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Housing Authority of the Township of Woodbridge800B Bunns Lane, Woodbridge, NJ 07095-1726Phone: (732) 634-2750Fax:(732) 634-8421Donna Brightman, Executive DirectorRequest for BidsFor:Telecommunications Service Providerfor theWOODBRIDGE HOUSING AUTHORITYAugust 2021Sealed Bids due no later than 10:00 AM on Tuesday, August 24, 2021
Welcome to theWoodbridge Housing AuthorityIn 1937 Congress passed the US Housing Act to “alleviate unemployment and to remedy unsafeand unsanitary housing conditions and the acute shortage of decent, safe and sanitary dwellingfor families of low income.” The legislation was designed to encourage construction, createemployment opportunities, and provide shelter for low-income families and clear sub-standardhousing. Emphasizing local control of its programs, the Housing Act provided for housing inwhich rents would relate to the tenant’s ability to pay.The Housing Authority of the Township of Woodbridge, New Jersey, was created October 14,1949. The Township Ordinance creating the Authority was adopted August 16, 1949.The Authority is composed of 565 Project Based Vouchers across 6 sites located throughoutWoodbridge Township and 405 units of Section 8 housing.The purpose of the Woodbridge Housing Authority is to create and maintain safe, decent andsanitary housing for those individuals of low to moderate income.Mission StatementIt is the mission of the Woodbridge Housing Authority to: Provide affordable, decent, safe and sanitary housing through the maintenance of our existingunits and the development of new units; Create an environment which enables residents to live responsibly and with dignity; Support residents in their effort to achieve self-sufficiency; Honor public commitments in a fiscally and ethically responsible manner; Create and maintain public confidence in the Authority’s operations and staff; Ensure that the facilities owned and managed by the WHA are marketable in the communityand are appealing to residents; Enable the WHA staff to improve their performance through appropriate vision, education,training and career development; Maintain a level of communications between employees, referral agencies, residents and thegeneral public to provide up-to-date and responsive service to the public served by the WHA; Establish performance goals that meet or exceed industry standards and that optimize theuse of available resources to achieve its performance objectives; and Assist the city, state and national governments in identifying and addressing housing needs.2
Table of ContentsSPECIFICATIONSI.Introduction . 4II.Term of Contract . 4III.Specifications . . 4IV.Pre-Bid Meeting. . 6V.Compensation . 6VI.Selection Process . . 6VII.Submission Requirements/Instructions to Bidders . 7Public Notice-Request for Proposals . 8Mandatory Affirmative Action Language . 9Americans with Disabilities Act of 1990 Language . 10Business Registration Certificate Information 11FORMS REQUIRING SIGNATURESAffirmative Action Compliance Notice 12Stockholder Disclosure Certification 13Non-Collusion Affidavit . 14ADDITIONAL INFORMATIONAppendix A-List Of Locations 15Appendix B-Sample Agreement . 183
REQUEST FOR PROPOSALSHOUSING AUTHORITY OF THE TOWNSHIP OF WOODBRIDGELocal and Long Distance Telephone ServiceI.INTRODUCTIONThe Housing Authority of the Township of Woodbridge (WHA) will accept sealed proposals fromexperienced telecommunications service providers to provide local and long distance telephoneservice for approximately 81 phone numbers in 7 locations throughout Woodbridge Township(see Appendix A).It is the desire of the WHA to acquire a single service provider for all if its locations, and totransfer all landlines to VOIP in order to connect all remote offices in a single phone system witha high level of reliability and functionality. Internet service will not be part of this solicitation.This request is general in nature and questions are encouraged. Please send all questions inwriting only to CS@WoodbridgeHousingAuthority.org.This RFP is part of a competitive procurement process which helps to serve the WHA’s bestinterests. It also provides offerors with a fair opportunity for their services to be considered.Offerors are encouraged to recommend a creative solution that will meet or exceed the WHA’srequirements. Preference will be given to the offeror that provides a comprehensive, costeffective solution for current specifications, future capacity requirements, and ongoing serviceand support. Ease of operations, management and support of the new phone system will be acritical factor in selecting a vendor.II.TERM OF CONTRACTIf awarded, the contract(s) resulting from this Request for Proposals (RFP) shall be executed for