RFQ Notice: Open Public Record Request Management System

Agency:	Township of East Brunswick
State:	New Jersey
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services 541519 - Other Computer Related Services 541611 - Administrative Management and General Management Consulting Services
Posted Date:	Mar 24, 2026
Due Date:	Apr 8, 2026
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Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Township of East Brunswick

1 Civic Center Drive

East Brunswick, New Jersey 08816-1081

Phone: (732) 390-6850

Fax: (732) 238-8848

www.eastbrunswick.org

TOWNSHIP OF EAST BRUNSWICK

REQUEST FOR QUOTATIONS

OPEN PUBLIC RECORD REQUEST

MANAGEMENT SYSTEM

____________________________________

QUOTE DEADLINE DATE: APRIL 8, 2026 11:00 A.M.

FAIR AND OPEN PROCESS IN ACCORDANCE WITH

N.J.S.A. 19:44A-20.4 et seq.

ADVERTISED ON THE TOWNSHIP’S WEBSITE ON:

MARCH 24, 2026

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A. PROJECT BACKGROUND:

The Township of East Brunswick (“Township”) wishes to purchase an Open Public Record

Request Management System to facilitate the electronic maintenance and tracking of OPRA

requests for the Township. These requests are submitted to the Township’s Clerk’s Office and the

Police Department.

Quotes must be received by the Township’s Designated Contact Person, via email, mail, or hand

delivery, by 11:00 a.m. prevailing time on April 8, 2026. Quotes received after 11:00 a.m. on

the Deadline Date will not be considered.

Designated Contact Person:

Email: tlawful@eastbrunswick.org

Tamar Lawful, Municipal Clerk

Township of East Brunswick

1 Jean Walling Civic Center Drive

East Brunswick, NJ 08816-1081

It is the Contractor’s obligation to examine and familiarize themselves with all the requirements

of this Request for Quotation prior to submitting a proposal.

B. SCOPE OF WORK:

The Township is issuing this request for quotation via a fair and open process in accordance with N.J.S.A.

19:44A-20.4 et seq.

The Township seeks a public record request management system to electronically manage OPRA requests.

The solution should automatically and adequately maintain a list of all open and closed requests; properly

identify new and pending requests; have filter tool options; automatically calculate due dates; identify when

an extension is requested; have the ability to disseminate requests to various departments; upload and store

documents of various sizes and formats (pdf, excel, word, video, audio, paper, etc.). The system must have

redaction capability and the ability to allow administrative users to search for requests.

The system must be compliant with the New Jersey Open Public Records Act N.J.S.A. 47:1A-1 et seq.,

Daniel’s Law, and any other New Jersey law that governs access to public records.

C. QUALIFICATIONS:

The Township seeks responses from experienced, professional, and reputable firms in the field. Customer

service must be available during regular business hours at no additional cost to provide assistance should

the department encounter technical issues. The product must support the Township’s IT security

requirements as outlined below:

Security Requirements:

Multi-factor Authentication

Password Complexity

User Access Controls

Single Sign-on

(Azure Integration)

Encryption in Transit and at Rest

Document Retention

Comprehensive Audit Logs

Software as a service

(Cloud-based)

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D. FAIR AND OPEN CRITERIA:

STANDARDIZED SUBMISSION REQUIREMENTS & SELECTION CRITERIA

1. The solicitation of qualifications for any contract to be determined in excess of $17,500, and for

which a bid solicitation shall not be required under the Local Public Contracts Law shall be

advertised by the Township on the Township website at least ten (10) days prior to the date set for

the receipt of said quote. The published notice shall set forth a description of the requested goods

or services, the time, date and place that proposals must be submitted, the contact information for

obtaining a proposal document, and a statement that the proposals are being solicited through the

fair and open process, in accordance with N.J.S.A. 19:44A-20.4 et seq.

2. The Township shall review the responses to the request for quotes and appoint or award a contract

to a business entity for the goods or services advertised subsequent to such review. Contracts

awarded under this process shall be publicly announced and awarded. The resolution awarding the

contract shall state that the contract was awarded after a fair and open process and shall state the

number of responses received.

3. Contracts subject to the fair and open process delineated herein are subject to additional

Requirements and any other applicable laws including, but not limited to, the Local Public

Contracts Law.

E. SELECTION CRITERIA:

Quotations will be evaluated on the basis of the most advantageous, price and other factors considered. The

evaluation will consider:

a. Experience, technical expertise, professional execution and reputation in the field;

b. Knowledge of the Township of East Brunswick and the subject matter to be addressed under the

contract;

c. Availability to accommodate any required meetings of the Township and the ability to work well

with the Township;

d. Compensation proposal;

e. Other factors if demonstrated to be in the best interest of the Township of East Brunswick;

f. Creative vision, display impact, appreciation and respect for the program.

F. INSURANCE REQUIREMENTS:

1. Indemnification

The contractor agrees to indemnify and save harmless the Township, its officers, agents and employees,

hereinafter referred to as indemnitees, from all suits, including attorney’s fees and costs of litigation,

actions, loss damage, expense, cost of claims, of any character or on account of any act, claim or amount

arising or recovered under Worker’s Compensation law, or arising out of failure of the Contractor or those

acting under Contractor to conform to any statutes, ordinances, regulations, law or court decree. It is the

intent of the parties to this contract that the indemnities shall, in all instances, except for loss or damage

resulting from the sole negligence of the indemnitee, be indemnified against all liability, loss or damage of

any nature whatsoever.

