Arborist Services - Planning Board

PUBLIC NOTICE FOR THE SOLICITATION OF PROFESSIONAL SERVICES
PLEASE INSERT THE FOLLOWING INFORMATION GLOBALLY:
Township of West Orange
66 Main Street,
West Orange, New Jersey 07052 Essex County
Panayiota Reynolds,
Purchasing Agent
973-325-4056
Submission Date: April 22, 2026 at 1:00PM
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REQUEST FOR QUALIFICATIONS
FOR PROFESSIONAL SERVICES
NOTICE IS HEREBY GIVEN that pursuant to a fair and open process in accordance with N.J.S.A.
19:44A-20.5, qualifications are being solicited by the Township of West Orange for the following
professional services for the 2026 calendar year. The submission date is April 22, 2026 at 1:00PM
at which time submissions will be opened and read out loud in the Council Chambers located at
the address below. No proposal will be accepted after that time. Proposal packages are
available via email to: preynolds@westorange.org or on the Township website
www.westorange.org/bids .
Professional Services Requested: Arborist Services - Planning Board
Please submit sealed request for qualifications no later than April 22, 2026 at 1:00PM to the
Township of West Orange, 66 Main Street, West Orange, NJ 07052, Attn: Panayiota Reynolds,
QPA. Envelopes should be clearly marked with title of RFQ, name and address of party
submitting, at the address mentioned above and should be mailed or hand delivery will be
accepted at in the Purchasing Office, room 111 at the above address. Submissions by
Corporations, Partnerships and sole proprietors must include a completed Disclosure of
Ownership (N.J.S.A. 52:25-24.2), a valid NJ Business Registration Certificate P.L. 2004, c57, and
must comply with the Equal Employment Opportunity requirements of N.J.S.A. 10:5-31 et seq.
and N.J.A.C. 17:27. Additional 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 .
As of March 1, 2026, pursuant to the provisions of P.L. 2025, c.72, all Township of West Orange current
legal notices will be published on the Township's official website for at least one week, or other time
period as required by law, before transferring the publication to the Legal Notice Archive. Notices shall
be published at the following link: https://westorange.org/2141/Current-Legal-Notices
The NJ Secretary of State will create a centralized portal linking to the public notice pages of all public
entities. Once completed, the hyperlink will be shared on all Township of West Orange legal notices:
https://nj.gov/state/statewide-legal-notices-list.shtml
Panayiota Reynolds
Purchasing Agent, R.P.P. S, QPA
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GENERAL INFORMATION SUMMARY ORGANIZATION REQUESTING QUALIFICATIONS
Township of West Orange
66 Main St.
West Orange, NJ 07052
CONTACT PERSON
Panayiota Reynolds
Purchasing Agent, R.P.P.S, QPA
preynolds@westorange.org
Telephone (973) 325-4056
FAX (973) 736-8380
PURPOSE OF REQUEST
The Township of West Orange will be in need of a variety of Professional Service Contracts during
the calendar year of 2026. This Request for Qualification "RFQ" will serve as a source of reference
for the Township regarding the hire of an individual and or a company for a particular
professional service during this contract period. Submissions will be evaluated in accordance
with the criteria set forth in this RFQ. One or more individuals/firms may be selected to provide
services. Submission of the RFQ does not guarantee the Township will hire your company during
the contract year. The RFQ process allows the Township to be compliant with the "Pay to Play"
rules and regulations of the State of New Jersey. This RFQ represents a "Fair and Open" process
in which we can secure professional services throughout a 12-month time period.
PERIOD OF CONTRACT
In the event respondent's services are chosen during this 12-month contract period. The
successful respondent shall be required to execute the Township's form contract, which includes
the indemnification, insurance, termination and licensing provisions. The Township Mayor and
Council shall approval such contracts through resolution.
It is also agreed and understood that the acceptance of the final payment by a contractor shall
be considered a release in full of all claims against the Township arising out of, or by reason of, the
work done and material furnished under this contract.
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GLOSSARY
The following definitions shall apply to and are used in this Request for Qualification:
"Township" - refers to the Township of West Orange.
"Board" - refers to the West Orange Planning Board
"Qualification Statement" - refers to the complete response to this RFQ submitted by the
Respondents.
"Qualified Respondent" - refers to those Respondents who (in the sole judgment of the
.
(Township)) has satisfied the qualification criteria set forth in this RFQ.
"RFQ" --- refers to this Request for Qualification, including any amendments thereof or
supplement thereto.
