Township Council Meeting — Packet

TERM B.4 RECIPIENT POLICY TO BAN TEXT MESSAGING WHILE DRIVING (a) Definitions. The following definitions are intended to be consistent with the definitions in DOT Order 3902.10, Text Messaging While Driving (Dec. 30, 2009) and Executive Order 13513, Federal Leadership on Reducing Text Messaging While Driving (Oct. 1, 2009). For clarification purposes, they may expand upon the definitions in the executive order. For the purpose of this Term B.4, “Motor Vehicles” means any vehicle, self-propelled or drawn by mechanical power, designed and operated principally for use on a local, State or Federal roadway, but does not include a military design motor vehicle or any other vehicle excluded under Federal Management Regulation 102-34-15. For the purpose of this Term B.4, “Driving” means operating a motor vehicle on a roadway, including while temporarily stationary because of traffic congestion, a traffic signal, a stop sign, another traffic control device, or otherwise. It does not include being in your vehicle (with or without the motor running) in a location off the roadway where it is safe and legal to remain stationary. For the purpose of this Term B.4, “Text messaging” means reading from or entering data into any handheld or other electronic device (including, but not limited to, cell phones, navigational tools, laptop computers, or other electronic devices), including for the purpose of Short Message Service (SMS) texting, e-mailing, instant messaging, obtaining navigational information, or engaging in any other form of electronic data retrieval or electronic data communication. The term does not include the use of a cell phone or other electronic device for the limited purpose of entering a telephone number to make an outgoing call or answer an incoming call, unless this practice is prohibited by State or local law. The term also does not include glancing at or listening to a navigational device that is secured in a commercially designed holder affixed to the vehicle, provided that the destination and route are programmed into the device either before driving or while stopped in a location off the roadway where it is safe and legal to remain stationary. For the purpose of this Term B.4, the “Government” includes the United States Government and State, local, and tribal governments at all levels. (b) Workplace Safety. In accordance with Executive Order 13513,

purpose of this Term B.4, the “Government” includes the United States Government and State, local, and tribal governments at all levels. (b) Workplace Safety. In accordance with Executive Order 13513, Federal Leadership on Reducing Text Messaging While Driving (Oct. 1, 2009) and DOT Order 3902.10, Text Messaging While Driving (Dec. 30, 2009), the Recipient, subrecipients, contractors, and subcontractors are encouraged to: (1) adopt and enforce workplace safety policies to decrease crashes caused by distracted drivers including policies to ban text messaging while driving— (i) Company-owned or -rented vehicles or Government-owned, leased or rented vehicles; or (ii) Privately-owned vehicles when on official Government business or when performing any work for or on behalf of the Government. B-19

(2) Conduct workplace safety initiatives in a manner commensurate with the size of the business, such as— (i) Establishment of new rules and programs or re-evaluation of existing programs to prohibit text messaging while driving; and (ii) Education, awareness, and other outreach to employees about the safety risks associated with texting while driving. (c) Subawards and Contracts. To the extent permitted by law, the Recipient shall insert the substance of this exhibit, including this paragraph (c), in all subawards, contracts, and subcontracts under this award that exceed the micro-purchase threshold, other than contracts and subcontracts for the acquisition of commercially available off-the-shelf items. B-20

EXHIBIT C QUARTERLY PERFORMANCE PROGRESS REPORTS: FORMAT AND CONTENT 1. Purpose. The purpose of the Quarterly Performance Progress Reports under this agreement for the FY 2024 SS4A grant program is to ensure that the project scope, schedule, and budget will be maintained to the maximum extent possible. 2. Format and Content. The Recipient shall produce a quarterly cost, schedule, and status report that contains the sections enumerated in the following list. The first Quarterly Performance Progress Report should include a detailed description of the items funded. (a) Project Information. This section provides the name of the project, the State, the federal agency to which the report is submitted, submission date, award number, name of the recipient, report year and quarter and NOFO funding year. (b) Project Overall Status. This section provides an overall status of the project’s scope, schedule and budget. The Recipient shall note and explain any significant activities and issues, action items and outstanding issues. i. Project Significant Activities and Issues. This section provides highlights of key activities, accomplishments, and issues occurring on the project during the previous quarter. Activities and deliverables to be reported on should include meetings, audits and other reviews, design packages submitted, advertisements, awards, construction submittals, construction completion milestones, submittals related to any applicable IIJA or NOFO requirements, media or Congressional inquiries, value engineering/constructability reviews, and other items of significance. ii. Action Items/Outstanding Issues. This section should draw attention to, and track the progress of, highly significant or sensitive issues requiring action and direction to resolve. The Recipient should include administrative items and outstanding issues that could have a significant or adverse effect on the project’s scope, schedule, or budget. Status, responsible person(s), and due dates should be included for each action item/outstanding issue. Action items requiring action or direction should be included in the quarterly status meeting agenda. The action items/outstanding issues may be dropped from this section upon full implementation of the remedial action, and upon no further monitoring anticipated. (c) Milestones. This section documents progress of the milestones outlined in

be dropped from this section upon full implementation of the remedial action, and upon no further monitoring anticipated. (c) Milestones. This section documents progress of the milestones outlined in Section 3.2. The Recipient should include the baseline date (when the project is projected to begin) of each milestone, amendments to those dates (if applicable) and the actual/expected date of completion. There are Milestone charts for action plans, supplemental planning activities, demonstration activity projects and implementation (both construction and non-construction) projects. C-1

