Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Artificial Turf
Description: To Provide Artificial Turf
Entity Name(s)/Address(s): The LandTek Group Inc., 235 County Line Road, Amityville, New York 11701
Contract Amount: Not to exceed $100,000.00 for two (2) years
Funding Source: 2018 Budget/Department of Recreation, Cultural Affairs and Senior Services
Funding Account Codes: NW026-32720-B2018
Contract Period: To be established for a period not exceeding two (2) years
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: July 25, 2017
Bids solicited: Eight (8)
Bids received: Three (3)
2nd Advertisement: December 5, 2017
Bids solicited: Three (3)
Bid received: Three (3)
Bids rejected: One (1)
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WHEREAS, on July 25, 2017, the City of Newark through its Supervising Procurement Specialist, QPA, advertised to solicit bids for contractors to provide Artificial Turf to the Department of Recreation, Cultural Affairs and Senior Services as described in the attached bid proposal; and
WHEREAS, the Division of Central Purchasing also distributed eight (8) bid packages in addition to this advertisement; and
WHEREAS, on August 17, 2017 three (3) bids were received in response to this advertisement; and
WHEREAS, the City of Newark, upon review, found the three (3) bids to be defective due to bidders’ failure to submit the required bid bond, outside the cost estimate of the City, and failure to provide labor rate, overtime rate and holiday rate as required by the proposal specifications; and
WHEREAS, on December 5, 2017, the City of Newark through its Supervising Procurement Specialist, QPA, published the re-advertisement for Artificial Turf; and
WHEREAS, on December 21, 2017, three (3) bids were received in response to this advertisement; and
WHEREAS, one (1) bid was rejected due to the failure of the bidder to bid both years as required by the proposal specifications; and
WHEREAS, the Director of the Department of Recreation, Cultural Affairs and Senior Services recommends that the contract be awarded to The LandTek Group, Inc., 235 County Line Road, Amityville, New York 11701, the lowest responsive and responsible bidder; and
WHEREAS, the Supervising Procurement Specialist, QPA, concurs with the recommendation that an award be made to the lowest responsive and responsible bidder, The LandTek Group, Inc.; and
WHEREAS, pursuant to N.J.S.A. 19:40A:11-24, the vendor agreed to hold the prices beyond 60 days as the law permits; and
WHEREAS, pursuant to N.J.S.A. 19:44A-20.5 et seq., solicitation through public bidding in accordance with N.J.S.A. 40A:11-1 et seq. meets the requirement 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 Supervising Procurement Specialist, QPA, are hereby authorized to enter into a contract with The LandTek Group, Inc., 235 County Line Road, Amityville, New York 11701, to provide Artificial Turf to the City of Newark in accordance with bid specifications. The term of this contract will be established for two (2) years.
2. There shall be no amendments or changes to this contract without Municipal Council approval by resolution.
3. There shall be no advance payment on this contract in accordance with N.J.S.A. 40A: 5-16. Funds for 2018 and subsequent years 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 required by N.J.A.C. 5:30-5.5(b)(2), shall be incurred each time an order is placed, covering the amount of service(s) from funding account code NW026-32720-B2018. This contract shall not exceed $100,000.00 for a two (2) year term.
5. The Supervising Procurement Specialist, QPA, shall forthwith file a duly executed copy of this contract and the supporting documents with the Office of the City Clerk.
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 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 The LandTek Group, Inc., 235 County Line Road, Amityville, New York 11701 to provide Artificial Turf to the City of Newark, at a cost not to exceed $100,000.00 for a two (2) year term.