'Respondent" or 'Respondents"- refers to the interested party that submitted a Qualification
Statement.
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SECTION 1.
It is the intent of the township to hire a person/company to provide the services below for our
planning board.
Arborist Services
SECTION 2
INTRODUCTION OF GENERAL INFORMATION
2.1 Introduction and Purpose
The Township of West Orange is soliciting Qualification Statements from interested persons
and/or Firms for the provision of various Professional Services for the Township of West Orange.
Through a Request for Qualification (RFQ) process described herein, the Township will create a
prequalified list of professionals that can provide such services. The Township will first consider
companies for such services that respond to this RFQ. The Qualification Statement submission
shall include all the information required to be include as described herein. The Township intends
to qualify respondents professional and administrative capabilities to provide proposed services,
and will agree to work under the compensation terms and conditions determined by the
Township.
2.2 Procurement Process and Schedule
The selection of Qualified Respondents is not subject to the bidding provisions of the Local Public
Contracts Law, N.J.S.A. 40A:11-1 et seq. The selection is subject to the New Jersey Local Unit Pay
to Play Law, N.J.S.A. 19:44A-20.4 et seq. The Township has structured a procurement process to
assure that each person and/or firm is provided an equal opportunity to submit a Qualification
Statement in response to the RFQ. Qualification statements will be evaluated in accordance with
criteria set forth in section 2 of this RFQ, which will be applied in the same manner to each
Qualification Statement received. Respondents agree to at all times to abide by all requirements
of the New Jersey law, including, but not limited to the aforementioned "Pay to Play" laws, as
well as any and all relevant Executive Orders and the New Jersey Election Law Enforcement
Commission disclosure requirements.
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2.3 Conditions Applicable to RFQ
Upon submission of a Qualification Statement in response to this RFQ, the Respondent
acknowledges and consents to the following conditions:
This RFQ does not commit the Township of West Orange to issue a Request for Proposal.
The Township reserves the right to exercise its judgment to weigh the relative merit and
deficiencies, if any, in all responses and commits. The Township reserves the right to reject for
any reason, all responses and components thereof and eliminate any and all Respondents
submitting this RFQ from consideration.
The Township reserves the right (in its sole judgment) to reject any Respondent that submits
incomplete responses to this RFQ, or a Qualification Statement that is not responsive to this RFQ.
The Township reserves the right, without prior notice, to supplement, amend, or otherwise
modify this RFQ, or otherwise request additional information.
All Qualification Statements shall become the property of the Township and will not be returned.
All Qualification Statements will be made available to the public at the appropriate time, as
determined by the Township (in the exercise of its sole discretion) in accordance with law.
The Township may request Respondents to send representatives to the Township for interviews.
Neither the Township, nor its respective staff, consultants nor advisors shall be liable for any
claims for damages resulting from the solicitation or preparation of the Qualification Statement.
There shall be no reimbursement to Respondents for the cost of preparing and submitting a
Qualification Statement for participating in this procurement process.
2.4 Addenda or Amendments to RFQ
During the period provided for the preparation of responses to the RFQ, the Township may
issue addenda, amendments or answers to written inquiries. Those addenda will be noticed by
the Township and will constitute a part of the RFQ. All responses to the RFQ shall be prepared
with full consideration of the addenda issued prior to the proposal submission date.
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SECTION 3
3.1 Standard Requirements of Technical Qualifications
Respondents shall submit technical qualifications which contain the following:
Business name, the principal place of business, and if different, the place where services will be
provided.
Respondents must have a minimum of five (5) years' experience.
The education, qualifications, experience, and training of all persons who would be assigned to
provide services along with their names and titles.
A listing of all other engagements where services of the types proposed, were provided in the
past. This should include other Township governments, businesses or other government entities.
Contact information for references must be provided.
A statement shall be provided by respondent that neither its firm nor any individual assigned
to this engagement are disbarred, suspended, or otherwise prohibited from professional
practice by any federal, state, or local agency.
The attached submission form can be replaced with respondents own prepared resume. All
questions must be addressed as requested.
3.2 Submission Forms
Affirmative Action Certification
Non-Collusion Affidavit
Statement of Ownership Disclosure
Business Registration Certification (must be valid time of RFQ is due)
Political Disclosure Certification
Iranian Disclosure Statement
Addenda/addendum
Russia-Belarus Certification of Non-Involvement
Americans with Disabilities Act of 1990
Qualifications Statement
3.3 Cost Analysis
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Respondents should submit a cost proposal which would include any proposed retainer, the
services to be provided at a flat rate, if all or any services will be billed through hourly rates and
what are the established rates. The Township shall in its discretion, provide a fee schedule with
hourly rates depending on the nature of the matter. By submission of a proposal, you
acknowledge and agree to adhere to the fee schedule.