aperiod of three (3) years, subject to the annual availability of funds. The contract may be extendedone additional two-year period provided that all terms remain the same and both parties are inagreement. In no way shall the contract exceed five (5) years. The commencement date of thecontract will be within thirty (30) days of the award of the contract.III.SPECIFICATIONSA. Scope of Services The scope of services shall include the smooth transition of thecurrent telephone service to the successful bidder. It is the bidder’s responsibility toevaluate the WHA’s current conditions, setup, phone/fax lines, dedicated circuits, etc.,to ensure a successful, smooth and uninterrupted transition. The Contractor shall beresponsible for all licenses, fees, and permits (if required) for the performance of thecontract resulting from this RFP. All existing equipment is to be utilized whereverpossible. The scope of services should include, but may not be limited to, thefollowing:1. Local/long distance service for all phone numbers listed in Appendix A. No phonenumbers are to change.4
2. Repair services within 48 hours.3. Emergency repair and/or installation within two (2) hours for situations which effect thehealth and welfare of the WHA’s tenants as deemed necessary by the WHA (such aselevator and alarm system lines, for example).4. New Installation (when needed during the life of the contract): New service must beequivalent (or better) in performance to WHA’s existing service and shall be equivalent(or lower) in price per current line, circuit, etc.5. Direct contact with a dedicated service manager to respond to questions andproblems, assist in the preparation of new service orders and resolve billing and relatedissues.6. Consolidated, easy to read billing. The successful bidder shall submit monthly bills tothe WHA listing all phone numbers, circuits, etc. and their costs (please see bid proposalform).7. The completion of all paperwork, if necessary, to transfer service.8. Caller ID, voicemail, conferencing, unified messaging, integrated fax service, systemadministration.B. Current Services The WHA currently utilizes Verizon Business VOIP services for itslocal and long distance telephone service at the administrative offices, Verizon for landlines and Comcast for internet service (see Appendix A). The WHA owns all of theequipment currently in use to provide the above services. Additional equipment neededto perform the proposed services shall be outlined in the proposal to be evaluatedaccordingly. The WHA shall not be held accountable for current services not listed in thissection.C. History of Usage Upon request, the WHA shall provide offerors with necessaryinformation.D. Other Requirements.Agreement Provisions shall be characterized as noted below:1.The bidder shall not charge any termination liability fees to the WHA shouldlong distance services be changed from the bidder to another contractor atthe conclusion of the Agreement period.2.The bidder shall not establish minimum calling volumes on a “per-line” orany other basis.3.The bidder shall not include any provisions that automatically renew anagreement resulting from this solicitation.4.If the WHA is changed to a different long distance rate plan with the bidder,there shall be no termination liability or other charge related to the formerlong distance billing plan.5.The bidder shall conform to all requirements of the FederalCommunications Commission, including support for number portability.6.The telephone numbers currently assigned to the WHA shall not bechanged without the consent of the WHA.7.The WHA shall not be assessed a fee for porting a current telephonenumber to another LEC as a result of this solicitation.8.The WHA shall not be assessed a termination liability fee for disconnectingor discontinuing any service ordered under this solicitation if the service is5
9.disconnected or discontinued based upon the expiration of an Agreementresulting from this solicitation.The firm must be certified by the state’s public utility commission as a localexchange carrier. For the purpose of this section of the specifications, theterm “local exchange carrier or LEC” shall be expansive and includeincumbent, competitive, and independent local exchange carriers.WHA Responsibilities WHA shall provide the contractor appropriate access to the buildings toinstall and maintain equipment and provide service repairs.IV.PRE-BID MEETING Pre-bid meetings will be by appointment only. Please contactChristina Smolder via email to CS@WoodbridgeHousingAuthority.org to schedule anappointment. Pre-bid meetings are not mandatory.V. COMPENSATION The WHA shall be billed monthly for all services and shall make allefforts to pay the entire undisputed balance within 30 days