Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Janitorial Services for Fire Headquarters, 1010 18th Avenue, Newark, New Jersey 07106
Entity Name(s)/Address(s): Sierra House Inc., 11 South Maple Avenue, East Orange, New Jersey 07018
Contract Amount: $62,000.00
Funding Source: 2016 Budget/ Department of Public Works/ Division of Public Buildings: DNW011-110-1110-71620-B2016
Contract Period: To be established for a period not to exceed two (2) years.
Contract Basis: (X) Bid ( ) State Vendor ( ) Prof. Ser. ( ) EUS
(X) Fair & Open ( ) No Reportable Contributions ( ) RFP ( ) RFQ
( ) Private Sale ( ) Grant ( ) Sub-recipient ( ) n/a
Additional Information:
Bids solicited: Two (2)
Bids received: One (1)
body
WHEREAS, on August 25, 2016, the City of Newark through its Supervising Procurement Specialist, pursuant to N.J.S.A. 40A:11-5(n), solicited bids for Janitorial Services to be provided at Fire Headquarters, 1010 18th Avenue, Newark, New jersey 07106 for the Department of Public Works; and
WHEREAS, the Division of Central Purchasing distributed two (2) bid packages to non-profit organizations; and
WHEREAS, the service is exempt from public advertising as it provides for the doing of work by handicapped persons employed by a sheltered workshop pursuant to N.J.S.A. 40A:11-5(n); and
WHEREAS, on September 9, 2016, one (1) bid was received in response to this solicitation; and
WHEREAS, the Manager of the Division of Public Buildings reviewed the bid and recommended that an award be made to the only responsive, responsible bidder, Sierra House Inc.; and
WHEREAS, the Supervising Procurement Specialist concurs with the recommendation; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the selected responsive, responsible bidder consented to hold their prices until such time as an award is made.
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, are hereby authorized to enter into and execute a contract with the Sierra House Inc., 11 South Maple Avenue, East Orange, New Jersey, 07018, to provide Janitorial Services at the City of Newark’s Fire Headquarters located at 1010 18th Avenue, Newark, New Jersey, whose bid was received pursuant to N.J.S.A. 40A:11-5(n) and determined to be the only responsive, responsible bidder in accordance with bid specifications, for a term to be established following adoption of this resolution which shall not exceed two (2) years pursuant to N.J.S.A. 40A:11-3(b).
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, and subsequent years of the contract are contingent upon the availability and appropriation of adequate funds, pursuant to N.J.A.C. 5:30- 5.5.
4. This is an open-ended contract to be used as needed during the term of the contract. Funds for the Department of Public Works’ usage shall be certified as funds are needed. Thus, for any and all expenditures against this contract, certification of the availability of sufficient funds as required by N.J.A.C. 5:30-5.5(c) and pursuant to N.J.A.C. 5:30-5.5(d)(2), shall be obtained before a liability is incurred each time an order is placed covering the amount of the service. This contract shall not exceed a grand total cost of $62,000.00 for two (2) years (i.e., not to exceed $30,000.00 for the first year, and not to exceed $32,000.00 for the second year).
5. The Supervising Procurement Specialist shall file a duly executed copy of the contract in the Office of the City Clerk.
6. Upon adoption of this resolution by the Municipal Council, this contract is awarded to the Sierra House Inc. The grand total “not to exceed” amount of the contract is $62,000.00 for one (1) vendor for two (2) years (i.e., not to exceed $30,000.00 for the first year, and not to exceed $32,000.00 for the second year).
7. 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 designee, the Supervising Procurement Specialist, to enter into a two (2) year contract with Sierra House Inc., 11 South Maple Avenue, East Orange, New Jersey 07018 for Janitorial Services to be provided at the City of Newark’s Fire Headquarters building, 1010 18th Avenue, Newark, New Jersey, at a total cost not to exceed $62,000.00.