Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Road Maintenance Salt (Bags)
Description: Bagged Salt
Entity Name(s)/Address(s):
1) Colonial Hardware Corp., 33 Commerce Street, Springfield, New Jersey 07081
2) W.B. Mason Co., Inc., 535 Secaucus Road, Secaucus, New Jersey 07094
Contract Amount: $419,000.00
Funding Source: 2016 Budget/Department of Engineering/Public Buildings - NW011, 110, 1110, 83710, B2016; Neighborhood and Recreational Services - NW011, 160, 1604, 83710, B2016 and Water and Sewer Utilities - NW037, 750, 7502, 83710, B2016
Contract Period: For a period not exceeding two (2) years
Contract Basis: (X) Bid ( ) State Vendor ( ) Prof. Ser. ( ) EUS
( ) Fair & Open ( ) No Reportable Contributions ( ) RFP ( ) RFQ
( ) Private Sale ( ) Grant ( ) Sub-recipient ( ) n/a
Additional Information:
Advertisement: March 1, 2016
Bids Solicited: Thirteen (13)
Bids Received: Four (4)
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WHEREAS, on March 1, 2016, the City of Newark, through its Supervising Procurement Specialist, advertised to solicit bids for contractor(s) to provide Road Maintenance Salt, (Bags), to the Departments of Engineering, Neighborhood and Recreational Services and Water and Sewer Utilities, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing also distributed thirteen (13) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on March 17, 2016, the Division of Central Purchasing received four (4) bids in response to this advertisement; and
WHEREAS, the Supervising Procurement Specialist recommends that a dual line item award be made to Colonial Hardware Corp. and W.B. Mason Co., Inc., the lowest, responsive and responsible bidders; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24,l the lowest responsive and responsible bidders, Colonial Hardware Corp. and W.B. Mason Co., Inc. consented to hold prices until such time as a contract award is; and
WHEREAS, pursuant to N.J.S.A. 19:44A-20.5, et seq., solicitations through public bidding in accordance with N.J.S.A. 40A:11-1, et seq., meet the requirements of the fair and open process.
NOW, THEREFORE BE IT RESOLVED, BY THE MUNICIPAL COUNCIL OF THE CITY OF NEWARK, NEW JERSEY, THAT:
1. The Mayor and/or his designee, the Supervising Procurement Specialist, are hereby authorized to enter into a contract with Colonial Hardware Corp., 33 Commerce Street, Springfield, New Jersey 07081, for the City’s purchase of Road Maintenance Salt, (Bags),line item numbers three (3) and four (4), for year one (1) and year two (2), and with W.B. Mason Co., Inc., 535 Secaucus Road, Secaucus, New Jersey 07094, for the purchase of Road Maintenance Salt, (Bags), line item numbers one (1),two (2) and five (5) through ten (10) for year one (1) and year two (2), , as said vendors were determined to be the lowest responsive and responsible bidders, in accordance with the bid specifications and their respective bids were received on the advertised due date. The term of the contract will be for a period of a two (2) year term, pursuant to N.J.S.A. 40A:11-3.
2. There shall not be amendments or changes to this contract without the approval of the Municipal Council by resolution.
3. There shall not be advance payment on this contract in accordance with N.J.S.A. 40A:5-16. Pursuant to N.J.A.C. 5:30-5.5(d), funds for 2016 and subsequent years are contingent upon appropriations.
4. This is an open-ended contract to be used as needed during the term of contract. Thus, as required by N.J.A.C. 5:30-5.5(b)(2), for any and all expenditures against this contract, each time an order is placed, a certification of the availability of sufficient funds covering the amount of the order, shall be executed before contractual liability is incurred for account lines NW011, 110, 1110, 83710, B2016-Public Buildings;NW011, 160, 1604, 83710, B2016-Neighborhood and Recreational Services; and NW037, 750, 7502, 83710, B2016-Water and Sewer Utilities. This contract shall not exceed a total of Four Hundred Nineteen Thousand Dollars and Zero Cents ($419,000.00) for the two (2) year period, for both vendors, collectively.
5. A duly executed copy of the contract shall be forthwith filed in the Office of the City Clerk by the Supervising Procurement Specialist.
6. If required by State Law, the City Clerk shall provide the appropriate notice of the award of this contract to the State Comptroller no later than twenty (20) business days following such award, in accordance with N.J.S.A. 52:15C-10 and the Notice of the Office of the State Comptroller dated May 7, 2008.
STATEMENT
This Resolution authorizes the Mayor and/or his designee, the Supervising Procurement Specialist, to enter into a two (2) year contract with Colonial Hardware Corp. and W.B. Mason Co., Inc., for the purchase of specific line item numbered Road Maintenance Salt (Bags), by the City of Newark at a cost not to exceed Four Hundred Nineteen Thousand Dollars and Zero Cents ($419,000.00) for a two (2) year period, for both vendors, collectively.