Re-Bid Repair and Maintenance of EMS Apparatus for the West Orange Fire Department

TOWNSHIP OF WEST ORANGE
COUNTY OF ESSEX
STATE OF NEW JERSEY
REQUEST FOR BIDS
RE-BID REPAIR AND MAINTENANCE OF EMS APPARATUS FOR
THE WEST ORANGE FIRE DEPARTMENT
Submission Date:
April 30, 2026
11:00 A.M.
Prevailing time
TOWNSHIP OF WEST ORANGE* 66 MAIN STREET* WEST ORANGE, NJ 07052*
973-325-4056

Invitation to Bid
Notice is hereby given that the Township of West Orange is requesting sealed bids for the Re-Bid Repair and
Maintenance of EMS Apparatus for the West Orange Fire Department. The specifications 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. M-F or by emailing preynolds@westorange.org.
Sealed proposals, clearly marked with the title of bid, name and address of party making same, addressed to
the Township Council, 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 Thursday, April 30, 2026 at 11:00 a.m.
and will be publicly opened and read at that time in Council Chambers of Town Hall located at 66 Main Street,
West Orange, NJ 07052. No proposals received after that time will be considered.
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. The Township reserves the right to reject any and all bids and to waive
any and all informalities in the bid.
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

CONTENT:
Section I: EMS Apparatus List
Section II: West Orange Fire Department EMS Apparatus Service and Repair Requirements
Section III: West Orange Fire Department EMS Apparatus Preventative Maintenance Scheduled
Inspection Chassis Service Requirements
Section IV: Proposal Form
Section V: Bidder Instructions and Mandatory Forms

SPECIFICATIONS
RE-BID REPAIR AND MAINTENANCE OF EMS APPARATUS FOR
TOWNSHIP OF WEST ORANGE FIRE DEPARTMENT
GENERAL INTENT
Bidding on this contract will be limited to vendors actively engaged in the field of EMS apparatus repair
services. The successful bidder will be expected to provide service in a timely, competent and professional
manner. It is recognized that the equipment to be serviced is essential to Township of West Orange's, to be
known as the ("Township") emergency management operations. Vendors must be able to demonstrate the
ability and experience to provide superior quality of service. Vendor shall be actively in business for at least
five (5) years in the maintenance, service, and repair of equipment of similar manufacture, capacity, and
operating characteristics as those covered by this contract.
Bidders must provide documented proof of qualifications (Certifications) and three (3) references.
Term of Contract
This contract shall remain in effect for a period of two (2) years with an option to extend one
(1) year based upon available funding. All terms and conditions of the contract shall remain the same
for the additional years
Time and Materials
All quotes for work other than preventive maintenance services (which will be based on an annual cost) will
include an hourly labor rate, overtime, any travel costs, and percentage of markup from wholesale on
materials to be provided.
Acceptance
The Township reserves the right to examine all work performed under this contract. The Contractor will
correct any and all defects and unsatisfactory work found by the Township. The Vendor shall correct said
defects and unsatisfactory work at its own expense.
Parts
The Vendor must supply replacement parts equal or greater than Original Equipment Manufacturer (OEM)
parts. The Township has the right to inspect all parts that will be used by the vendor. All replacement parts
must be saved for fourteen (14) days for review by the Township.
Guarantee
Any work that is performed under this contract shall be guaranteed for a period of six (6) months from the
date of acceptance. Said guarantee shall survive the expiration of this contract.
Payment
Payment shall be made in accordance with Township policy. No payment shall be made without an invoice
and signed voucher (purchase order).
a. A detailed invoice for repairs or service shall be given at the time of pick up. Details and
specifics on scheduling repair maintenance will be arranged with Fire Chief or designee.

b. During the course of this contract, vehicles may be added or deleted by the Township
of West Orange.
Cancellation
If in the opinion of the Township of West Orange the contractor is not performing in a satisfactory manner,
the Township of West Orange may at any time during the contract period terminate the contract by giving
thirty (30) days' notice in writing to the other party of its intentions to do so for non-compliance with the
terms and conditions of the contract. In the event the Township of West Orange cancels the contract, the
contractor shall only be entitled to payments for work properly performed and completed.

