Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Flagpole Service, Vinyl Street Pole Banner and Brackets
Entity Name(s)/Address(s): The American Flag Co., Inc., 1945 Rt. 22 West, Union, NJ 07083
Contract Amount: Not to exceed $100,000.00
Funding Source: City of Newark Budget/Department of Engineering Division of Traffic & Signals/Open-Ended
Contract Period: To be established for a period not to exceed 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:
Bids solicited: Four (4)
Bids received: Two (2)
Failed 7R1-y 051612
Invitation: Purchasing Agent, June 6, 2012
Failed 7R1-g 060712
Failed 7R1-c 062012
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WHEREAS, on January 24, 2012, the City of Newark through its Purchasing Director advertised to solicit bids for Flagpole Service, Vinyl Street Pole Banner and Brackets, which the contractor will provide to the City of Newark, for the Department of Engineering, Division of Traffic & Signals, usage as described in the attached bid proposal; and
WHEREAS, the Division of Central Purchasing solicited four (4) prospective vendor (s) from its established bid list; and
WHEREAS, on February 9, 2012, two (2) bids were received in response to this advertisement; and
WHEREAS, the Purchasing Director reviewed and evaluated the bids and recommends that an award be made to The American Flag Co. Inc., the lowest responsive and responsible bidder; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the vendor agreed to hold their prices beyond 60 days; 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. 40:11-1, 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 designee, the Purchasing Director, are hereby authorized to enter into a contract with The American Flag Co., Inc., 1945 Rt. 22 West, Union, NJ 07083, for the provision of Flagpole Service, Vinyl Street Pole Banners and Brackets, to the City, 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 term of the contract will be established for a two (2) year term; 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.
3. There shall be no advance payment on this contract in accordance with N.J.S.A. 40A:5-16. Funds for subsequent years are contingent upon appropriation; 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 as 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 the service. This contract shall not exceed $100,000.00 for a two (2) year term.
5. The Purchasing Director shall forthwith file a duly executed copy of this contract in 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 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 contract is awarded to The American Flag Co., Inc., to provide Flagpole Service, Vinyl Street Pole Banners and Brackets, at a cost not to exceed $100,000.00 for two (2) years. .