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2. Insurance Requirements:

A. Worker’s Compensation and Employer’s Liability Insurance

This insurance shall be maintained in full force during the life of this contract by the contractor covering

all employees engaged in performance of this contract pursuant to N.J.S.A. 34:15-12(a) and N.J.A.C.

12:235-1.6. Minimum Employer’s Liability $1,000,000.00.

B. General Liability Insurance

This insurance shall have limits of not less than $3,000,000.00 any one person and $3,000,000.00 any

one accident for bodily injury and $3,000,000.00 aggregate for property damage and shall be

maintained in force during the life of the contract.

C. Automobile Liability Insurance

This insurance covering contractor for claims arising from owned, hired and non-owned vehicles with

limits of not less than $3,000,000.00 any one person and $3,000,000.00 any one accident for bodily

injury and $3,000,000.00 each accident for property damage, shall be maintained in force during the

life of this contract by the contractor.

D. Professional Liability/Malpractice Insurance Policy (if applicable)

Coverage in the amount of $2,000,000.00/occurrence, $4,000,000.00 aggregate and assurance that each

such policy for each staff member remains full and in effect while providing services for Township.

The contractor shall provide the Township with a Certificate of Insurance naming the Township of East

Brunswick as additionally insured, evidencing the existence of required insurance prior to the

commission of work. Rain Date shall also be shown on the description section of the Certificate of

Insurance. Said insurance must include coverage for complete operations, contractual insurance and

independent contractor or subcontractor insurance, where and if applicable.

E. Errors and Omissions Insurance

a. The contractor shall purchase and maintain during the entire period of this contract, errors and

omissions insurance that shall protect the contractor and the Township from any and all claims

that may arise out of or result from the contractor’s performance of this contract. Specifically,

the errors and omissions insurance shall have limits of not less than $2,000,000.00 dollars per

occurrence and $4,000,000.00 dollars in the aggregate.

b. Certificates of the Required Insurance

Certificates as listed above shall be submitted along with the contract as evidence covering

Errors and Omissions insurance. Such coverage shall be with acceptable insurance companies

operating on an admitted basis in the State of New Jersey.

The contractor shall provide the Township with a Certificate of Insurance naming the

Township, its employees, officers, and agents as additionally insured, and evidencing the

existence of required insurance prior to the commission of work.

The Township will not accept Mutual Limitation of Liability terms.

Page 4 of 10

F. OTHER REQUIREMENTS:

Proof of N.J. Business Registration Certificate N.J.S.A. 52:32-44

Pursuant to N.J.S.A. 52:32-44, the Township is prohibited from entering into a contract with an entity unless

the bidder/respondent/contractor, and each subcontractor that is required by law to be named in a

bid/proposal/contract has a valid Business Registration Certificate on file with the Division of Revenue and

Enterprise Services within the Department of the Treasury.

Prior to contract award or authorization, the contractor shall provide the Contracting Agency with its proof

of business registration and that of any named subcontractor(s).

Subcontractors named in a bid or proposal shall provide proof of business registration to the bidder, who in

turn, shall provide it to the Contracting Agency prior to the time of contract, purchase order, or other

contracting document is awarded or authorized.

During the course of contract performance:

(1) The contractor shall not enter into a contract with a subcontractor unless the subcontractor first

provides the contractor with a valid proof of business registration.

(2) The contractor shall maintain and submit to the Contracting Agency a list of subcontractors and

their addresses that may be updated from time to time.

(3) The contractor and any subcontractor providing goods or performing services under the

contract, and each of their affiliates, shall collect and remit to the Director of the Division of

Taxation in the

Department of Treasury, the use tax due pursuant to the Sales and Use Tax Act, (N.J.S.A. 54:32B-

1 et seq.) on all sales of tangible personal property delivered in the State. Any questions in this

regard can be directed to the Division of Taxation at (609) 292-6400. Form NJ-REG can be filed

online at www.state.nj.us/treasury/revenue/busregcert.shtml.

Before final payment is made under the contract, the contractor shall submit to the Contracting Agency a

complete and accurate list of all subcontractors used and their addresses. Pursuant to N.J.S.A. 54:49-4.1, a

business organization that fails to provide a copy of a business registration as required, or that provides

false business registration information, shall be liable for a penalty of $25.00 for each day of violation, not

to exceed $50,000, for each proof of business registration not properly provided under a contract with a

contracting agency.

1. Form W-9 [Please submit]

Successful contractor shall complete W-9 Form and submit it to the Municipal Clerk prior to contract award.

The form is available at the following link: www.irs.gov/pub/irs-pdf/fw9.pdf

1. For Quotations in Excess of $17,500 Certification Of Political Contributions - Pay to Play –

Notice of Disclosure Requirement

Township Ordinance No. 06-13 Establishing Restrictions on the Award of Contracts to Professional Entities

and Certain Other Entities Who Make Certain Political Contributions, and pursuant to Section 3 (a) thereof,

requires that Respondents that provide quotations in excess of $17,500 confirm that they have not made

any contributions in violation of Section 1 of Ordinance No. 06-13.

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This page summarizes the opportunity, including an overview and a preview of the attached documents.

RFQ Notice: Open Public Record Request Management System

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See Also

Bid Title:	RFQ Notice: Open Public Record Request Management System
Category:	Request for Quotes
Status:	Open