EXHIBIT D FORM FOR SUBSEQUENT OBLIGATION OF FUNDS The USDOT and [recipient name] entered a grant agreement for the [project name] that was executed by the USDOT on [date of USDOT signature on original agreement] (the “Agreement”). This instrument obligates [$XXX] for [insert portion of project listed in the Agreement]. [Recipient name] states that: (1) the Agreement accurately describe the Project’s activities; (2) for each completion date listed in the Agreement, the Recipient’s estimate for that milestone is not more than six months after the date listed in the Agreement; (3) comparing the Project’s current budget with the amounts listed in the Agreement, the “Non-Federal Funds” amount has not decreased and the total eligible project costs amount has not decreased; and (4) under the terms of article 21 of the General Terms and Conditions, the Recipient is not presently required to request a modification to the Agreement. [Recipient name] acknowledges that USDOT is acting in reliance on the Recipient’s statements above. By: Date Signature of Recipient’s Authorized Representative [insert name] Name [insert title] Title D-1

The USDOT has determined that all applicable Federal requirements for obligating these funds are satisfied. By: Date Signature of USDOT’s Authorized Representative [insert name] Name [insert title] Title D-2

287-25 December 9, 2025 RESOLUTION WHEREAS, on October 17, 2025, the Township of West Orange (the “Township”) issued an Invitation to Bid with the Township’s Bid Specifications (the “Bid Specifications”) seeking bids for its Contract for Armed/Unarmed Security Officers of Municipal Court Security (“Municipal Court Security Services”) pursuant to N.J.S.A. 40A:11-4; and WHEREAS, on November 19, 2025 the Township received six (6) bids in response to the Bid Specifications, including: (i) Sterling Securities, LLC for $39.50 per hour per armed security officer and $27.00 per hour per unarmed security officer; (ii) Custom Protective Services for $40.00 per hour per armed security officer and $27.00 per hour per unarmed security officer; and (iii) Pro Cops Security for $42.00 per hour per armed security officer and $29.00 per hour per unarmed security officer; (iv) IronRock Security for $44.60 per hour per armed security officer and $28.67 per hour per unarmed security officer; (v) Pro-Guard Services of America for $48.00 per hour per armed security officer and $28.00 per hour per unarmed security officer; (vi) Priority Group Services for $74.20 per hour per armed security officer and $57.75 per hour per unarmed security officer; and WHEREAS, the bid from Sterling Securities with its principal offices at 155 Pompton Ave, Suite 106 Verona, NJ 07444 constitutes the lowest responsible bid for the proposed Agreement for Municipal Court Security Services in accordance with N.J.S.A. 40A:11-4; and WHEREAS, the Township has prepared and Sterling Securities has executed a proposed Agreement for Municipal Court Security Services, annexed hereto as Exhibit “A.” Formatted: Right

WHEREAS, the Invitation to Bid and contract for Municipal Court Security Services were issued under the “fair and open” process pursuant to N.J.S.A. 19:44A-20.5 and N.J.S.A. 40A:11-4; and NOW, BE IT HEREBY RESOLVED, by the Township Council of the Township of West Orange that the Mayor be and is hereby authorized to execute an agreement, in the form annexed hereto as Exhibit “A,” to retain Sterling Securities to provide Municipal Court Security Services to the Township on the terms and conditions set forth therein; and it is further RESOLVED that notice of this award shall be available in the Clerk’s office in accordance with applicable law. Deleted: Karen J. Carnevale, R.M.C. Municipal Clerk Joe Krakoviak, Council President Adopted: December 9, 2025 Formatted: Indent: Left: 0", Right: 0" I hereby certify funds are available from: Account No. John C. Ditinyak, CFO Deleted: JOHN C. DITINYAK, CFO

287-25 Formatted: Right AGREEMENT FOR ARMED/UNARMED SECURITY OFFICERS FOR MUNICIPAL COURT SECURITY THIS AGREEMENT, dated as of the 9th day of December, 2025 between the Township of West Orange, a Municipal Corporation, in the County of Essex, and the State of New Jersey (hereinafter referred to as the “Township”), having its principal offices at 66 Main Street, West Orange, New Jersey; and STERLING SECURITIES., (hereinafter referred to as the “Contractor”), having its principal offices at 155 Pompton Avenue, Suite 106 Verona, NJ 07044 Deleted: ____ WHEREAS, pursuant to N.J.S.A. 40A:11-4, on October 17, 2025, the Township issued an Invitation to Bid with the Township’s Bid Specifications (the “Bid Specifications”) seeking bids for its Contract for Armed/Unarmed Security Officers of Municipal Court Security (“Municipal Court Security Services”), annexed hereto as Exhibit “A;” and WHEREAS, on November 19, 2025, the Contractor submitted a bid in response to the Bid Specifications, annexed hereto as Exhibit “B,” seeking award of the Contract for Municipal Court Security Services (the “Contract”) for a term of one (1) year with an option for the Township to renew the Contract for either an additional: two (2) additional one-year term; at an hourly rate of $39.50 per hour per armed security officer or $27.00 per hour per unarmed security officer; and WHEREAS, the Contractor’s bid contained the lowest hourly rates for both armed security officers and unarmed security officers in accordance with N.J.S.A. 40A:11-4; and WHEREAS, the Invitation to Bid and contract for Municipal Court Security Services were issued under the “fair and open” process pursuant to N.J.S.A. 19:44A-20.5 and N.J.S.A. 40A:114; and WHEREAS, the Township shall determine and direct the Contractor regarding the number of armed security officers and unarmed security officers for a total of three (3) security officers providing the Municipal Court Security Services. WITNESSETH 1. The Contractor hereby covenants and agrees to furnish and deliver to the Township, Municipal Court Security consistent with the scope of services as set forth in the Bid Specifications and the Contractor’s Bid submitted on November 19, 2025 (the “Bid”) consistent with the Township’s determination of the number of armed officers and unarmed officers at the hourly rates set forth in the Bid, but which cannot exceed the