendor’s representative may attend the bid opening is so desired. Request for Quotation do not have a public opening. All formal proposals may be sent prior to the designated opening to the City Clerk’s Office, 861 Asbury Ave., Room 101, Ocean City, NJ 08226 or be presented at the table at the time of the bid opening. A tabulation of each bid openings will be available for public inspection on the Purchasing web page approximately 1-2 business days following the opening.

Award-The Division will evaluate bids and make awards for supplies, materials, services and equipment on the basis of the “lowest responsive and responsible bid.” The appropriate contract and purchase order will be issued to the vendor through the contract manager. Required documents must be received by the Purchasing Division prior to the start of the contract.

Late Bid/Proposals-Any bid/proposal submitted after the date and time designated in the proposal will not be accepted.

Protests and Withdrawals- Contact the City Purchasing Manager immediately for resolution.
 

Purchase Orders and Contracts

Purchase Orders are issued by the City’s Purchasing Agent. A voucher will be sent to the vendor for signature and must accompany each invoice and/or certified payroll for payment.

Cancellation of a Purchase Order-

A purchase order or contract maybe cancelled only with prior approval of the Purchasing Agent.

The Division may cancel a purchase order or contract because of unsatisfactory performance or no performance by the contractor as approved by the Purchasing Agent.

A contractor may request a cancellation of a purchase order or contract or portion thereof, because of circumstances beyond their control. Under these circumstances, only the Purchasing Agent will consider such requests when submitted in writing with proper documentation.

Delivery and Inspection-

Delivery-Deliveries must be made in compliance with the instructions indicated on the Purchase Order/Contract.

Unauthorized Substitutions-Product substitutions shall not be made by any contractor or supplier without prior approval of the receiving division or contract manager. Substitutions must be equal quality and at or below the quoted price. The Purchasing Agent will make the final decision.

Damaged-If damaged goods are received, the City will notify the vendor immediately. It shall be the vendor’s responsibility to replace the merchandise. In the case where the damage goods will not be replaced, the amount of the damage goods will be deducted from the purchase order.

Default by Vendor-If a vendor fails to deliver by the promised date or cannot provided the materials, the City has the right to consider the vendor in default and can purchase elsewhere with the original vendor re
 

City of Ocean City Tax Exempt Letter Helpful Links
GOVDEALS
 
 BLUEBOOK
 
 COUNTY OF CAPE MAY PROCUREMENT
 
 STATE OF NEW JERSEY
 
 SUSTAINABLE NEW JERSEY
 
 NEW JERSEY STATE PROCUREMENT RELATED LINKS:
 
 NJ BUSINESS REGISTRATION CERTIFICATE
 
 NJ PUBLIC WORKS CONTRACTOR REGISTRATION CERTIFICATE
 
 
 NJ DEPARTMENT OF LABOR-WAGE & HOUR
 
 
 NJ EQUAL OPPORTUNITY COMPLIANCE
 
 NEW JERSEY STATE CONTRACT VENDOR LIST

 

City Surplus Auction Information

Please visit the Purchasing Division's City Surplus Auction page.

Green Policy
ENVIRONMENTALLY PREFERABLE PURCHASING (GREEN PURCHASING)
 
STATEMENT OF POLICY
 
It is the policy & practice of the City of Ocean City to:institute practices that reduce waste by increasing product efficiency and effectiveness,purchase products that minimize environmental impacts, toxics, pollution, and hazards to worker and community safety to the greatest extent practicable, and purchase products that include recycled content, are durable and long-lasting, conserve energy and water, use agricultural fibers and residues, reduce greenhouse gas emissions, use unbleached or chlorine free manufacturing processes, are lead-free and mercury-free, and use wood from sustainably harvested forests (FSC) when & where possible.
 
PURPOSE/OBJECTIVES

The goal of this policy is to encourage and increase the use of environmentally preferable products and services in the City of Ocean City. By including environmental considerations in purchasing decisions, Ocean City can promote practices that improve public and worker health, conserve natural resources, and reward environmentally conscious manufacturers, while remaining fiscally responsible.

The policy objectives are to: conserve natural resources, minimize environmental impacts such as pollution and use of water and energy,eliminate or reduce toxics that create hazards to workers and our community, support strong recycling markets, reduce materials that are routinely land filled, increase the use and availability of environmentally preferable products that protect the environment, identify environmentally preferable products and distribution systems, reward manufacturers and vendors with contracts that reduce environmental impacts in their production and distribution systems or services, collect & maintain up-to-date information regarding manufacturers, vendors and other sources for locating/ordering environmentally preferable products, create a model for successfully purchasing environmentally preferable products that encourages other purchasers in our community to adopt similar goals.