Purchasing

Appointments
Vendors should make appointments before calling on the Purchasing Department in order to ensure availability of purchasing personnel. No assurance can be given to vendors who arrive unannounced. Vendors are requested to make purchasing their first point of contact. When appropriate, purchasing will arrange contacts with other departments. Unauthorized visits to departments are discouraged and may be counterproductive.

Appointments may be made by contacting the Purchasing Department at 856-825-7000, ext. 7228, Monday through Friday between 9 a.m. and 4 p.m.

Business Registration Certificate
All vendors who receive any payment from the City of Millville must supply us with a New Jersey Business Registration Certificate.

Methods for Procurement of IFBs, RFQs & RFPs
As an equal opportunity employer, the city encourages small- and minority-owned businesses to respond.

Request for Proposal (RFP)
Purchases between $5,400 and the statutory bid threshold ($36,000) will generally require a request of quotation (RFQ). The Purchasing Department will provide the forms to be submitted at the time and date specified. Purchasing will receive and award RFQs. Any RFQs received after the date and time specified will not be accepted. By returning our telephone calls and RFQs in a timely manner, you can assist us in responding quickly to the needs of all departments.

Invitation for Bid (IFB)
These are generally required for any commodity, service, or public improvement when cost exceeds the statutory bid threshold ($36,000) pursuant to N.J.S.A. 40A: 11-3, and must be submitted in accordance with the terms and conditions prescribed in the respective package.

For all IFBs, a vendor may write, email, or call for a package, which the Purchasing Department or Engineering Department will supply. All IFBs must be submitted on forms supplied by the city or check our website frequently. For packages that contain plans or detailed specifications, there may be a fee. Vendors are encouraged to read the The Daily Journal and the Press of Atlantic City for publications of "Notice to Bidders" for current IFB announcements. IFBs are publicly opened and read aloud at the date, time, and location specified. Vendors are invited to attend all openings. IFBs are available for inspection after bids have been opened.

Approval Process
Bids are tabulated and evaluated for the best price, compliance with bid specifications, financial responsibility, reputation of vendor, service availability, and other relevant considerations.

After analysis, a recommendation is submitted to the City Commission for award. All awards or rejections normally occur within a 30-day time frame, but in no case more than 60 days. Exception to this schedule would be in accordance with N.J.S.A. 40A: 11-24, which provides for extensions if parties are agreeable. The notification of award / rejection will be made in writing.