of the billing date stated on theinvoice. No late fees or interest shall be charged to the WHA for invoices paid within 60 days ofthe billing date.VI.SELECTION PROCESSThe contract will be evaluated by an evaluation committee who will recommend an award ofcontract to the firm submitting the proposal which is most advantageous to the WHA consideringprice and other criteria as determined by the WHA in accordance with section X below.The RFP responses must be organized according to the format provided below. Failure tofollow this format or omission of information responsive to these requirements may, in WHA’ssole and absolute discretion, result in disqualification of the Respondent from the RFQ process.All submissions will be evaluated based on evaluation criteria in accordance with the pointvalues as listed below. The WHA’s evaluation committee will determine a competitive rangebased on the evaluation criteria and point system. The respondent that receives the highestscore will be awarded the contract.All submissions will be initially reviewed to determine compliance with the SubmissionRequirements specified within this solicitation. Submissions which do not comply with theserequirements may be rejected without further review.EVALUATION PROCESS-COMPETITIVE PROPOSAL EVALUATION SYSTEMAll proposals will be evaluated in accordance with the following factors and requirements:A. Company History/Experience – 30 Points. Please list other clients in this sectionincluding contact information, size, government or private, etc. Include names and phonenumbers of contacts.B. Method of Operation-40 points. Describe in detail the proposed plan for transferringservice. Provide a detailed description of the system’s capabilities (auto attendant,remote voicemail, features, capacities, etc.). Include a description of the new equipmentto be installed and space requirements, if any. Describe in this section why the WHAshould select your company and system compared to others.6
C. Cost-30 points. Please indicate the cost for all services applicable to this proposal.Include the expected monthly telephone bill for all services, the cost(s) for potentialunexpected services such as an hourly rate for technician when needed, costs forproposed new equipment, if any, high speed internet access, etc.VII.SUBMISSION REQUIREMENTS/Instructions to BiddersInterested firms shall submit one original copy of their proposals to Christina Smolder,Purchasing Coordinator, Woodbridge Housing Authority, 800B Bunns Lane, Woodbridge, NJ07095 no later than 10:00 AM prevailing time on Tuesday, August 24, 2021 by mail or delivery.The proposals must be sealed in an envelope clearly marked “Local and Long DistanceTelephone Service-Do not open before 8/24/21 at 10:00 AM” with the Respondent’s name,address and telephone number.The proposal must include:1.2.3.4.Detailed explanations of evaluation factors A-C under section VI above.A signed Stockholder Disclosure Certification (attached herein).A signed Non-Collusion Affidavit (Attached herein).A Business Registration Certificate.7
REQUEST FOR PROPOSALSPUBLIC NOTICEHousing Authority of the Township of WoodbridgeLOCAL AND LONG DISTANCE VOIP TELEPHONE SERVICEPUBLIC NOTICE is hereby given that sealed Proposals will be received by the HousingAuthority of the Township of Woodbridge (hereinafter called WHA), in the County of Middlesex,State of New Jersey, at the Administrative office of WHA, located at 800B Bunns Lane, onTuesday, August 24, 2021 at 10:00 AM prevailing time for the purpose of establishing a threeyear service contract with a phone company to provide local and long distance VOIP telephoneservice to the authority’s 7 locations. The WHA reserves the right to waive any informalities inproposals and to reject any and all proposals if it is in the best interest of the WHA to do so.The RFP is available for at www.WoodbridgeHousingAuthority.org (follow link to biddingopportunities). All sealed proposals are due to be submitted as set forth in the RFP no laterthan 8/24/21 at 10:00 AM. All late arrivals will be disqualified.Bidders must be authorized to do business in New Jersey. Any Bidder which is a corporationnot chartered under the laws of the State of New Jersey must submit an affidavit certifying thatsaid corporation is authorized to do business in the State of New Jersey.Bidders are required to comply with the requirements of Public Law 1975, c.127 which pertainsto “Non-Discrimination” and “Affirmative Actions”, and Public Law 1977, c.33, which requires aStatement of Corporate Ownership.Advertised: Home News – 7/29/218
