Procedure No. 700.5

Bid Advertising and Awarding

 Adopted: 4/27/2022

The procedure governing the procurement of all materials, supplies and equipment required in the operation of Atlantic Cape Community College is an administrative responsibility overseen by the Board of Trustees in compliance with New Jersey Statutes Annotated, Title 18A-Education, County College Contracts Law 18A:64A-25 et.seq.

SPECIFICATIONS

It is the responsibility of the Purchasing Department to buy all required supplies, materials and equipment.  Specifications shall be so written that broad competitive solicitation through formal is encouraged.

PROCEDURES

  1. Purchases
    • The process means, at a minimum, the request for bid shall be publicly advertised in a newspaper or on the College Internet website in sufficient time to give notice in advance of the contract.  The bid shall be awarded under a process that provides for public solicitation of proposals or qualifications and awarded and disclosed under criteria established in writing by the College prior to the solicitation of proposals or qualifications, and publicly opened and announced when awarded.  The decision by the College of what constitutes a fair and open bid process shall be final. (N.J.S.A. 19-44A-20.7)
  2. Provisions
    • The provisions of the Local Public Contracts Law that apply to public bidding process fully meet the intent and purpose of the fair and open process.  Thus, when public bidding process is used in accordance with law, the fair and open standard is met.
  3. Requirements
    • The requirement of “sufficient time to give notice” is met at a minimum by the standard for newspaper publication of bids; 10 calendar days.  This applies for either newspaper or web site advertising.  The notice should include:
      • a description of the requested goods or services
      • the time, date and place bids must be submitted
      • contact information for obtaining the bid document
      • the name of the agency requiring the bid, and
      • the bidder must comply with all applicable Public Laws.
  4. Basis of Award of Bid
    • The criteria that will be used as the “basis of award” is the most qualified bidder.
    • The purchasing agent or another official can receive, open and announce bids in a public meeting room, at the established time and place and open to the public.  Fair and open bids must be publicly opened, and the name of each vendor, their price bid(s) and other pertinent information is read aloud.
    • All bids will be valid for a period of sixty (60) days.  If an award of bid is not made, the request for proposal may be rebid with material revisions.
    • Awards of fair and open bids must be made by the governing body.

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