3.4 Submission Evaluation
When the Township is in need of a particular service, the selection will be the most advantageous
submission based on all of the evaluation factors set forth in this RFQ.
Each submission must satisfy the objectives and requirements detailed in this RFQ. The
successful respondent shall be determined by an evaluation of the total content of the
qualifications submitted. The Township reserves the right to:
Not select any of the submissions or select only portions of a particular Respondent's
qualifications for further consideration (however Respondents may specify portions of proposal
that they consider "bundled").
Award a contract for the requested services at any time within the 12-month contract period
after review of the qualifications and approval by Township Council through resolution. Every
submission shall be valid through this time period.
3.5 Submission Limitations
This RFQ is not intended to be an offer, order, or contract and should not be regarded as such,
nor shall any obligation or liability be imposed on the Township by issuance of this RFQ. The
Township reserves the right to refuse any submission.
3.6 Use of Information
Any specifications, drawings, sketches, models, samples, data, computer programs,
documentation, technical or business information and the like, furnished or disclosed by the
Township to the Respondent in connection with this RFQ, shall remain the property of the
Township. When in tangible form, all copies of such information shall be returned to the
Township upon request. Unless such information was previously known to the Respondent, free
of any obligation to keep it confidential, or has been or is subsequently made public by the
Township or a third party, it shall be held in confidence by the Respondent, shall be used only
for the purposes of this RFQ and shall not be used for other purposes except upon such terms
and conditions as may be mutually agreed upon in writing.
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3.7 General Terms and Conditions
The Township reserves the right to reject any or all submissions, if necessary, or waive any
informality in the submission.
In case of failure by the successful Respondent, the Township may procure the articles or
services from other sources, deduct the cost of the replacement from money due the
Respondent under the contract and hold the Respondent responsible for any excess cost.
The Respondent shall maintain sufficient insurance to protect against all claims under
Workmen's Compensation, General, Professional, and Automobile Liability.
Each submission must be signed by the person authorized to do so.
Township assumes no responsibility for submissions received after designated date and time
due.
By submission of qualifications, the Respondent certifies that the service to be furnished will not
infringe upon any valid patent, trademark, or copyright.
The successful Respondent shall, at its expense, defend any and all actions or suits
charging such infringement, and will save the Township harmless.
No Respondent shall influence, or attempt to influence, or cause to be influenced, any
Township Officer or employee to use their official capacity in any manner.
No Respondent shall cause or influence, or attempt to cause influence, any Township
Officer or employee to use their capacity to secure unwarranted privileges or advantages
for the Respondent.
Should any differences arise between the contracting parties as the meaning or intent of these
instructions or specifications, the Townships decision shall be final and conclusive.
The Township shall not be responsible for any expenditure of monies or other
expenses incurred by the Respondent in making its request for consideration.
All necessary forms required by this RFQ shall be completed and submitted as part
of this submission.
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SECTION 4
4.1 Instructions for Submission
Respondents must submit an original and one (1) copy of their Qualification Statement. Copy
should be provided on an external hard drive.
Designated Contact Person:
Panayiota Reynolds, Purchasing Agent, RPPS, QPA
Township of West Orange
66 Main Street
West Orange, NJ 07052
Submissions must be received April 22, 2026 at 1:00PM. Preferred delivery methods are US mail
or hand delivery. Facsimile or electronic delivery will not be accepted.
To be responsive, Qualification Statement must provide all requested information and conform
to instructions. Qualification Statements and related information must be bound and signed by
Respondent.
All Respondents hereby agree to work under the terms and conditions as set by the Township.
If awarded a contract by Township Council Resolution during 2026 calendar year, that contract
will be in effect for one year.
SECTION 5
5.1 Evaluations
The Township of West Orange's objective by soliciting Qualification Statements is to establish a
pre-qualified group of professionals that will provide high quality and cost-effective services to
the Township. The Township will consider Qualification Statements only firms and individuals, in
the Townships judgment, have demonstrated the capability and willingness to provide high
quality services to the citizens of the Township in the manner described in the RFQ. The Township
on the basis of the most advantageous will evaluate proposals with the following criteria:
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