Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To host Family Fun Day.
Entity Name(s)/Address(s): Frogbridge Picnics, LLC, 7 Yellow Meetinghouse Road, Millstone Township, New Jersey 08510
Contract Amount: Not to exceed $192,041.85
Funding Source: 2024 Budget/Department of Recreation, Cultural Affairs and Senior Services/NW011-160-1606-71280-B2024
Contract Period: Upon Municipal Council approval, not to exceed July 20, 2024
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 used to host the City’s 2024 Family Fun Day Event, held on Saturday, July 20, 2024.
Advertisement Date: April 10, 2024
Number of Bids Downloaded: Twenty-three (23)
Number of Bid Received: One (1)
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WHEREAS, on April 10, 2024, the City of Newark, through its Interim Purchasing Agent, advertised to solicit bids for contractors to host Family Fun Day 2024, 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, twenty-three (23) bid proposal packages were downloaded in response to the advertisement; and
WHEREAS, on April 25, 2024, 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 Interim Purchasing Agent 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, the Business Administrator and/or the Interim Purchasing Agent, 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 2024 for the City of Newark, whose bid was received on the advertised due date and was 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 20, 2024, upon approval of the Municipal Council, pursuant to N.J.S.A. 40A:11-15, at a cost not to exceed One Hundred Ninety Two Thousand, Forty Two Dollars and Eighty Five Cents ($192,042.85).
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. 2025 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 line: NW011-160-1606-71280-B2024 for the Department of Recreation and Cultural Affairs and Senior Services. This contract shall not exceed One Hundred Ninety Two Thousand, Forty Two Dollars and Eighty Five Cents ($192,042.85) for July 20, 2024.
5. The Interim 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 Interim Purchasing Agent, to enter into and execute contract a with Frogbridge Picnics LLC, 7 Yellow Meetinghouse Road, Millstone, New Jersey 08510, to host Family Fun Day 2024 for the City of Newark, at a cost not to exceed One Hundred Ninety Two Thousand, Forty One Dollars and Eighty Five Cents ($192,041.85) for the date of July 20, 2024 upon approval of the Municipal Council.