Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To provide Hardware: Tools, Equipment and Supplies.
Entity Name(s)/Address(es):
Colonial Hardware Corporation, 33 Commerce Street, Springfield, New Jersey 07081
Contract Amount: Not to exceed $626,000.00
Funding Source: 2022 Budget and 2021 and 2020 Grants Budget for the Department of Engineering, Division of Traffic and Signals/NW011-110-1107-83750-B2022/Department of Public Safety, Division of Fire/NW011-190-1903-83850-B2022; Department of Public Safety, Office of Emergency Management/ NW011-190-1904-83870-B2022; NW051-G21-P21C0-83870-Grant 2021 (FT21 Urban Areas Security Initiative) and NW051-G20-P20G0-83870-Grant 2020 (FY20 Urban Areas Security Initiative/Department of Public Safety, Division of Police/NW011-190-1902-83850-B2022/Department of Public Works, Division of Public Buildings/NW011-060-0604-83870-B2022; Department of Public Works, Division of Motors/NW011-060-0602-83860-B2022 and NW011-060-0602-94430-B2022/Department of Public Works, Division of Sanitation/NW011-060-0605-83420-B2022 and NW011-060-0605-83870-B2022 and Department of Water and Sewer Utilities/NW037-750-7502-83730-B2022
Contract Period: To be established for a period not to exceed twenty-four (24) consecutive months commencing upon 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 bid contract will provide for the purchase of Hardware: Tools, Equipment and Supplies for various departments in the City of Newark.
1st Advertisement: July 21, 2021
Bids Downloaded: Sixteen (16)
Bids Received: One (1)
2nd Advertisement: October 20, 2021
Bids Downloaded: Sixteen (16)
Bids Received: Two (2)
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WHEREAS, on July 21, 2021, the City of Newark through its Purchasing Agent, QPA, advertised to solicit bids for contractors to provide Hardware: Tools, Equipment and Supplies for the Departments of Engineering/Division of Traffic and Signals, Public Safety/Division of Fire, Public Safety/Division of Police, Fire, Public Safety/Office of Emergency Management, Public Works/Division of Motors, Public Works/Division of Public Buildings, Public Works/Division of Sanitation and Water and Sewer Utilities as described in 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, via the Procurement Now Portal sixteen (16) bid proposal packages were downloaded by prospective vendors following the date of advertisement; and
WHEREAS, on August 5, 2021, the Division of Central Purchasing received one (1) bid in response to this advertisement; and
WHEREAS, the bid results were shared with the user agencies; and
WHEREAS, the Director of Public Works/Division of Sanitation recommends that an award be made to Cooper-Friedman Electric Supply Co., Inc. dba Cooper Electric Supply Co., 1 Matrix Drive, Monroe, New Jersey 08831, for being the highest discounts off per line item commodities for line items 2, 3, 9, 10 and 18, for year one and year two and being a responsive and responsible bidder; and
WHEREAS, the Purchasing Agent, QPA, concurs with the recommendation from the Director for the Department of Public Works and recommends that an award be made to: Cooper-Friedman Electric Supply Co., Inc. dba Cooper Electric Supply Co., 1 Matrix Drive, Monroe, New Jersey 08831, for being the highest discounts off per line item commodities for line items 2, 3, 9, 10 and 18, for year one and year two and being a responsive and responsible bidder to provide Hardware: Tools, Equipment and Supplies; and
WHEREAS, on October 20, 2021, the City of Newark through its Purchasing Agent, QPA, re-advertised to solicit bids for contractors to provide Hardware: Tools, Equipment and Supplies for the Departments of Engineering/Division of Traffic and Signals, Public Safety/Division of Fire, Public Safety/Division of Police, Fire, Public Safety/Office of Emergency Management, Public Works/Division of Motors, Public Works/Division of Public Buildings, Public Works/Division of Sanitation and Water and Sewer Utilities as described in 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, via the Procurement Now Portal, sixteen (16) bid proposal packages were downloaded by prospective vendors following the date of advertisement; and