N.J.S.A. 10:5-31 and N.J.A.C. 17:27(MANDATORY AFFIRMATIVE ACTION LANGUAGE)(MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE)Goods, Professional Service and General Service ContractsDuring the performance of this contract, the contractor agrees as follows:The contractor or subcontractor, where applicable, will not discriminate against any employee or applicant for employmentbecause of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation or sex. Except withrespect to affectional or sexual orientation, the contractor will take affirmative action to ensure that such applicants arerecruited and employed, and that employees are treated during employment, without regard to their age, race, creed, color,national origin, ancestry, marital status, affectional or sexual orientation or sex. Such action shall include, but not be limited tothe following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination;rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to postin conspicuous places, available to employees and applicants for employment, notices to be provided by the public agencycompliance officer setting for the provisions of this nondiscrimination clause.The contractor or subcontractor, where applicable will, in all solicitations or advertisements for employees placed by or onbehalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age,race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation or sex.The contractor or subcontractor, where applicable, will send to each labor union or representative or workers with which it hasa collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer,advising the labor union or workers' representative of the contractor's commitments under this act and shall post copies of thenotice in conspicuous places available to employees and applicants for employment.The contractor or subcontractor, where applicable, agrees to comply with any regulations promulgated by the Treasurerpursuant to N.J.S.A. 10:5-31 et seq., as amended and supplemented from time to time and the Americans with Disabilities Act.The contractor or subcontractor agrees to make good faith efforts to employ minority and women workers consistent with theapplicable county employment goals established in accordance with N.J.A.C. 17:27-5.2 or a binding determination of theapplicable county employment goals determined by the Division, pursuant to N.J.A.C. 17:27-5.2.The contractor or subcontractor agrees to inform in writing its appropriate recruitment agencies including, but not limited to,employment agencies, placement bureaus, colleges, universities, labor unions, that it does not discriminate on the basis of age,,creed, color, national origin, ancestry, marital status, affectional or sexual orientation or sex, and that it will discontinue the useof any recruitment agency which engages in direct or indirect discriminatory practices.The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to assure that all personnel testingconforms with the principles of job-related testing, as established by the statutes and court decisions of the State of New Jersey and asestablished by applicable Federal law and applicable Federal court decisions.In conforming with the applicable employment goals, the contractor or subcontractor agrees to review all procedures relating totransfer, upgrading, downgrading and layoff to ensure that all such actions are taken without regard to age, creed, color, nationalorigin, ancestry, marital status, affectional or sexual orientation or sex, consistent with the statutes and court decisions of the State ofNew Jersey, and applicable Federal law and applicable Federal court decisions.The contractor and its subcontractors shall furnish such reports or other documents to the Division of Contract Compliance and EEOas may be requested by the office from time to time in order to carry out the purposes of these regulations, and public agencies shallfurnish such information as may be requested by the Division of Contract Compliance & EEO for conducting a complianceinvestigation pursuant to Subchapter 10 of the Administrative Code at N.J.A.C. 17:27.9
AMERICANS WITH DISABILITIES ACT OF 1990Equal Opportunity for Individuals with DisabilityThe contractor and the Housing Authority of the Township of Woodbridge, (hereafter “owner”) do herebyagree that the provisions of Title 11 of the Americans With Disabilities Act of 1990 (the "Act") (42U.S.C. S121 01 et seq.), which prohibits discrimination on the basis of disability by public entities in allservices, programs, and activities provided or made available by public entities, and the rules andregulations promulgated pursuant there unto, are made a part of this contract. In providing any aid,benefit, or service on behalf of the owner pursuant to this contract, the contractor agrees that theperformance shall be in strict compliance with the Act. In the event that the contractor, its