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Business Registration Certificate Letter

Doing Business with Atlantic County

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Introduction

All governmental entities whether Federal, State, County, Municipal, Authorities, or School Districts provide vital services to the public . Some governmental entities have formed cooperatives so as to purchase goods and services as a group and purchase in large quantities.

To provide these services, all governmental entities must purchase goods and services from public and private sector suppliers. Each entity maintains a list of vendors and also uses other sources of information to seek out vendors who offer the commodity or service that is needed. This is a guide to help vendors understand how government purchases goods and services.

Step One

Any vendor who would like to do business with any given governmental entity should contact, either by phone, by letter or in person, the person directly in charge of purchasing. In most cases, this would be the Purchasing Agent. In Atlantic County, the Purchasing Agent is Palma Conover. You should have certain information available or included in a letter that he/she would need to know including:

The full name of the company.
The mailing address.
The telephone number or fax number.
A complete list of products you carry.
Your name as the company's representative.

Most jurisdictions will keep a "Bidders List," "Prospective Vendors List" or some other type of list to search out future suppliers. Receipt of the above information will place your Company on Atlantic County's list. When a bid comes out for an item which you supply, your Company will receive a Notice to Bidders for the item.

Step Two

Read the legal advertisements in your local newspaper. Under current New Jersey State law, any purchase over $12,300 must be publicly bid. One requirement of this is that public notice be given to all interested parties in the local newspaper under the legal advertisement section. These notices are put in the newspaper for your information, but of course, you must read them to know about them.

This is the only required act to public notice so even if you are on the bidders list you should still read the legal advertisements to make sure you Bid Notice is not lost in the mail or sent to the wrong address. Also you may find another governmental unit whom you did not contact which is in need of your goods or services.

Step Three

To complete bid forms follow the Instructions To Bidders included in the bid document. If you are unsure about any of the information provided in the bid documents call the Purchasing Office only - information received from any other source may not be correct and jeopardize your bid submittal.

Most bids are awarded based on the Lowest Lump Sum Bid. It is important to remember that the price(s) bid must remain constant over the course of the contract terms - prices cannot vary even if you have a price change.

Some bids are awarded based on the Lowest Lump Sum per Category - this means the bid has been broken into sections to allow multiple awards. In these types of bids it is important not to tie any of your prices per category together since each category will be awarded separately.

Other bids can be awarded per line - meaning the bid is compiled of multiple line items and each line is awarded based on lowest price. In some bids the quantities listed are estimates only and the County has the right to increase or decrease quantities.

Bidders must pay attention to all instructions to be sure not to overlook the award criteria.

Step Four

Atlantic County Government is the lead agency for the Atlantic County Cooperative. The cooperative is a group of governmental agencies, school districts and authorities within Atlantic County who joined together as a group to purchase certain goods and services. Presently there are 18 municipalities, 24 school districts and 3 authorities enrolled as members of the cooperative. Purchasing through the cooperative is strictly on a voluntary basis and not all members participate in all purchases. However all members are encouraged to participate as often as possible to take advantage of large purchases through the collective effort of the cooperative.

When the bids are advertised for goods or services that will be offered to the cooperative, a breakdown of the participating members and the approximate quantities for each will always be in the bid document. Because of this the bidder will have a very good idea as to the size of the bid and who the participating members will be including addresses and locations. As the lead agency, Atlantic County encourages its bidders to take advantage of the buying power of its cooperative.

Step Five

Make sure that your completed and signed bids are sealed in an envelope. The envelope shall clearly mark that a bid is included, the title of the bid and the time and date of opening is clearly marked. Remember, it is your responsibility that the bid be delivered to the proper place at the proper time. If you do not attend the bid opening, you may contact the Purchasing Office to find out the results of the bid tabulation. Remember that the contract shall be awarded to the "Lowest Responsive and Responsible Bidder" Contracts in most cases are not awarded by the Purchasing Agent but by the governing body.

A contract is not a guarantee of a definite sale but merely allows the government to order items from you. An actual sale shall take place only upon receipt of a valid contract or purchase order.

Conclusion

Doing business with a governmental unit is not as difficult or complex as many people believe. All levels of government are eager to obtain new lists of vendors to bid on their contracts. Prospective vendors are encouraged to contact all governmental units in their vicinity regarding ways to sell their goods and services to them.

Further information may also be obtained by contacting local colleges, trade schools, high schools, the National Institute of Governmental Purchasing in Falls Church Virginia, the Governmental Purchasing Association of New Jersey, Rutgers University, or the Southern New Jersey Chapter of N.I.G.P.

Helpful Tips to Prospective Vendors

Identify your company to the Purchasing Agent by letter.
Have a good knowledge of the products or services you have to offer.
Be specific with the products or services you have to offer.
When bidding, sign the proposal page with an original signature.
Include a bid bond where required.
Sign all bid documents in ink.
When bidding, sign and seal the Disclosure Statement and list any and all partners or stock holders who own more than 10%. If it is a sole proprietorship, state that.
Seal your bid securely and clearly mark on it that a bid is enclosed. Also mark the date, time and title of the bid on the envelope.
If possible, plan to attend the bid opening.
If samples are required, provide them as directed by the bid.
Remember that delivery is to be made as specified in the bid.
Goods must be manufactured in the United States.
Affirmative Action forms shall be required of all successful bidders.
Do not make promises of service or price which you cannot meet.