The Township of East Brunswick is seeking quotations for an Open Public Record Request Management System. The system should facilitate electronic maintenance and tracking of OPRA requests. Quotes are due by April 8, 2026, at 11:00 a. m. The process is a fair and open process in accordance with N. J. S. A. 19:44A-20. 4 et seq. Vendors must be experienced and reputable, with customer service available during regular business hours. The product must meet specific IT security requirements including multifactor authentication, encryption, and audit logs. Quotations will be evaluated based on the most advantageous price and other factors, including experience, technical expertise, and knowledge of the township. Insurance requirements include general liability, automobile liability, professional liability, and errors and omissions insurance. Vendors must provide proof of N. J. business registration and complete a W9 form. The contract term will be for two years with two one-year renewals, commencing on April 12, 2026.
The bid notice states that quotes must be received by the township's designated contact person by 11:00 a. m. prevailing time on April 8, 2026. Quotes received after this deadline will not be considered.
The contractor shall invoice the township's clerk's office annually for the services provided.
Quotations will be evaluated on the basis of the most advantageous, price and other factors considered. The evaluation will consider: experience, technical expertise, professional execution and reputation in the field; knowledge of the township of East Brunswick and the subject matter to be addressed under the contract; availability to accommodate any required meetings of the township and the ability to work well with the township; compensation proposal; other factors if demonstrated to be in the best interest of the township of East Brunswick; creative vision, display impact, appreciation and respect for the program.
The township seeks responses from experienced, professional, and reputable firms in the field. The product must support the township's IT security requirements.
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 **** 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.
The system must have the ability to disseminate requests to various departments and upload and store documents of various sizes and formats (PDF, Excel, Word, video, audio, paper, etc. ).
The solicitation of qualifications for any contract to be determined in excess of $17,500 is mentioned.
