Township Council Meeting — Packet

Exhibit “A”

TOWNSHIP OF WEST ORANGE 66 MAIN STREET WEST ORANGE, NJ 07052 REQUEST FOR PROPOSALS THOUGH A FAIR AND OPEN PROCESS IN ACCORDANCE WITH N.J.S.A 19:44A-20.4 ET SEQ. FOR GRANTWRITER SERVICES FOR THE TOWNSHIP OF WEST ORANGE To be received on: July 11, 2023 at 11:00AM

Request for Proposals The Township of West Orange is soliciting proposals through the competitive contracting process in accordance with N.J.S.A. 40A:11-4.1 et seq., for the following services: Grant Writer Services The proposal package can be obtained in person at the Township of West Orange, 66 Main Street, Purchasing Room 111, West Orange, NJ 07052, during regular business hours, 8:30 a.m. to 4:30 p.m., emailing preynolds@westorange.org or on our website at www.westorange.org. Sealed proposals, clearly marked with the title and name and address of party making same, addressed to the Township Council of the Township of West Orange will be received by mail, or hand delivery, at the Municipal Building, 66 Main Street, West Orange, NJ 07052. Submission due date is Tuesday, July 11, 2023 and will be publicly opened and read at that time in the Council Chambers on the same day. No proposals received after that time will be considered. All RFP Addenda will be issued on the website. Therefore, all interested respondents should check the website from now through the RFP opening. It is the sole responsibility of the respondent to be knowledgeable of all addenda related to the procurement. Respondents shall comply with the said requirements within the RFP. Please submit one (1) original, and one (1) electronic copy on a CD or USB drive in a sealed envelope marked “Submission of RFP for Grant Writing Services” clearly marked on the outside Bidders are required to comply with the Contract Compliance and Equal Employment Opportunities in Public Contracts N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27 and have a current New Jersey Business Registration Certificate P.L. 2004, N.J.S.A. 52:25-24.2. Pay to Play Requirements Contractors are advised of the responsibility to file an annual disclosure statement on political contributions with the New Jersey Election Enforcement Commission, pursuant to N.J.S.A. 19:44-20.13(P.L. 2005, c, 271, s.3), if the contractor receives contracts in excess of $50,000 in the aggregate from public entities during the calendar year. It is the contractor’s responsibility to determine if filing is necessary. Additional information on this requirement is available from ELEC at 888-313-3532 or at www.elec.state.nj.us Panayiota Reynolds Purchasing Agent

GRANT WRITER FOR THE TOWNSHIP OF WEST ORANGE The vendor shall be a part time, INDEPENDENT CONTRACTOR or FIRM. The vendor shall be solely responsible for their own work hours and daily responsibilities. As an independent contractor or firm, the vendor shall be fully responsible for all obligations to any taxing authority or other governmental entity. The manner and means of performing all services shall be subject to vendor’s sole control. Vendor shall not have the legal authority to bind the Township in contract, debt or otherwise, without the prior written consent of the Township. Vendor’s responsibilities shall include, but are not necessarily limited to: • Providing professional consultations with respect to the study of County, State, Federal, corporate and private aid funds as they relate to the needs of the Township of West Orange, or as requested by the Township. • Researching, planning, preparing, submitting, proceeding with and following up on all applications and programs for such aid. • Having staff available to talk to and work with Township Department Heads and their staff regarding any grant opportunities and /or grant applications the Township wishes to pursue. • Obtaining “New Grants” on a yearly basis totaling at least the amount paid to vendor for that year. “New Grants” shall mean grant monies which are not recurring or repeating as a result of work done by the vendor in previous years (e.g., a grant of $1,000 per year for five years would not be considered a “New Grant” in years two through five, but if during the period of recurring or repeating payments of such a grant, the payments were increased, or a separate grant was received from the same source, the amount of the increase, and/or separate grant, is to be considered a “New Grant”; it is not the source which is material, but the work performed to prepare a successful grant application. However, grant applications for awards that are essentially “entitlements”, for example NJDOT annual applications, CDBG applications, Federal Bullet Proof Vest applications, etc. are not considered “New Grants”. In the event that New Grants in the aggregate received through the vendor’s efforts do not total at least their annual compensation, then the vendor agrees that they will continue to provide their services beyond the term of any negotiated agreement at no cost to the Township until

s do not total at least their annual compensation, then the vendor agrees that they will continue to provide their services beyond the term of any negotiated agreement at no cost to the Township until the total of New Grants received exceeds the annual compensation. • Submitting an annual written report by the end of each contract year to the Mayor concerning all services rendered and new grants obtained. • Attendance at any meetings requested by the Mayor and/or Business Administrator to discuss potential grants and report as to timeframes and deadlines for submission of grant applications, status of grant applications, and areas of available grant funding.

All grant applications are subject to the approval of the Township in its sole discretion, and no grant application shall be submitted without the prior approval of the Township Council. Minimum Qualifications and Response Requirements In order for an individual/firm to be considered by the Mayor and Council, interested parties submitting proposals in response to this solicitation must meet the following: A. Minimum Qualifications: 1. The Grant Writing and Consulting Services proposer, and the individuals assigned to provide these services, must demonstrate at least two (2) years experience providing grant consulting/writing services as it relates to municipal entities in the State of New Jersey. 2. The Grant Writing and Consulting Services individual/firm has sufficient staff to satisfy the scope of services described in this proposal. 3. The Grant Writing and Consulting Services individual/firm is in good standing within the State of New Jersey. B. Minimum Requirements for Vendor Responses: 1. Interested parties wishing to provide a proposal in response to this solicitation shall provide the following minimum information in its proposal, which proposal must be submitted at the location and within the time constraint stated. 2. Proposals should be prepared simply and economically, providing a straight forward concise description of the individuals/firms capabilities to satisfy the requirements of the request. Special bindings, colored displays, promotional materials, etc., are not desired. Emphasis should be on completeness and clarity of content. 3. The full name of the proposer, the principal place of business and, if different, the place where the services will be provided. 4. Name of the key contact person. 5. A description of the business organization (i.e., sole proprietorship, corporation, partnership, joint venture, etc.) of each firm, its ownership and organizational structure. 6. The number of years the organization has been in business under the present name, and the number of years the business organization has been under the current management.