agents,servants, employees, or subcontractors violate or are alleged to have violated the Act during theperformance of this contract, the contractor shall defend the owner in any action or administrativeproceeding commenced pursuant to this Act. The contractor shall indemnify, protect, and save harmlessthe owner, its agents, servants, and employees from and against any and all suits, claims, losses, demands,or damages, of whatever kind or nature arising out of or claimed to arise out of the alleged violation. Thecontractor shall, at its own expense, appear, defend, and pay any and all charges for legal services and anyand all costs and other expenses arising from such action or administrative proceeding or incurred inconnection therewith. In any and all complaints brought pursuant to the owner’s grievance procedure, thecontractor agrees to abide by any decision of the owner which is rendered pursuant to said grievanceprocedure. If any action or administrative proceeding results in an award of damages against the owner, orif the owner incurs any expense to cure a violation of the ADA which has been brought pursuant to itsgrievance procedure, the contractor shall satisfy and discharge the same at its own expense.The owner shall, as soon as practicable after a claim has been made against it, give written notice thereofto the contractor along with full and complete particulars of the claim, If any action or administrativeproceeding is brought against the owner or any of its agents, servants, and employees, the owner shallexpeditiously forward or have forwarded to the contractor every demand, complaint, notice, summons,pleading, or other process received by the owner or its representatives.It is expressly agreed and understood that any approval by the owner of the services provided by thecontractor pursuant to this contract will not relieve the contractor of the obligation to comply with the Actand to defend, indemnify, protect, and save harmless the owner pursuant to this paragraph.It is further agreed and understood that the owner assumes no obligation to indemnify or save harmlessthe contractor, its agents, servants, employees and subcontractors for any claim which may arise out oftheir performance of this Agreement. Furthermore, the contractor expressly understands and agrees thatthe provisions of this indemnification clause shall in no way limit the contractor’s obligations assumed inthis Agreement, nor shall they be construed to relieve the contractor from any liability, nor preclude theowner from taking any other actions available to it under any other provisions of the Agreement orotherwise at law.10
BUSINESS REGISTRATION CERTIFICATEContractor must provide State Division of Revenue issued Business Registration Certificatewith the bid submission.FAILURE TO SUBMIT YOUR BUSINESS REGISTRATION CERTIFICATEBEFORE CONTRACT AWARD WILL RESULT IN THE DISQUALIFICATIONOF YOUR BID!11
AFFIRMATIVE ACTION COMPLIANCE NOTICEN.J.S.A. 10:5-31 and N.J.A.C. 17:27GOODS AND SERVICES CONTRACTS (INCLUDING PROFESSIONAL SERVICES)This form is a summary of the successful bidder’s requirement to comply with the requirements ofN.J.S.A. 10:5-31 and N.J.A.C. 17:27.The successful bidder shall submit to the public agency, after notification of award but prior to executionof this contract, one of the following three documents as forms of evidence:a. A photocopy of a valid letter that the contractor is operating under an existingFederally approved or sanctioned affirmative action program (good for one yearfrom the date of the letter);ORb. A photocopy of a Certificate of Employee Information Report approval, issued inaccordance with N.J.A.C. 17:27-4;ORc. A photocopy of an Employee Information Report (Form AA302) provided by theDivision and distributed to the public agency to be completed by the contractor inaccordance with N.J.A.C. 17:27-4.The successful vendor may obtain the Affirmative Action Employee Information Report (AA302) fromthe contracting unit during normal business hours.The successful vendor(s) must submit the copies of the AA302 Report to the Division of ContractCompliance and Equal Employment Opportunity in Public Contracts (Division). The Public Agencycopy is submitted to the public agency, and the vendor copy is retained by the vendor.The undersigned vendor certifies that he/she is aware of the commitment to comply with the requirementsof N.J.S.A. 10:5-31 and N.J.A.C. 17:27 and agrees to furnish the required forms of evidence.The undersigned vendor further understands that his/her bid shall be rejected as non-responsive if saidcontractor fails to comply with the requirements of N.J.S.A. 10:5-31 and N.J.A.C. 17:27.COMPANY:SIGNATURE:PRINT NAME: TITLE: DATE:12
