Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Telephone Answering Service
Entity Name(s)/Address(s):
Advance Communications Inc., 10 Melrose Dr., Farmington, CT 06032
Contract Amount: Not to exceed $132,000.00
Funding Source: 2023-2024 Budget/ Department of Health and Community Wellness/ Division of Medical Services; Division of Environmental Health NW-026-46545-B2024/ NW-051-624-2H246-72090-B2024/ NW-051-623-H23PO-71280-B2023/ NW-026-46545-B2025
Contract Period: To be established for a period not to exceed twenty-four (24) consecutive months commencing upon a fully executed contract
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:
This contract will provide Telephone Answering Services to The Department of Health and Community Wellness/ Division of Medical Care Services.
Advertisement Date: October 9, 2024
Number of Bids Downloaded: Thirty-Six (36)
Number of Bids Received: Two (2)
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WHEREAS, on October 9, 2024, the City of Newark through its Qualified Purchasing Agent, (“Purchasing Agent”) (the “City”) advertised to solicit bids for contractors to provide Telephone Answering Services for the Department of Health and Community Wellness Co-Affiliate with Mary Eliza Mahoney Health Center (“DHCW/MEMHC), as described on the attached bid proposal; and
WHEREAS, the Division of Central Purchasing published the bid package on the City of Newark’s Procurement Now Portal website to provide broader access and download capability to potential bidders; and
WHEREAS, Thirty-Six (36) bid proposal packages were downloaded by prospective vendors following the date of advertisement; and
WHEREAS, on October 24, 2024, two (2) bids were received in response to the advertisement; and
WHEREAS, the bid results were shared with the Department of Health and Community Wellness and the Director of the Department of Health and Community Wellness made a recommendation that a single award be made to Advance Communications Inc., 10 Melrose Dr, Farmington, CT 06032 the lowest responsive and responsible bidder; and
WHEREAS, the Purchasing Agent, concurs with the Department’s recommendation to award a Contract to Advance Communications Inc., 10 Melrose Dr, Farmington, CT 06032, the lowest responsive and responsible bidder; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the recommended bidder consented to holding its prices beyond sixty (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 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 Business Administrator, and Qualified Purchasing Agent (“Purchasing Agent”) are hereby authorized to enter into and execute a contract with Advance Communication Inc., 10 Melrose Dr, Farmington, CT 06032, to provide Telephone Answering Services to the Department of Health and Community Wellness Co-Affiliate with Mary Eliza Mahoney Health Center (“DHCW/MEMHC) whose bid was received on the advertised due date and determined to be the lowest responsive and responsible bidder, in accordance with the bid specifications.
2. The term of the contract will be established for a period of twenty-four (24) consecutive months, pursuant to N.J.S.A. 40A:11-15, start date to commence upon a fully executed contract, in the amount not to exceed One Hundred Thirty-Two Thousand Dollars and Zero Cents ($132,000.00)
3. There shall be no amendments or changes of the Contract without the approval of the Municipal Council by Resolution.
4. There shall be no advance payments on the Contract in accordance with N.J.S.A. 40A:5-16.
5. Pursuant to N.J.A.C. 5:30-5.5(a), a Temporary Budget, attached hereto is a partial Certification of Funds from the Chief Financial Officer, which states that funds in the amount of Twenty Thousand Dollars and Zero Cents ($20,000.00), are available in the Health and Community Wellness Capital Budget under Business Unit NW026, Account 46545, Budget Ref 2025 and which shall be filed along with the original Resolution in the Office of the City Clerk.
6. The Purchasing Agent, shall file a duly executed copy of the Contract in the Office of the City Clerk.
7. If required by State Law, the City Clerk shall provide the appropriate notice of the award of this contract to the State Comptroller, no later than twenty (20) business days following such award, in accordance with N.J.S.A. 52:15C-10 and the Notice of the Office of the State Comptroller dated July 1, 2025
STATEMENT
This Resolution authorizes the Mayor of the City of Newark and/or his designees, the Business Administrator, or Qualified Purchasing Agent, to enter into and execute contract with Advance Communications, Inc, 10 Melrose Dr., Farmington, CT 06032 to provide Telephone Answering Services to the City’s Department of Health and Community Wellness Co-Affiliate with Mary Eliza Mahoney Health Center (“DHCW/MEMHC) at a cost not to exceed One Hundred Thirty-Two Thousand Dollars Zero Cents ($ 132,000,00) for a period to be established and not to exceed Twenty-four (24) consecutive months to commence upon a fully executed contract.