Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To provide Mowing Services and Park Maintenance for designated parks throughout the City.
Entity Name(s)/Address(s): Custom Care Services, Inc., 2817 Williamsburg Drive, Wall, New Jersey 07719
Contract Amount: $200,000.00
Funding Source: 2020 Budget/Open Park Trust Fund/Department of Recreation, Cultural Affairs and Senior Services/NW026-37720-B2020
Contract Period: To be established for a period not to exceed twenty-four (24) consecutive months, pursuant to N.J.S.A. 40A:11-15
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:
1st Advertisement: August 19, 2020
Bids Solicited: Seven (7)
Bids Received: Zero (0)
2nd Advertisement: August 28, 2020
Bids Solicited: Seven (7)
Bids Received: Two (2)
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WHEREAS, on August 19, 2020, the City of Newark, through its Purchasing Agent, QPA, advertised to solicit bids for contractor(s) to provide Mowing Services and Park Maintenance to the Department of Recreation, Cultural Affairs and Senior Services, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing published the bid package on the City of Newark’s website to provide broader access and download capability to potential bidders; and
WHEREAS, the Division of Central Purchasing also distributed seven (7) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, the Department of Recreation, Cultural Affairs and Senior Services recommended that the bid be postponed and re-advertised in order to revise the price schedule by adding new locations for Military Park and Mulberry Commons; and
WHEREAS, August 28, 2020, the City of Newark, through its Qualified Purchasing Agent, QPA, advertised an Addendum #1 to solicit bids for contractors to provide Mowing Services and Park Maintenance to the Department of Recreation, Cultural Affairs and Senior Services, extending the deadline to receive the bids to September 11, 2020; and
WHEREAS, the Division of Central Purchasing distributed seven (7) bid packages to prospective vendors following the date of advertisement; and
WHEREAS, the Division of Central Purchasing also published the bid package on the City of Newark’s website to provide broader access and download capability to potential bidders; and
WHEREAS, on September 11, 2020, the Division of Central Purchasing received two (2) bids in response to the advertisement; and
WHEREAS, the Director of the Department of Recreation, Cultural Affairs and Senior Services recommended that an award be made to Custom Care Services, Inc., the lowest responsive and responsible bidder; and
WHEREAS, the Purchasing Agent, QPA, concurred with the recommendation from the Department of Recreation, Cultural Affairs and Senior Services that an award be made to Custom Care Services, LLC 2817 Williamsburg Drive, Wall, New Jersey 07719 as the lowest responsive and responsible bidder; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the bidder consented to holding prices bid for consideration, until such time as an award is made, as the law permits; 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 a 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, are hereby authorized to enter into and execute a contract with Custom Care Services, LLC 2817 Williamsburg Drive, Wall, New Jersey 07719 to provide mowing services and park maintenance to the City, whose bid was received on the advertised due date and determined to be the lowest responsive and responsible bidder per line items in accordance with the bid specifications. The term of the contract will be established for a period not to exceed twenty-four (24) consecutive months, pursuant to N.J.S.A. 40A:11-15, at a cost not to exceed Two Hundred Thousand Dollars and Zero Cents ($200,000.00), for one (1) vendor for twenty-four (24) consecutive months.
2. There shall be no amendment or change to the contracts without the approval of the Municipal Council by resolution.
3. There shall be no advance payments on the contracts in accordance with N.J.S.A. 40A:5-16. Funds for 2019 and subsequent years are contingent upon appropriations, pursuant to N.J.A.C. 5:30-5.5(d).
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, a certification of the availability of sufficient funds, as required by N.J.A.C. 5:30-5.5(b)(2), shall be executed before a contractual liability is incurred each time an order is placed from Account Code Lines, Department of Recreation, Cultural Affairs and Senior Services/NW026-37720-B2020, contract shall not exceed two hundred thousand dollars and zero cents ($200,000.00) for a period not to exceed twenty four (24) consecutive months.
5. Fully executed copy of the contract shall be filed in the Office of the City Clerk by the Purchasing Agent, QPA.
6. If required by the 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 date May 7, 2008.
STATEMENT
This resolution authorizes the Mayor and/or his designee, the Business Administrator, to enter into and execute a contract with Custom Care Services, LLC 2817 Williamsburg Drive, Wall, New Jersey 07719 to provide mowing and park maintenance services for the City of Newark, Department of Recreation Cultural Affairs and Senior Services, at a cost not to exceed $200,000.00, for a period of twenty-four (24) consecutive months for one (1) vendor.