Title
Dept/ Agency: Water and Sewer Utilities
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract
Purpose: Perform Annual Maintenance of the Chlorine System at the City of Newark's Pequannock Water Treatment Plant
Entity Name: Ray Palmer Associates, Inc.
Entity Address: 95 King Street, Dover, New Jersey 07801
Contract Amount: Amount not to exceed $47,120.00 for Annual Maintenance. Open ended contract amount not to exceed $15,000.00 for Emergency Services, only if services are needed.
Funding Source: City of Newark/Department of Water and Sewer Utilities Budget
Contract Period: One year from issuance of a Notice to Proceed
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 Packages Distributed: One (1)
Bids Received: One (1)
No Action Taken 7R12-b (as) 100213
No Action Taken 7R12-b 101013
body
WHEREAS, the City of Newark advertised Contract to Perform Annual Maintenance of the Chlorine System at the City of Newark's Pequannock Water Treatment Plant, on September 10, 2013; and
WHEREAS, the Department of Water and Sewer Utilities distributed one (1) bid package to a prospective vendor following the date of advertisement; and
WHEREAS, on September 24, 2013, one (1) bid was received for the said project in accordance with the Local Public Contracts Law N.J.S.A. 40A:11-1 et seq.; and
WHEREAS, Ray Palmer Associates, Inc., 95 King Street, Dover, New Jersey 07801, submitted the lowest responsive and responsible bid in the amount of $47,120.00 for preventive maintenance, according to the bid specifications; and
WHEREAS, Ray Palmer Associates, Inc., also submitted a price sheet which set forth the labor price per hour for the cost of responding to and performing emergency repairs at the City of Newark's Pequannock Water Treatment Plant, if needed; and
WHEREAS, the Department of Water and Sewer Utilities estimates that the annual Emergency Repairs for the City of Newark's Pequannock Water Treatment Plant at approximately $15,000.00; and
WHEREAS, the City of Newark wishes to accept the bid submitted by Ray Palmer Associates, Inc., on September 24, 2013, and execute a Contract to Perform Annual Maintenance and Repair of the Chlorine System at the City of Newark's Pequannock Water Treatment Plant, with Ray Palmer Associates, Inc., 95 King Street, Dover, New Jersey 07801, for an amount not to exceed $47,120.00; and
WHEREAS, the Department of Water and Sewer Utilities further wishes to enter into an open ended contract with Ray Palmer Associates, Inc. for the cost of performing Emergency Repairs to the at the City of Newark's Pequannock Water Treatment Plant on an as needed basis in amount not to exceed $15,000.00.
NOW, THEREFORE, BE IT RESOLVED BY THE MUNICIPAL COUNCIL OF THE CITY OF NEWARK, NEW JERSEY, THAT:
- The Municipal Council hereby authorizes the Mayor and/or his designee, the Acting Director of the Department of Water and Sewer Utilities, to accept the lowest responsive and responsible bid submitted on September 24, 2013, by Ray Palmer Associates, Inc., 95 King Street, Dover, New Jersey 07801, and execute a Contract to Perform Annual Maintenance and Repair of Chorine System at the City of Newark's Pequannock Water Treatment Plant with Ray Palmer Associates, Inc., 95 King Street, Dover, New Jersey 07801, for an amount not to exceed $47,120.00 for preventive maintenance, for a period of one year, commencing upon the issuance of a Notice to Proceed by the Acting Director of the Department of Water and Sewer Utilities.
- The Municipal Council further authorizes the Mayor and/or his designee, the Acting Director of the Department of Water and Sewer Utilities to enter into an open ended contract with Ray Palmer Associates, Inc., 95 King Street, Dover, New Jersey 07801, for an amount not to exceed $15,000.00 for Emergency Repairs to the City of Newark's Pequannock Water Treatment Plant on an as needed basis only.
- Pursuant to N.J.A.C. 5:30-5.5, attached hereto is a partial certification of funds from the Director of Finance which states that funds in the amount of $10,000.00 are available in the 2013 Budget to Perform Annual Maintenance and Repair of Chorine System at the City of Newark's Pequannock Water Treatment Plant under Business Unit: NW037, Department ID: 750, Division/Project: 7502, Account: 71870, Budget Ref.: B2013. The certification shall be filed along with the original resolution in the Office of the City Clerk. The remainder of the funding for the contract will be subject to appropriation in the 2013 & 2014 Budget and included in a line item for the award of this contract and said funds will be certified prior to services being provided by the contractor. There will be no expenditure of funds authorized until a Certification of Funds is obtained and a copy filed with the City Clerk.
- No amount shall be chargeable or certified for any emergency repair services until such time as such emergency repair services are needed and the Acting Director of the Department of Water and Sewer Utilities issues a written request for the need for said services. Prior to incurring liability for any emergency services a Certification of Funds shall be obtained and it shall be the responsibility of the Acting Director of the Department of Water and Sewer Utilities to file a copy of said certification with the City Clerk.
- There shall be no amendment or change to the contract without approval by the Newark Municipal Council.
- There shall be no advance payment on this contract in accordance with N.J.S.A. 40A:5-16.
- A fully executed copy of the contract shall be filed in the Office of the City Clerk by the Acting Director of the Department of Water and Sewer Utilities.
- This contract was solicited and awarded through a fair and open process in accordance with N.J.S.A. 19:44A-20.5.
- 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 Acting Director of the Department of Water and Sewer Utilities, to accept the lowest responsive and responsible bid submitted on September 24, 2013 by Ray Palmer Associates, Inc., and execute Contract to Perform Annual Maintenance and Repair of the Chlorine System at the City of Newark's Pequannock Water Treatment Plant with Ray Palmer Associates, Inc., 95 King Street, Dover, New Jersey 07801, for an amount not to exceed $47,120.00, for a period of one year, commencing upon the issuance of a Notice to Proceed by the Acting Director of the Department of Water and Sewer Utilities. This resolution further authorizes the Mayor and/or his designee, the Acting Director of the Department of Water and Sewer Utilities to enter into an open ended contract with Ray Palmer Associates, Inc., 95 King Street, Dover, New Jersey 07801, for an amount not to exceed $15,000.00, for Emergency Repairs to the City of Newark's Pequannock Water Treatment Plant on an as needed basis only. Both of the above contracts are subject to the appropriation of funds.