Current through Register Vol. 56, No. 6, March 18, 2024
(a) Contracting units shall notify the Procurement Division of contracts valued at $ 10 million or more at least 30 days prior to any advertisement, negotiation or solicitation. The form for notice is provided on OSC's website at www.state.nj.us/comptroller. The following documents and information shall be required:
1. The name of the contracting unit and contract number, if applicable;
2. A description of the goods, services or other subject to be procured;
3. The estimated cost of the goods, services or other subject to be procured and any documents evidencing how the estimated cost was obtained, such as a construction cost estimate or other cost analysis;
4. The estimated date of advertisement, negotiation or other solicitation;
5. The source(s) of funding for the contract;
6. A list of all State and Federal grant funds to be used for the contract and a brief description of any conditions and/or requirements of the grant funds, if applicable;
7. A description of the procurement process to be utilized to select the contract partner;
8. Citations to all relevant statutory, administrative and other sources of governing law and internal procurement policies;
9. A copy of the draft procurement documents such as the solicitation or request for proposals and any subsequent addenda or clarification that would change the bid or award process;
10. Any documents explaining and approving a waiver from bidding requirements and documents explaining and approving the use of proprietary items;
11. Standard specifications, special terms and conditions and standard terms and conditions, for example, affidavits and affirmative action documents; technical specifications only when specifically requested by OSC; and
12. The name, phone number and e-mail address of the employee of the contracting unit capable of responding to questions pertaining to the contract.
(b) Upon the completion of the bidding process and the award of a contract valued at $ 10 million or more, contracting units shall provide the following additional documents and information to the Procurement Division within 20 business days of the award, notwithstanding OSC review prior to the advertisement, negotiation or other solicitation. The form for notice is provided on OSC's website at www.state.nj.us/comptroller. The following documents and information shall be required unless otherwise noted:
1. The name of the contracting unit and the contract number, if applicable;
2. The final cost of the goods, services or other subject procured;
3. The name and address of the contract partner awarded the contract and a brief justification for the award;
4. A copy of the signed, executed contract, any addenda to the solicitation and the resolution awarding the contract or minutes approving the contract award, if applicable;
5. A complete list of the bids or proposals received and the name and address of each bidder, vendor or competitor;
6. Copies of any pre-award or post-award bid protest and any decisional documents that arise as a result of the protest; and
7. The name, phone number and e-mail address of the employee of the contracting unit capable of responding to questions pertaining to the contract.
