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RESOLUTION AUTHORIZING AN INCREASE IN THE APPROPRIATION UNDER THE CONTRACT WITH DOOR WORKS, INC., FOR REPAIR, REPLACEMENT, AND NEW INSTALLATION OF OVERHEAD DOORS, DOOR MOTORS, AND ROLLING GATE MOTORS FOR VARIOUS COUNTY DEPARTMENTS, SB-25-047, PURSUANT TO N.J.A.C. 5:30-11.3 ET SEQ.
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WHEREAS, the County of Passaic (hereafter “County”) is a government body incorporated pursuant to N.J.S.A. 40:18-1, et seq. and vested with all rights contained therein; and
WHEREAS, pursuant to N.J.S.A. 40:20-1 the Board of County Commissioners for the County of Passaic (hereafter “Board”) are vested with decision making powers on behalf of the County; and
WHEREAS, pursuant to N.J.S.A. 40:11-4, et seq., every contract awarded by the County, for the provision or performance of any goods or services, the cost of which in the aggregate exceeds the bid threshold, shall be awarded only by resolution of the Board to the lowest responsible bidder after public advertising for bid and bidding thereof; and
WHEREAS, on March 31, 2025, the County’s Purchasing Agent issued SB-25-047 seeking a pool of qualified vendors for the repair, replacement, and new installation of overhead doors, door motors, and rolling gate motors (hereafter “SB-25-047”), in compliance with N.J.S.A. 40A:11-4, et seq.; and
WHEREAS, the County received bids for SB-25-047 on April 10, 2025 and the lowest responsible bidder to SB-25-047 was Door Works, Inc; and
WHEREAS, on May 13, 2025, the Board passed Resolution No. R-25-430, authorizing an award of contract to Door Works, Inc., for the repair, replacement, and new installation of overhead doors, door motors, and rolling gate motors for various County Departments for a two-year term beginning on June 1, 2025, through May 31, 2027, in an amount not to exceed one hundred thousand dollars ($100,000.00) for a two (2) year period, in accordance with its response to SB-25-047; and
WHEREAS, pursuant to N.J.A.C. 5:30-11.3, et seq. the Board can authorize change orders pursuant to the conditions as set forth therein for work performed, services rendered, materials, supplies or equipment delivered or provided shall be authorized, permitted, or accepted except by the procedures established therein; and
WHEREAS, due to unforeseen expenses associated with repairs and maintenance that occurred at various County facilities during the contract period, the Superintendent of Buildings & Grounds is seeking authorization for an additional appropriation for the contract with Door Works Inc. under SB-25-047, in an amount not to exceed one hundred twenty thousand dollars ($120,000.00), which will result in an increase of the original contract to two hundred twenty thousand dollars ($220,000.00) over the two year term.
WHEREAS, this proposed increase in appropriation will result in the net sum of change orders for this project to be in excess of the 20% limit for change orders which is permitted pursuant to N.J.A.C 5:30-11. 3 et seq.; and
WHEREAS, pursuant to N.J.A.C. 5:30-11.9 change orders in excess of 20% are permitted as long as the following is present:
1. a written certification by the contractor containing the following:
i. an explanation of the factual circumstances which necessitate issuance of the change order;
ii. a statement indicating why these circumstances could not have been foreseen;
iii. a statement indicating why issuance of the change order would be in the best interests of the County and would not constitute an abuse of these rules;
iv. if the nature of the change order is technical, the certification shall include a certified statement from contractor’s appropriate expert, explaining in detail the factual circumstances which necessitate the issuance of the change order;
2. a request from the chief executive officer, in this case the County Administrator, or his designee, to the governing body requesting the change order and explaining why this change order may be allowed pursuant to this provision; and
WHEREAS, the CEO of Door Works, Inc., submitted a letter to the County Administrator dated July 1, 2026, requesting the adoption of the increase, copies of which are attached hereto and made a part hereof; and
WHEREAS, this proposed increase will bring the contract above the 20% threshold generally not permitted but is being considered because it would be impractical to award a new contract for this additional work; and
WHEREAS, funds are available in Account No. 6-01-20-112-001-219 or any other account that may be deemed appropriate by the Chief Financial Officer or his designee, and the availability of funds has been contingently certified by the Chief Financial Officer subject to sufficient funds being appropriated by the Board in the 2026 and/or subsequent years’ County budget (s), which is attached to and made part of this Resolution; and
WHEREAS, this matter was discussed at the July 14, 2026, meeting of the Public Works Committee and is being recommended to the Board for approval.
NOW, THEREFORE, LET IT BE RESOLVED, pursuant to N.J.A.C. 5:30-11.10, that the Board of County Commissioners of the County of Passaic authorizes the increase in appropriation for the contract with Door Works, Inc., under SB-25-047 in an amount not to exceed one hundred twenty thousand dollars ($120,000.00), which will result in an increase of the original contract to two hundred twenty thousand dollars ($220,000.00) over the two year term.
LET IT BE FURTHER RESOLVED, that in accordance with N.J.A.C. 5:30-11.9, the Board of County Commissioners of the County of Passaic authorizes a written amendatory contract covering the changes to the project described herein.
LET IT BE FURTHER RESOLVED, the Clerk to the Board shall publish on the Public Notices page of the County’s website, a brief notice stating the additional amount to be expended, the original contract price, the nature of the original and additional work authorized by the within resolution and why it is necessary to expend the additional funds and maintain a copy of the resolution on file and available for public inspection in the Office of the Clerk of the Board.
LET IT BE FURTHER RESOLVED, that the said Clerk to the Board shall report this action to the Division of Local Government Affairs of the Department of Community Affairs of the State of New Jersey in its annual audit.
LET IT BE FURTHER RESOLVED, that the Clerk of the Board, County Counsel, and Director of the Board are authorized to execute the contracts and take any other steps necessary to carry out the purpose of this resolution.
ZMQ July 14, 2026