RESOLUTION AUTHORIZING CHANGE ORDER NO. 1 TO T.F.S., INC., D/B/A UNITED FEDERATED SYSTEMS, FOR THE INSPECTION, REPAIR, AND MONITORING OF SECURITY SYSTEMS AT COUNTY INSTITUTIONS, PER BID SB-24-018, PURSUANT TO N.J.A.C. 5:30-11.3 ET SEQ.

title RESOLUTION AUTHORIZING CHANGE ORDER NO. 1 TO T.F.S., INC., D/B/A UNITED FEDERATED SYSTEMS, FOR THE INSPECTION, REPAIR, AND MONITORING OF SECURITY SYSTEMS AT COUNTY INSTITUTIONS, PER BID SB-24-018, PURSUANT TO N.J.A.C. 5:30-11.3 ET SEQ. body 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 of the County of Passaic (hereafter "Board") is vested with decision making powers on behalf of the County; and WHEREAS, pursuant to N.J.S.A. 40A: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 bids and bidding thereof; and WHEREAS, on December 1, 2023, the Purchasing Agent issued SB-24-018, Inspection, Repairing and Monitoring of County Security Systems Including Burglar Alarms, Fire and CCTV Systems (hereafter "SB-24-018"), in compliance with N.J.S.A. 40A:11-4, et seq., that solicited competitive pricing for inspection, repair, and monitoring services of security systems at various County institutions; and WHEREAS, on February 2, 2024, the Board passed Resolution No. R-24-0047, authorizing an award of contract to T.F.S., Inc., d/b/a United Federated Systems, the lowest responsible bidder under SB-24-018, for a term commencing April 1, 2024 and expiring March 31, 2026, in an amount not to exceed one hundred thousand dollars ($100,000.00) per year; 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, the Superintendent of Buildings & Grounds is recommending that Change Order No. 1 be authorized to T.F.S., Inc., d/b/a United Federated Systems, for a net addition to the contract for the Project in the amount of one hundred thousand dollars ($100,000.00), to provide additional fire and security systems testing and inspection services required as part of projects undertaken by other departments and unforeseen at the time the bid specifications for SB-24-018 were drafted, which will result in an increase of the original contract to three hundred thousand dollars ($300,000.00) over the two year term; and WHEREAS, this proposed Change Order No. 1 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 T.F.S., Inc., d/b/a United Federated Systems submitted a letter to the County Administrator dated October 6, 2025, requesting the adoption of Change Order No. 1, copies of which are attached hereto and made a part hereof; and WHEREAS, the Passaic County Administrator has filed a letter with the Board dated October 31, 2025 requesting that the Board review this matter and consider adopting this Change Order a copy of which is attached hereto and made a part hereof; and WHEREAS, this proposed change order 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. 5-01-20-112-001-219 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 2025 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 November 5, 2025 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. 5:30-11.3, et seq., the Board of County Commissioners of the County of Passaic approves Change Order No. 1 in the amount of one hundred thousand dollars ($100,000.00) to T.F.S., Inc., d/b/a United Federated Systems, for the Inspection, Repairing and Monitoring of County Security Systems Including Burglar Alarms, Fire and CCTV Systems, with a new contract amount, as a result of the increase, in the amount of three hundred thousand dollars ($300,000.00) over the two-year term, as recommended by the Superintendent of Buildings & Grounds. 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 of the Board shall print, in the official newspaper, 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, Superintendent of Buildings & Grounds, and Director of Board of County Commissioners are authorized to execute any necessary forms and documents to carry out the purpose of this Resolution. KJB November 17, 2025