Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To provide Copier Paper, Recycled and Virgin.
Entity Name(s)/Address(s): Sharda Paper, Inc., 378 Troutman Street, Brooklyn, New York 11237
Contract Amount: Not to exceed $445,560.00
Funding Source: 2020, 2021 and 2022 Grants and 2023 Budget/Department of Administration, Division of Office Services/NW011-030-0308-83020-B2023, Department of Health and Community Wellness, Division of Environmental Health/NW051-G20-H20QD-83010-Lead Hazard Grant/NW051-G21-H21OC-830110-Lead Abatement Grant/Department of Health and Community Wellness, Division of Health Planning/NW051-G22-2H22C-83010-HIV Emergency Relief Grant/Department of Health and Community Wellness, Division of Surveillance and Prevention-Immunization Program/NW051-G21-2H218-83010-Immunization Grant/Department of Health and Community Wellness, Division of Surveillance and Prevention/NW051-G21-2H219-83010-Public Health Emergency Preparedness Grant/Department of Health and Community Wellness, Division of Surveillance and Prevention (WIC)/NW051-G21-H210F-83010-State WIC Grant/ Department of Health and Community Wellness, Division of Surveillance and Prevention/NW011-120-1208-8301-B2023/Department of Health and Community Wellness, Division of Medical Care Services/NW026-46540-B2023-Homeless Trust Account; Department of Health and Community Wellness/Division of Surveillance and Prevention/OHECH/NW051-G21-H21Q0-7140-Advancing Health Literacy Grant/Department of Public Safety, Division of Fire/NW011-190-1903-83010-B2023/Department of Public Safety, Division of Police/NW011-190-1902-83010-B2023/Department of Recreation, Cultural Affairs and Senior Services, Director’s Office/NW011-160-1601-83010-B2023/Department of Water and Sewer Utilities/NW037-750-7502-83720-B2023
Contract Period: To be established for a period not to exceed twenty-four (24) consecutive months commencing upon a fully executed contract
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 provide copier paper, recycled and virgin to the Departments of Administration, Health and Community Wellness, Public Safety, Recreation, Cultural Affairs and Senior Services and Water and Sewer Utilities.
Advertisement: June 15, 2022
Bids Downloaded: Five (5)
Bids Received: One (1)
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WHEREAS, on June 15, 2022, the City of Newark through its Purchasing Agent, QPA, advertised to solicit bids for contractors to provide Copier Paper, Recycled and Virgin for the Departments Administration/Division of Office Services, Department of Health and Community Wellness/Division of Environmental Health, Department of Health and Community Wellness/Division of Health Planning, Department of Health and Community Wellness/Division of Surveillance and Prevention-Immunization Program, Department of Health and Community Wellness/Division of Surveillance and Prevention, Department of Health and Community Wellness/Division of Surveillance and Prevention (WIC), Department of Health and Community Wellness/Division of Surveillance and Prevention, Department of Health and Community Wellness/Division of Medical Care Services, Department of Health and Community Wellness/Division of Surveillance and Prevention, Department of Public Safety/Division of Fire, Department of Public Safety/Division of Police, Department of Recreation, Cultural Affairs and Senior Services/Director’s Office and Water and Sewer Utilities, as described in the attached bid proposal; and
WHEREAS, the Division of Central Purchasing published the bid package on the City of Newark’s electronic procurement portal to provide broader access and download capability to potential bidders; and
WHEREAS, via the electronic procurement portal, ten (10) bid proposal packages were downloaded by prospective vendors following the date of advertisement; and
WHEREAS, on June 30, 2022, the Division of Central Purchasing received one (1) bid in response to this advertisement; and
WHEREAS, the bid result was shared with the user agencies and the recommendations to award were received from the Department of Public Works/Division of Sanitation and the Department of Water and Sewer Utilities for a single award to be made to Sharda Paper, Inc., 378 Troutman Street, Brooklyn, New York 11237; and
WHEREAS, the Purchasing Agent, QPA, concurs with the recommendations to award Sharda Paper, Inc., 378 Troutman Street, Brooklyn, New York 11237 the only responsive and responsible bidder per line item commodities, per year to provide Copier Paper Recycled and Virgin to the City; 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. 19:44A20.5 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 Purchasing Agent, QPA, are hereby authorized to enter into and execute a contract with Sharda Paper, Inc., 378 Troutman Street, Brooklyn, New York 11237 to receive line items # 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 36, 37, 38, 39, 40, 43, 44 and 45 for year one (1) and year two (2), to provide Copier Paper, Recycled and Virgin for the City of Newark, whose bid was received on the advertised due date and determined to be the only responsive and responsible bidder per line item commodity per year. The term of the contract will be for a period to be established and not to exceed twenty-four (24) consecutive months, pursuant to N.J.S.A. 40A:11-15, start date to commence upon fully executed contract. No bids were received for line items# 18, 19, 20, 21, 22, 23, 24, 25, 26, 27, 28, 29, 30, 31, 32, 33, 34, 35, 41, 42, 46, 47, 48, 49 and 50 for year one (1) and year two (2).
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 2023 and subsequent years are contingent upon appropriations, 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 executed before a contractual liability is incurred each time an order is placed from Account Code Line: NW011-030-0308-83020-B2023/Administration/Division of Office Services, NW011-030-0308-83020-B2023, NW051-G20-H20QD-83010-Lead Hazard Grant and NW051-G21-H21OC-830110-Lead Abatement Grant/Department of Health and Community Wellness/Division of Environmental Health, NW051-G22-2H22C-83010-HIV Emergency Relief Grant/Department of Health and Community Wellness/Division of Health Planning, NW051-G21-2H218-83010-Immunization Grant/Department of Health and Community Wellness/Division of Surveillance and Prevention-Immunization Program, NW051-G21-2H219-83010-Public Health Emergency Preparedness Grant /Department of Health and Community Wellness/Division of Surveillance and Prevention, NW051-G21-H210F-83010-State WIC Grant /Department of Health and Community Wellness/Division of Surveillance and Prevention (WIC), NW026-46540-B2023-Homeless Trust Account/Department of Health and Community Wellness/Division of Surveillance and Prevention, NW011-120-1208-8301-B2023/Department of Health and Community Wellness/Division of Medical Care Services, NW051-G21-H21Q0-7140-Advancing Health Literacy Grant /Department of Health and Community Wellness/Division of Surveillance and Prevention/OHECH, NW011-190-1903-83010-B2023/Department of Public Safety/Division of Fire, NW011-190-1902-83010-B2023/Department of Public Safety/Division of Police, NW011-160-1601-83010-B2023/Department of Recreation, Cultural Affairs and Senior Services/Director’s Office, NW037-750-7502-83720-B2023/Department of Water and Sewer Utilities, covering the amount or the order. This contract shall not exceed Four Hundred Forty-Five Thousand, Five Hundred and Sixty Dollars and Zero Cents ($445,560.00) for a period to be established and not to exceed twenty-four (24) consecutive months with the start date commencing when the contract is fully executed.
5. The Purchasing Agent, QPA, shall file a copy of this resolution and the duly executed copy of the contract in 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 a contract with Sharda Paper, Inc., to provide Copier Paper Recycled, and Virgin to the City of Newark at an amount not to exceed Four Hundred Forty-Five Thousand Five Hundred and Sixty Dollars and Zero Cents ($445,560.00) for a period to be established and not to exceed twenty-four (24) consecutive months with the start date commencing upon the full execution of the contract.