PURCHASING DEPARTMENT

Purchasing Agent: Phillip M. Cohen
TEL: (856) 968-2724
FAX: (856) 968-2722

Frequently Asked Questions (FAQ)

What is a Bid specification?

A specification is a formal statement of the HACC's needs. It will describe in great detail what goods and/or services are required, and will explain the procedures that must be followed when responding to a specification be it a RFP (Request for Proposal), RFQ (Request for Quote), CCRFP (Competitive Contract Request for Proposals), or Invitation for Bid (IFB)..

When are Bids opened?

Bids are open and read publicly at the date and time indicated on the Invitation for Bids. Bids and proposals received after the hour and date indicated for the opening will not be considered. RFP proposals are not opened publicly, but a list of all respondents at date and time is generated. However, in the case of Competitive Contract RFP's, prices only will be read publicly. Price may not be the determining factor for award of a Competitive Contract RFP, award will be based on price and other factors considered. The public is invited to attend all bid openings held in the Purchasing Department.

What disqualifies a Bid?

You should read the specification document very carefully and follow all instructions. This is the best way to keep from having your bid disqualified. Late bids are automatically disqualified. The following are examples of disqualifying bids, RFP's/RFQ's, CCRFP's:

• Failure to demonstrate responsibility and responsiveness
• Lateness
• Missing information and/or signatures
• The bidder defaulted on a contract, thereby requiring the local unit to utilize the services of another contractor to provide the goods or perform the services or to correct or complete the contract.
• The bidder is debarred or suspended from contracting with any of the agencies or departments of the executive branch of the State of New Jersey at the time of the contract award, whether or not the action was based on experience with the contracting unit.
• Many other reasons (Examples: Failure to submit a bid bond with the bid, bid bond or surety not listed on HUD Circular 570, individual or company listed on the state or federal debarred lists, prior negative experience).

Do I need a Bid Bond, if so how much?

When a bid bond is required it will be stated in the advertisment, and must be included with the bid submission. As stated in Title 40A:11-21 (Local Public Contracts Law) "The guarantee shall be in the amount of 10% of the bid, but not in excess of $20,000.00, except as otherwise provided herein, and may be given, at the option of the bidder, by certified check, cashier's check or bid bond".

Can I submit a Bid if I do not live in Camden, Camden County, or New Jersey?

Yes

What if the specification changes after I pick up the Bid?

If the specifications change after the bid is picked up, an addendum will be issued in writing via certified mail. As stated in Title 40A:11-23 (Local Public Contracts Law) Notice of revisions or addenda to advertisements or bid documents shall be provided as follows: "For all contracts except those for construction work and municipal solid waste collection and disposal service, notice shall be published no later than five days, Saturdays, Sundays, and holidays excepted, prior to the date for acceptance of bids, in an official newspaper of the contracting unit and be provided to any person who has submitted a bid or who has received a bid package, in one of the following ways: (i in writing by certified mail or ii) by certified facsimile transmission, meaning that the sender's facsimile machine produces a receipt showing date and time of transmission and that the transmission was successful or iii) by a delivery service that provides certification of delivery to a sender".

How do I Bid on jobs?

Public Notices of Invitations to Bids (IFB), Requests for Proposals (RFP), and Requests for Quote (RFQ) are posted on this, the HACC website. All Invitations to Bid (IFB) and Requests for Proposals (RFP) are advertised in the following publications: The Courier Post, and in some instances the Newark Star-Ledger, The NAHRO (National Association of Housing and Redevelopment Officials) Monitor, and PHADA (Public Housing Authorities Directors Association) Advocate. The HACC Purchasing Department also maintains a bidders list.

Requests for Quotes (RFQ) can be downloaded from the RFQ web page on this site. To request an Invitation for Bid (IFB) or Request for Proposal (RFP) bid package, please fax a written request for same to the Purchasing Department at 856-968-2722 unless otherwise noted in the advertisement. Requests can also be made by writing to the Purchasing Department, Housing Authority of the City of Camden, PO Box 1426, Camden NJ 1426-0101. Be sure to include the business entity's name, mailing address, phone and FAX numbers, and e-mail address in the request.

How are Bids awarded?

After receipt of bids, proposals and quotes, they are reviewed in detail by HACC staff, and, when appropriate forwarded to the HACC's attorney for review. After receipt of the attorney's opinion and/or recommendation, a resolution is submitted to the HACC Board of Commissioners for contract award.

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