7. Proposer must demonstrate at least two (2) years of experience providing grant consulting/writing services as it relates to municipal entities in the State of New Jersey. Proposer shall provide a listing of all other engagements where services of the type being proposed were provided during the past two calendar years. Please provide contact information for the recipients of similar services. 8. Proposers shall submit a cost proposal. The Township will pay for such services on a monthly basis. EVALUATION CRITERIA Proposals shall be evaluated as following:    Management Cost Technical GENERAL INFORMATION: SUBMISSION DUE: JULY 11, 2023 at 11:00AM Point of Contact: Panayiota Reynolds Purchasing Agent Township of West Orange 66 Main Street West Orange, NJ 07052 preynolds@westorange.org (973) 325-4056

INSTRUCTION TO BIDDERS 1. The Township of West Orange reserves the right to reject any or all bids, or to waive any informalities in the bids, and unless otherwise specified by the bidder, to accept any item in the bid, should it be deemed in the best interest of the Township of West Orange to do so. 2. In case of default by the bidder or contractor, the Township of West Orange may procure the articles or services from other sources and hold the bidder or contractor responsible for any excess cost occasioned thereby. 3. The bidder, if awarded a contract, agrees to protect, defend and save harmless the Township of West Orange against any damage for payment for the use of any patented material process, article or devise that may enter into manufacture, construction, or form a part of the work covered by either order or contract, and the bidder further agrees to indemnify and save harmless the Township of West Orange from suits or actions of every nature and description brought against it, for, or on account of any injuries or damages received or sustained by any party or parties by, or from any of the acts of the contractor, his servants or agents. 4. The contractor shall maintain sufficient insurance to protect against all claims under Workers Compensation, General Liability and Automobile and shall be subject to approval for adequacy of protection and certificates of such insurance shall be provided to the Township of West Orange when required. 5. It is to be understood by the bidder that this bid is submitted on the basis of specifications prepared by the Township of West Orange and the fact that any bidder is not familiar with these specifications or conditions will not be accepted as an excuse. 6. Each bid must be signed in ink by the person authorized to do so. 7. Bidders must use the proposal form furnished by the Township of West Orange when submitting their bid, if applicable. 8. Non-Collusion Affidavit must be completed and included with bid. 9. A Performance Bond in the amount of 100% of total bid is not required. 10. Insert prices for furnishing all of the material and/or labor described or required. Prices shall be net, including any charges for packing, crating, containers, etc. and all transportation charges fully prepaid by the contractor. F.O.B. destination and placement at locations specified by the Township of West Orange. No additional

packing, crating, containers, etc. and all transportation charges fully prepaid by the contractor. F.O.B. destination and placement at locations specified by the Township of West Orange. No additional charges will be allowed for any transportation costs resulting from partial shipments made at the vendor’s convenience when a single shipment is ordered. 11. Payments will be made upon the approval of vouchers with the requirements of the Township of West Orange and subject to the Township of West Oranges customary procedures. 12. Contract will be awarded on a (Line Item) or (Lump Sum) basis, if applicable.

13. Award will be made by Township of West Orange within sixty (60) days after receipt of bids. 14. Prevailing Wage & Labor Laws. The New Jersey prevailing Wage Act (P.D. 1963, Chapter 150) and provisions of the State Labor Laws shall be compiled with by the successful bidder in construction contracts. 15. Equal or Tie Bids. The Township of West Orange reserves the right to award at their discretion to any one of the tie bidders. (Should state method for tie bidding, i.e. drawing lots) 16. The Township of West Orange is exempt from any State sales tax or Federal excise tax. 17. For purpose of evaluation where an equivalent product is being furnished, bidder must indicate any variation to our specifications no matter how slight. If no variations are indicated, it will be construed that the bid fully complies with our specifications. 18. Quantities as shown are approximate and the Township of West Orange reserves the right to increase or decrease quantities by 20% at the unit price bid. 19. The contract, if applicable, shall be in effect for three (3) years from date of award with an option to extend two (2) one-year periods. unless otherwise stated. Continuation of the terms of this contract beyond December 31 is contingent on availability of funds in the following year’s Budget and in the event of unavailability of such funds; the Township of West Orange reserves the right to cancel this contract. 20. Bids may be hand delivered or mailed per legal notice to bidders. In case of mailed bids, the Township of West Orange assumes no responsibility for bids after the designated date and time and will return late bids to the bidder unopened. 21. Bidder shall provide copy of their Business Registration Certificate. In addition, Contractors providing services for regarding construction or repair of a public building must provide copy of Public Works Contractor Registration Certificate, The Stockholder Disclosure Declaration, Affirmative Action Compliance, and Prohibited Russia-Belarus Activities & Iran Investment Activities. 22. No interpretation of the meaning of the specifications will be made to any bidder orally. Every request for such interpretations should be in writing to the Purchasing Agent and to be given consideration must be received at least SEVEN (7) days prior to the date fixed of the opening bids. Any and all such interpretations and any supplemental