August 18, 2019
10:57 AM

Division of Purchasing  
Frequently Asked Questions  

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What steps do I need to take in order to conduct business with the City of Trenton?

Your first step in conducting business with the City of Trenton is to file either a Standard Bidder's' Application through the following City Hall Division: Division of Purchasing, City Hall Annex, 319 East State Street, Trenton, NJ 08608, Phone: (609)989-3135, Fax: (609)989-4260.

After I complete and send in my application, what happens next?

Your application is filed in the Division of Purchasing's computer database according to the product or service your company provides. From this database, you, along with other vendors who provide the same product or service, will be selected randomly to provide quotations and/or receive specifications for formal bids.

What are quotations?

The Division of Purchasing receives requests from other divisions of the City who needs products or services. If the estimated cost for these products or services is estimated to be between $4,350 and $17,500 the City receives quotations from vendors. The lowest bidder meeting our requirements for the product or service is then awarded a Purchase Order.

What are formal bids?

When requests are received from the various City divisions, and the estimated cost of the products(s) or service(s) requested is $29,000.00 or more, the City is required by New Jersey Local Public Contract law to seek a formal bid by advertising the bid in a local newspaper. The formal bid process is much more detailed than quotations, requiring a number of forms, which need to be completed and submitted with your bid.

What are Requests For Proposals (RFPs)?

When goods or services are estimated to be between $17,500 and $29,000, they are subject to pay to play requirements. The Purchasing Division places a notice on the City's web site requesting proposals (RFPs) for the goods or services. Interested companies/ vendors can request the proposal via email, phone or fax. The award is made by resolution based on established criteria for evaluating.

If I have a question on how to complete any of the above solicitation processes, who can I call?

The Division of Purchasing is always available to answer any questions that may arise. Below are phone numbers you may want to keep handy: • Purchasing Staff (609) 989-3135 • Affirmative Action-Contract Compliance Office (609) 989-3108. When can I make a delivery of my product or service. You will receive a City of Trenton Purchase Order. This purchase order is your AUTHORIZATION to deliver the product or service.

What about payment?

When you receive your Purchase Order, you will also receive a voucher. Once you deliver the product or service, sign the voucher and return it to the "BILL TO" address on the Purchase Order. If there is no "BILL TO" address, send voucher to "SHIP TO" address.

How long will it take after I send in my voucher to get paid?

Generally, you should receive a check in 2 to 3 weeks after you send in your voucher.

What types of products or services does the City of Trenton utilize?

The City uses a wide range of products and services which can be found on the Bidders/LBE application form. Below is a list of some contracts, which the City bids annually:

Janitorial Services, Uniforms and Shoes, Paper Goods (paper towels, toilet tissue), Security Guard Services, Dog and Cat Food, Printing Office Supplies, Tire Repair, Vehicles, Medical Supplies, Engineering Services, Architectural Services, Auto Parts

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