WHEREAS, on November 4, 2021, the Division of Central Purchasing received two (2) bids in response to this advertisement, which were shared with the user agencies; and
WHEREAS, on or about December 14, 2022, the vendor Cooper-Friedman Electric Supply Co., Inc. dba Cooper Electric Supply Co., 1 Matrix Drive, Monroe, New Jersey 08831 advised that they would no longer hold their bid prices for line items #2, 3, 9, 10 and 18, for year one and year two, thus the items will go back out for bid; and
WHEREAS, the Purchasing Agent, QPA, recommends that a single award be made to: Colonial Hardware Corporation, 33 Commerce Street, Springfield, New Jersey 07081 for being the highest discounts off per line items commodities per year and being the responsive responsible bidder to the re-advertisement to provide Hardware: Tools, Equipment and Supplies; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the recommended bidder, Colonial Hardware Corporation, consented to holding their bid beyond sixty (60) days; and
WHEREAS, pursuant to N.J.S.A. 19:44A20.5 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 Qualified Purchasing Agent and/or the Business Administrator, are hereby authorized to enter into and execute a contract with: Colonial Hardware Corporation, 33 Commerce Street, Springfield, New Jersey 07081 to receive line items # 1, 5, 6, 7, 8, 11, 12, 13, 14, 15, 16, 19, 21, 22, 24 and 26 for year one and year two to provide Hardware: Tools, Equipment and Supplies for the City of Newark, whose bid was received on the advertised due date and determined to be the highest discounts off per line item commodity per year and being the responsive, responsible bidder. The term of the contract will be established for twenty-four (24) consecutive months, pursuant to N.J.S.A. 40A:11-15, start date to commence upon fully executed contract. No bids for line item # 2, 3, 4, 9, 10, 18, 20, 23, and 25.
2. There shall be no amendment or change of this contract without the approval of the Municipal Council.
3. There shall be no advance payment on this contract in accordance with N.J.S.A. 40A:5-16. Funds for 2022, Grants 2021 and 2020 and subsequent are contingent upon appropriations, pursuant to N.J.A.C. 5:30-5.5(d)(2).
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 Line: NW011-110-1107-83750-B2022/ Departments of Engineering/Division of Traffic and Signals; NW011-190-1903-83850-B2022/Department of Public Safety/Division of Fire; NW011-190-1904-83870-B2022, NW051-G21-P21C0-83870-Grant 2021 (FT21 Urban Areas Security Initiative) and NW051-G20-P20G0-83870-Grant 2020 (FY20 Urban Areas Security Initiative/ Department of Public Safety/Office of Emergency Management; NW011-190-1902-83850-B2022/ Department of Public Safety/Division of Police; NW011-060-0604-83870-B2022/Department of Public Works/ Division of Public Buildings; NW011-060-0602-83860-B2022 and NW011-060-0602-94430-B2022/ Department of Public Works/Division of Motors; NW011-060-0605-83420-B2022 and NW011-060-0605-83870-B2022/Department of Public Works/Division of Sanitation; and NW037-750-7502-83730-B2022/Department of Water and Sewer Utilities, covering the amount or the order. This contract shall not exceed Six Hundred Twenty-Six Thousand Dollars and Zero Cents ($626,000.00) for twenty-four (24) consecutive months for one (1) vendor.
5. The Purchasing Agent, 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 designees, the Qualified Purchasing Agent and/or the Business Administrator to enter into and execute a contract with: Colonial Hardware Corporation, 33 Commerce Street, Springfield, New Jersey 07081 to provide Hardware: Tools, Equipment and Supplies to the City of Newark at a cost not to exceed Six Hundred Twenty-Six Thousand Dollars and Zero Cents ($626,000.00) for twenty-four (24) consecutive months.
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