|Department of Administration - Located on the 2nd Floor
Mary Anne Groh - Township Administrator
Bernadette Pomykala – Administrative Assistant
Vacant – Purchasing Assistant
Phone: (201) 664-4404 – Administrator
Phone: (201) 664-1734 – Purchasing
Fax: (201) 664-8281
Hours: 8:30 am -4:30 pm, closed for lunch 12:30 to 1:30 pm
The Town Administrator is responsible for the day-to-day administration of the Town. This person is in charge of all Township employees, is liaison between the Mayor and Council and all departments, boards and committees, and prepares ordinances and resolutions. She is also in charge of all purchasing.
As the Business Administrator, Ms. Groh's powers and duties are outlined in the Township of Washington Administrative Code and include, but are not limited to, the following:
Tree Removal Permit Application
- Assist the Mayor in the direction and supervision of the departments in such manner as the Mayor may require.
- Prepare and compile budget studies, analyses and schedules, and assist the Mayor in such manner as she shall require in the preparation of the annual municipal budget.
- Develop and administer the municipality's personnel program and the complete system of personnel records of municipal officers and employees.
- Prescribe and enforce rules and regulations for the efficient management of the municipal government, not inconsistent with the Charter and this code.
- Coordinate the operation and administration of the various departments, offices, boards and agencies of the municipal government.
- Maintain a continuing review and analysis of budget operations, work programs and costs of municipal services.
- Serve as the Purchasing Agent, administer the centralized purchasing system as set forth in the code and supervise municipal purchasing in accordance with applicable law.
- Supervise the administration of the State Uniform Construction Code Enforcing Agency and the State Uniform Construction Code Board of Appeals as established by ordinance.
The Business Administrator is responsible for procuring the goods and services required by staff to enable the Township to fulfil its mission of serving its residents while insuring compliance with all applicable New Jersey State procurement laws.
The Township employs various procurement methodologies in order to procure goods and services. These include, but are not limited to, Quotations, Bids, RFQ’s (request for qualifications), RFP’s (request for proposal), Competitive Contracting and quotes.
Bids are required for any commodity, service, or project when the cost exceeds the statutory bid threshold of $40,000, 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. Quotes are used for goods or services that are below the bid threshold, and an RFP is typically used for obtaining professional services and also for Competitive Contracting where other criteria beyond lowest price are considered.
All bid specifications are available at the Business Administrator’s office and may be available for download from the Township’s Website. The obtainment of a bid package is the sole responsibility of the vendor. Generally there is no charge for a set of specifications. However, if a bid package contains a set of plans there will be a charge as specified in the legal notice and if you wish it to be mailed you can supply us with either a UPS or Federal Express account number and we will send it to you at your cost. Vendors are encouraged to read the The Record, a publication of the North Jersey Media Group, for publications of "Notice to Bidders" for current bid announcements as well as the Township website. From time to time, the Township may issue addenda to bids, RFP’s and RFQ’s. These will be faxed to all vendors who have downloaded specifications for the respective bid and will be posted online as well. All interested vendors should check the website frequently during the bid process. It is the sole responsibility of the vendor to be familiar with any addenda related to a bid. Any vendor wishing to do business with the Township should review Current Terms and Conditions for Doing Business with the Township of Washington.
Bids are publicly opened and read aloud at the date, time and location specified in the legal notice. Vendors are invited to attend all openings. Bid packages 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 criteria. After analysis, a recommendation is submitted to the Township Council for award. All awards or rejections must occur within a sixty-day time frame. Any exception to this schedule would be in accordance with N.J.S.A. 40A: 11-24, which provides for extensions if parties are agreeable.
Notification of award/rejection will be made in writing.
NOTE: Any entity doing business with the Township of Washington must first comply with New Jersey's Business Registration requirements. Please visit the State's Division of Revenue for instructions and fax your Business Registration Certificate (BRC) to (201) 664-8281.
NOTE: Proposals requiring a Bid Deposit/Bid Bond must comply with N.J.S.A. 40A:11-21, and Bid Bonds shall be in the amount of 10% of the bid, but not to exceed $20,000. Bids that include bonds limiting liability to the difference between the bid and that of the next lowest bidder will be rejected.
Vendors wishing to meet with Township Staff must make an appointment before visiting to assure staff availability. No assurance of a meeting can be given to vendors who arrive unannounced. Unauthorized visits to departments are discouraged and may be counterproductive.