Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To host the 2023 Family Fun Day Event
Entity Name(s)/Address(s): Frogbridge Picnics LLC, 7 Yellow Meetinghouse Road, Millstone Township, New Jersey 08510
Contract Amount: Not to exceed $176,025.85
Funding Source: 2023 Budget/ Department of Recreation, Cultural Affairs and Senior Services / NW011-160-1606-71280-B2023
Contract Period: Upon Municipal Council approval and not to exceed July 22, 2023
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 be used to host the 2023 Family Fun Day event held on July 22, 2023.
First Advertisement Date: April 12, 2023
Number of Bids Downloaded: Fifteen (15)
Number of Bids Received: Two (2)
Second Advertisement: May 26, 2023
Number of Bids Downloaded: Seven (7)
Number of Bids Received: One (1)
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WHEREAS, on April 12, 2023, the City of Newark through its Purchasing Agent, QPA, advertised to solicit bids for contractors to host Family Fun Day 2023, for 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 procurement portal to provide broader access and download capability to potential bidders; and
WHEREAS, on April 27, 2023, the Division of Central Purchasing received two (2) bids in response to this advertisement; and
WHEREAS, the lowest, responsible and responsive bidder, Frogbridge Picnics LLC, rescinded their bid due to an error in their pricing; and
WHEREAS, the second bidder’s prices were substantially higher than the City’s anticipated budget for the event; and
WHEREAS, on May 26, 2023, the City, through its Purchasing Agent, QPA, re-advertised and distributed seven (7) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on June 7, 2023, the Division of Central Purchasing received one (1) bid in response to this advertisement; and
WHEREAS, the Department of Recreation, Cultural Affairs and Senior Services recommended an award be made to Frogbridge Picnics LLC, 7 Yellow Meetinghouse Road, Millstone Township, New Jersey 08510, the only 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 Frogbridge Picnics LLC, 7 Yellow Meetinghouse Road, Millstone Township, New Jersey 08510; 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, Business Administrator and/or the Purchasing Agent, QPA, are hereby authorized to enter into and execute a contract with Frogbridge Picnics LLC, 7 Yellow Meetinghouse Road, Millstone, New Jersey 08510 to host Family Fun Day 2023 for the City of Newark, 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. The contract term is not to exceed the date of the event, which will be July 22, 2023, upon approval of the Municipal Council, pursuant to N.J.S.A. 40A:11-15, at a cost not to exceed One Hundred Seventy-Six Thousand, Twenty-Five Dollars and Eighty Five Cents ($176,025.85).
2. There shall be no amendment or change of this contract without the approval of the Municipal Council by resolution.
3. There shall be no advance payment on this contract in accordance with N.J.S.A. 40A:5-16. 2023 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 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 and Cultural Affairs and Senior Services NW011-160-1606-71280-B2023. This contract shall not exceed One Hundred Seventy-Six Thousand, Twenty-Five Dollars and Eighty Five Cents ($176,025.85) for July 22, 2023.
5. The Purchasing Agent, QPA, 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, QPA, to enter into and execute contract a with Frogbridge Picnics LLC, 7 Yellow Meetinghouse Road, Millstone, New Jersey 08510, to host Family Fun Day 2023 for the City of Newark, at a cost not to exceed One Hundred Seventy-Six Thousand, Twenty-Five Dollars and Eighty Five Cents ($176,025.85) for the date of July 22, 2023 upon approval of the Municipal Council.