Title
Dept/ Agency: Administration/ Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Cooperative Purchasing Agreement
Purpose: To acquire Document Management for Records Retention and Disposal.
Entity Name: Foveonics Imaging Technologies, Inc., d/b/a Foveonics Document Solutions
Entity Address: 99 Grayrock Road, Unit 103, Clinton, New Jersey 08809
Contract Amount: Not to exceed $350,000.00
Funding Source: 2025 Budget/Office of the City Clerk/NW-011-020-0201-71280-B2025; Department of Economic and Housing Development/NW026-32100-B2025; Department of Engineering/NW011-011-17240-B2025
Contract Period: Upon approval by the Municipal Council through June 30, 2026, inclusive of any contract extensions
Contract Basis: ( ) Bid ( ) State Vendor ( ) Prof. Ser. ( ) EUS
( ) Fair & Open ( ) No Reportable Contributions ( ) RFP ( ) RFQ
( ) Private Sale ( ) Grant ( ) Sub-recipient (X) N/A
Additional Information:
This Cooperative Purchasing Agreement will provide document management services for records retention and disposal, including digitizing arrest records for the Office of the City Clerk. Additional City departments may utilize this contract for digitizing services on an as-needed basis, with applicable funding sources certified by the Chief Financial Officer.
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WHEREAS, on December 7, 2022 the Municipal Council adopted Resolution 7R1-e, authorizing membership in the Educational Services Commission of New Jersey (“ESCNJ”), 1660 Stelton Road, Piscataway, New Jersey 08854, a New Jersey State Approved Co-op #65MCESCCPS; and
WHEREAS, the Educational Services Commission of New Jersey (“ESCNJ”), a locally recognized and accepted cooperative purchasing organization, maintains Local Cooperative Agreement Contracts, which are competitively awarded; and
WHEREAS, the ESCNJ system was developed to utilize a competitive bidding process, improving procurement efficiency and provide cost savings to its members; and
WHEREAS, the ESCNJ system has offered the City of Newark (the “City”) the opportunity to participate in their Cooperative Purchasing System and membership is active and continuous; and
WHEREAS, the City of Newark, through its Qualified Purchasing Agent wishes to utilize the Educational Services Commission of New Jersey #65MCESCCPS Contract #ESCNJ 22/23-11 for document management for records retention and disposal to acquire digitizing services for the Office of the City Clerk, Department of Economic and Housing Development, and the Department of Engineering, from the authorized Vendor: Foveonics Imaging Technologies d/b/a Foveonics Document Solutions, 99 Grayrock Road, Unit 103, Clinton, New Jersey 08809, upon approval by the Municipal Council through June 30, 2026, inclusive of any contract extensions granted by ESCNJ; and
WHEREAS, this contract will provide document management and digitization services for the Office of the City Clerk and additional City Departments at an amount not to exceed Three Hundred Fifty Thousand Dollars and Zero Cents ($350,000.00); and
WHEREAS, the Qualified Purchasing Agent recommends the utilization of this ESCNJ contract, as it provides services meeting the specifications required by the City of Newark.
NOW, THEREFORE, BE IT RESOLVED BY THE MUNICIPAL COUNCIL OF THE CITY OF NEWARK, NEW JERSEY, THAT:
1. All purchases, purchase orders and related documentation shall comply with the ESCNJ Coop Contract, including Standard Terms and Conditions, Method of Operation, and Third Party Agreement, if applicable, as contained in the Educational Services Commission of New Jersey #65MCESCCPS Contract documentation and agreements.
2. No amendments to this Resolution shall be made without Municipal Council approval.
3. No advance payment shall be made in accordance with N.J.S.A. 40A:5-16.
4. This is an open-ended contract to be used as needed during the term of the contract. Prior to incurring any contractual liability, a Certification of Funds, as required by N.J.A.C. 5:30-5.5(d)(2), shall be executed each time an order is placed, covering the amount from Account Code NW-011-020-0201-71280-B2025 for the Office of the City Clerk. Certifications for other departments will be executed as needed. This contract shall not exceed Three Hundred Fifty Thousand Dollars and Zero Cents ($350,000.00).
5. This contract complies with Local Pay-to-Play Law, N.J.S.A. 19:44A-20.5, and constitutes a fair and open procedure.
6. The Division of Central Purchasing shall file a duly executed copy of the contract in the Office of the City Clerk, if applicable.
7. If required by State law, the City Clerk shall provide the appropriate Notice of 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.
STATEMENT
This Resolution authorizes the Mayor of the City of Newark and/or his designees, the Business Administrator and/or the Qualified Purchasing Agent, to acquire Document Management for Records Retention and Disposal Services through ESCNJ authorized vendor Foveonics Imaging Technologies, Inc. d/b/a Foveonics Document Solutions, 99 Grayrock Road, Unit 103, Clinton, New Jersey 08809, to be used by the Office of the City Clerk, Department of Economic and Housing Development, Department of Engineering and other City Departments for the period commencing upon approval by the Municipal Council through June 30, 2026, at a cost not to exceed $350,000.00.