SECTION I
EMS APPARATUS
While it could change at any time, the current fleet
of EMS Apparatus is as follows:
Quantity Vehicle # Year Make Chassis
1 R-1 2019 Wheeled Coach Ford E450
1 R-2 2021 Horton Ford F550
1 R-3 2016 Horton Ford E450
1 R-4 2003 Horton Ford E350
1 R-6 1998 PL Custom Ford E450

SECTION II
West Orange Fire Department EMS Apparatus Service and Repair Requirements
In an effort to ensure the quality of work to be provided to our department, we consider the
requirements below to be the minimum service qualifications for the apparatus service center
to maintain.
A. The service center must have the ability to provide road service and maintain a service
facility for repairs that cannot be performed within the Fire Stations.
B. The service center be located no further than 30 miles from the Township of West
Orange.
C. The service center shall offer pickup and delivery service to the Township of West
Orange for any repair not able to be performed within the Fire Stations included in cost
of contract.
D. The service center shall be an authorized Ford Warranty Service Center for the EMS
Apparatus chassis.
E. The service center shall be a Ford QVM facility.
F. This minimum inventory level, which must include major electrical system components
(i.e. input/output modules, display panels, etc.), HVAC components, and body trim
components, must represent the majority of manufacturers utilized by the Township of
West Orange Fire Department.
G. The service center's major business must be in the sales and service of EMS apparatus.
Exceptions: Yes ___ No ____

SECTION III
West Orange Fire Department
EMS Apparatus Preventative Maintenance
Scheduled Inspection Chassis Service Requirements
The preventative maintenance scheduled inspection provided chassis services shall be performed in accordance
with the manufacturer's maintenance specifications. The following shall include but not be limited to:
A. Preventative Maintenance at 5,000 mile intervals
1. Engine Oil - Drain oil, inspect for metallic material. Refill with manufacturer's recommended
lubricant
2. Oil Filter - Replace with new
3. Lubricate all lube points of undercarriage
4. Clean battery terminals and install anti-corrosion washers
5. Check and fill all fluid levels
6. Inspect all drive belts and advise
7. Inspect tie rod ends and advise
8. Inspect tire wear and advise
9. Fill all tires to manufacturer's recommended air pressure
10. Inspect exhaust system
11. Inspect undercarriage area for potential leaks (oil, antifreeze, power steering fluid, etc.)
12. Inspect all hoses for wear and advise
13. Inspect heater valves for potential leaks and overall operation
14. Inspect all emergency lighting and sirens for functionality
15. Inspect chassis lights (headlights, turn signals, interior dome lights, etc.)
16. Inspect litter retention operation
17. Inspect module O2 lines for leaks and overall operation
18. Inspect HVAC system in cab and module for overall operation
19. Perform visual inspection of all other primary functions of the EMS apparatus and advise
20. Road test vehicle and advise
B. Preventative Maintenance at 30,000 mile intervals
1. Inspect tires for wear and advise
2. Rotate tires
3. Fill all tires to manufacturer's recommended air pressure
4. Check front end alignment and advise
5. Inspect brakes, note wear and advise
6. Check king pins and advise
7. Inspect tie rod ends and advise
8. Service transmission and replace screen
9. Service rear differential and add rear additive
10. Remove screen from under the attendant seat and clean condenser area
11. Air Filter - Replace with new
12. Fuel Filter - Replace with new
13. Check glow plug circuit (if applicable) and advise
14. Align headlights as needed
15. Inspect and lube rear step bumper area
16. Inspect all U-joints and advise
17. Inspect steering linkage
18. Road test vehicle and advise
Exceptions: Yes_______ No________

SECTION IV
P R O P O S A L
TO THE TOWNSHIP COUNCIL, TOWNSHIP OF WEST ORANGE, NJ
Dear Council Members:
In accordance with and subject to all stipulations, conditions, requirements, and instructions
to bidders, specifications so far as they relate to this proposal are made part of it, submit a bid
of:
Re-Bid Repair and Maintenance of the EMS Apparatus for the Township of West
Orange Fire Department Contract
Annual Cost for Preventive Maintenance for: Pricing shall be annual cost per vehicle.
Chassis Annual Cost Annual per vehicle $ ______________________
Patient Compartment/Module Annual Cost per vehicle $ __________________________
General Repair Rates: (hourly)
Hourly Repair Rate $ _____________
Hourly Overtime Rate $ _____________
Travel Cost $ _____________
OEM Parts Mark Up ___________ % not to exceed 25% mark up
COMPANY
NAME _______________________________
ADDRESS _______________________________
_______________________________
DATE _____________________________
PHONE _____________________________
Email _____________________________
BY_________________________________________________________
(Signature and Title of Officer of Company authorized to execute a contract)
PROPOSAL TO BE SUBMITTED IN DUPLICATE WHICH CAN BE ON A USB/FLASH STICK

SECTION V
GENERAL 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 ($1,000,000.00) 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 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.