Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: 2018 SuNup Food Service Program
Description: Meal Services
Entity Name(s)/Address(s): Preferred Meal Systems, Inc., 5240 St. Charles Road, Berkeley, Illinois 60163
Contract Amount: $886,172.00
Funding Source: The State of New Jersey, Department of Agriculture, Division of Food and Nutrition
Funding Account Codes: NW051 G18 8H8B0 72020 B2018
Contract Period: July 2, 2018 through August 31, 2018
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:
Advertised: May 8, 2018
Bids solicited: Sixteen (16)
Bids received: One (1) and rejected
Re- Advertised: June 12, 2018
Bids solicited: Thirteen (13)
Bids received: One (1)
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WHEREAS, on May 8, 2018, the City of Newark through its Supervising Procurement Specialist, QPA, advertised to solicit bids for the 2018 SuNup Food Service Program, as described in the attached bid proposal for the Department of Health and Community Wellness; and
WHEREAS, the Division of Central Purchasing also distributed sixteen (16) bid packages in response to this advertisement; and
WHEREAS, on May 24, 2018, the Division of Central Purchasing received one (1) bid in response to this advertisement; and
WHEREAS, one bid was received but rejected because the State’s representatives from the Department of Agriculture, Division of Food and Nutrition advised the Department of Health and Community Wellness that additional vendors were needed to meet the requirements of the specifications for the provision of these services and that the one bidder deviated from the menu prescribed in the specifications; and
WHEREAS, on June 12, 2018, the City of Newark through its Supervising Procurement Specialist, QPA, re-advertised to solicit additional bidders and bids for the 2018 SuNup Food Service Program, as described in the attached bid proposal for the Department of Health and Community Wellness; and
WHEREAS, the Division of Central Purchasing also distributed thirteen (13) bid packages in response to this advertisement; and
WHEREAS, on June 26, 2018, the Division of Central Purchasing received one (1) bid in response to this advertisement; and
WHEREAS, the Department of Health and Community Wellness reviewed the bid with the State’s representative from the Department of Agriculture, Division of Food and Nutrition; and
WHEREAS, the State of New Jersey, Department of Agriculture, Division of Food and Nutrition’s representatives and the Director of the Department of Health and Community Wellness recommended that the Summer Food Vendor Contract be awarded to the only responsive and responsible bidder, Preferred Meal Systems, Inc., 5240 St. Charles Road, Berkeley, Illinois 60163, to provide meals to the children of the City of Newark in the summer food program; and
WHEREAS, the Business Administrator recommended that the award be made Preferred Meal Systems, Inc., 5240 St. Charles Road, Berkeley, IL 60163; and
WHEREAS, the Supervising Procurement Specialist, QPA, concurs with the recommendation that an award be made to the only responsive, responsible bidder Preferred Meal Systems, Inc., 5240 St. Charles Road, Berkeley, Illinois 60163; and
WHEREAS, pursuant to N.J.S.A. 19:40A:11-24, the vendor agreed to hold the prices beyond 60 days; 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., meets the requirement of the fair and open process as the law allows.
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,
QPA, are hereby authorized to enter into contract with Preferred Meal Systems, Inc., 5240 St. Charles Road, Berkeley, Illinois 60163, to provide meals to the children of the City of Newark, in the summer food program as said vendor was the only responsive responsible bidder, in accordance with specifications, and its bid was received on the above advertised due date of June 26, 2018. The term of the contract is established from July 2, 2018 to August 31, 2018.
2. There shall be no amendments or change to this contract without the approval of the Municipal Council by resolution.
3. There shall be no advance payment on this contract 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. Thus, 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 services ordered shall be executed before contractual liability is incurred as required by N.J.A.C. 5:30-5.5(b)(2). The contract shall not exceed $886,172.00 for the contract term.
5. The Supervising Procurement Specialist, QPA, shall file a duly executed copy of this contract in the Office of the City Clerk.
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, QPA, to enter into a contract with Preferred Meal Systems, Inc., to provide meals to the children of the City of Newark in the summer food program as said vendor was the only responsive responsible bidder, in accordance with specifications, and its bid was received on the above advertised due date of June 26, 2018. The term of the contract is established from July 2, 2018 through August 31, 2018, in the amount of $886,172.00.