STOCKHOLDER DISCLOSURE CERTIFICATIONThis Statement Shall Be Included with Bid SubmissionName of Business I certify that the list below contains the names and home addresses of all stockholders holding10% or more of the issued and outstanding stock of the undersigned.ORI certify that no one stockholder owns 10% or more of the issued and outstanding stock of theundersigned.Check the box that represents the type of business organization: Partnership Limited Liability Corporation Limited Partnership Limited Liability Partnership Corporation Sole Proprietorship Subchapter S CorporationSign and notarize the form below, and, if necessary, complete the stockholder list below.Stockholders:Name:Name:Home Address:Home Address:Name:Name:Home Address:Home Address:Subscribed and sworn before me this day of, 2 .(Affiant)(Notary Public)My Commission expires:(Print name & title of affiant)(Corporate Seal)13
NON-COLLUSION AFFIDAVITState of New JerseyCounty of MiddlesexI, residing in(name of affiant)(name of municipality)in the County of and State of of full age,being duly sworn according to law on my oath depose and say that:I am of the firm of(title or position)(name of firm)the bidder making this Proposal for thebidentitled , and that I executed the said proposalwith(title of bid proposal)full authority to do so that said bidder has not, directly or indirectly entered into any agreement, participated inany collusion, or otherwise taken any action in restraint of free, competitive bidding in connection with theabove named project; and that all statements contained in said proposal and in this affidavit are true andcorrect, and made with full knowledge that the relies upon the truth of thestatements contained in said Proposal(name of contracting unit)and in the statements contained in this affidavit in awarding the contract for the said project.I further warrant that no person or selling agency has been employed or retained to solicit or secure suchcontract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee,except bona fide employees or bona fide established commercial or selling agencies maintained by.Subscribed and sworn to before me this dayDateSignature(Type or print name of affiant under signature)Notary public ofMy Commission expires(Seal)14
APPENDIX ACurrent phone numbers and locations are listed below.Administration Office-45 VOIP LINES -800B Bunns Lane Woodbridge, NJ 07095732-634-2750 Main732-596-0227 Red Oak Carol732-596-0228732-634-2635 Admin Ellen732-634-2752732-634-5954 X5954732-634-8421 Admin Main Fax732-726-0321 Admin ED Fax732-726-1006 Admin Private Line732-726-1959 Admin Private Line732-218-1000 Admin Poppi732-218-1001732-218-1002 Admin Maureen732-218-1003 Admin Tina732-218-1004 Admin Kathi732-218-1005732-218-1006 Admin Recept Lissi732-218-1007 Admin 400 Olsen Carol732-362-5401 Admin Work Orders732-362-5402 Maint Sean732-362-5551 Olsen Fax732-362-5552 Cooper Fax Diane732-362-5553732-362-5554732-362-5555 X5555732-362-5556732-362-5557 X5557732-362-9801 Greiner Diane732-362-9802 Admin Ana732-362-9803 Red Oak Joyce732-362-9804 Finn/Adams -3972732-943-9097732-943-9098 Admin Danielle732-943-9099 Admin732-943-9100732-943-9101732-943-9102 Cooper Diane15
Landline Verizon Lines:Adams Towers-9 Lines555 Rahway Avenue Woodbridge, NJ 0732-750-0618Maintenance OfficeAlarmFaxCHSP OfficeElevator #1Elevator #2AlarmFinn Towers-7 Lines19 Martin Terrace Woodbridge, NJ larmOfficeElevator #1Elevator #2Olsen Towers-6 Lines555 New Brunswick Avenue Fords, NJ vator #1Elevator #2Cooper Towers-8 Lines1422 Oak Tree Road Iselin, NJ 9Maintenance OfficeAlarmAlarmAlarmAlarmElevator #1Elevator #216
Greiner Towers-6 Lines460 Inman Avenue Colonia, NJ 07067732-388-6727Separate 597732-574-2584Maintenance OfficeAlarmElevatorAlarmRed Oak Manor300 Old Road Port Reading, NJ 07064No LandlinesTotals:36 Telephone Lines17
APPENDIX B CONTRACT-Sample only do not submit For: Local and Long Distance Telephone ServiceThis agreement, made this day of , in the year Two Thousand and Thirteen by andbetween a corporation organized and existing under the laws of the State of NewJersey, herinafter called the “Contractor”, and the Housing Authority of the Township ofWoodbridge, New Jersey, hereinafter called the “PHA”,WITNESSETH, that the Contractor and the PHA for the consideration stated herein mutuallyagree as follows:ARTICLE 1. STATEMENT OF WORK:The Contractor shall furnish all labor, material, equipment and services as requested in theRequest for Proposals dated August 24, 2021 for Local and Long Distance VOIP TelephoneService; and(Site/Job on Specifications and thereto numbered as follows)ADDENDA NUMBERDATEare incorporated herein by refer
Housing Authority of the Township of Woodbridge 800B Bunns Lane, Woodbridge, NJ 07095-1726 Phone: (732) 634-2750 Fax: (732) 634-8421
