Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Hosting of the 2025 Family Fun Day
Entity Name: Frogbridge Picnics, LLC
Address: 7 Yellow Meeting House Road, Millstone Township, New Jersey 08510
Contract Amount: Not to exceed $200,000.00
Received Certification of Funds for partial amount of Twenty-Five Thousand Dollars ($25,000.00)
Funding Source: 2025 Budget Department of Recreation, Cultural Affairs and Senior Services, account code NW011-160-1606-71280-B2025
Contract Period: Upon approval of the Municipal Council through July 19, 2025
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 Bid Contract will be issued to host the City’s 2025 Family Fun Day Event, which will be held on Saturday, July 19, 2025.
Advertisement Date: April 2, 2025
Number of Bids Downloaded: Twenty (20)
Number of Bid Received: Three (3)
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WHEREAS, on April 2, 2025, the City of Newark, through its Purchasing Agent, advertised solicitations for proposals from vendors to host the 2025 Family Fun Day, organized by the Department of Recreation, Cultural Affairs and Senior Services, as per the bid package attached hereto; and
WHEREAS, the Division of Central Purchasing published the bid package on the City’s online procurement portal to provide broader access and download capability to potential bidders; and
WHEREAS, twenty (20) bid proposal packages were downloaded in response to the advertisement; and
WHEREAS, on April 17, 2025, the Division of Central Purchasing received Three (3) bids in response to this advertisement; and
WHEREAS, the Department of Recreation, Cultural Affairs and Senior Services recommended that an award be made to Frogbridge Picnics LLC, 7 Yellow Meetinghouse Road, Millstone Township, New Jersey 08510, the lowest responsible and responsive bidder; and
WHEREAS, the Purchasing Agent concurred with the above recommendation; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the recommended bidder consented to holding their bid 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 designees, the Business Administrator and/or the Purchasing Agent, are hereby authorized to enter into and execute a contract with Frogbridge Picnics LLC, 7 Yellow Meeting House Road, Millstone Township, New Jersey 08510 to host the 2025 Family Fun Day for the City. Their bid was received on the advertised due date and determined to be the lowest responsible bidder, in accordance with the bid specifications. The contract term shall commence upon approval of the Municipal Council of this Resolution and shall not extend beyond the date of the event, which is currently scheduled for July 19, 2025. The contract shall not exceed Two Hundred Thousand Dollars and Zero ($200,000.00).
2. There shall not be amendment or change of 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.
4. This is an open-ended contract to be used as needed during its authorized term; 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 the Department of Recreation and Cultural Affairs and Senior Services account code: NW011-160-1606-71280-B2025. This contract shall not exceed Two Hundred Thousand Dollars and Zero ($200,000.00).
5. The Purchasing Agent shall file a duly executed copy of the contract with 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 designees, the Business Administrator and/or the Purchasing Agent, to enter into and execute contract a with Frogbridge Picnics LLC, 7 Yellow Meetinghouse Road, Millstone, New Jersey 08510 to host the 2025 Family Fun Day for the City of Newark at a cost not to exceed Two Hundred Thousand Dollars and Zero Cents ($200,000.00). The event is currently scheduled for July 19, 2025. The contract period shall commence upon approval of the Municipal Council and end upon termination of the event.