Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To purchase Automotive Accessories.
Entity Name(s)/Address(s):
1) East Coast Emergency Lighting, Inc., 200 Meco Drive, Millstone Township, New Jersey 08535;
2) IEH Auto Parts, LLC, 901 N. Lenola Road, Moorestown, New Jersey 08057;
3) Samuels, Inc., T/A Buy Wise Auto Parts, 2091 Springfield Avenue, Vauxhall, New Jersey 07088; and
4) Vehicle Maintenance Program, Inc., 3595 N. Dixie Highway Bay 7, Boca Raton, Florida 33431
Contract Amount: Not to exceed $440,000.00
Funding Source: 2022 Budget/Department of Public Safety, Division of Fire/NW011-190-1903-83830-B2022/Department of Public Works, Division of Motors/NW011-060-0602-83860-B2022/Department of Public Works, Division of Sanitation/NW011-060-0605-83420-B2022/Department of Water and Sewer Utilities/NW037-750-7502-B2022
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 Automotive Accessories for the Department of Public Safety, Division of Fire, Department of Public Works, Division of Motors, Division of Sanitation and the Department of Water and Sewer Utilities.
Advertisement: March 16, 2022
Bids Downloaded: Thirteen (13)
Bids Received: Four (4)
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WHEREAS, on March 16, 2022, the City of Newark through its Purchasing Agent, QPA, advertised to solicit bids for contractors to provide Automotive Accessories for the Departments of Public Safety/Division of Fire, Public Works/Division of Motors, Public Works/Division of Sanitation and the Department of 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 a broader access and download capability to potential bidders; and
WHEREAS, via the electronic procurement portal, thirteen (13) bid proposals were downloaded by prospective vendors following the date of advertisement; and
WHEREAS, on March 31, 2022, the Division of Central Purchasing received four (4) bids in response to this advertisement; and
WHEREAS, the bid results were shared with the user agencies and the recommendations to award were received from the Department of Public Works/ Divisions of Motors and Sanitation that a multiple award be made to: 1.) East Coast Emergency Lighting, Inc., 200 Meco Drive, Millstone Township, New Jersey 08535; 2.) IEH Auto Parts, LLC, 901 N. Lenola Road, Moorestown, New Jersey 08057; 3.) Samuels, Inc. T/A Buy Wise Auto Parts, 2091 Springfield Avenue, Vauxhall, New Jersey 07088 and 4.) Vehicle Maintenance Program, Inc., 3595 N. Dixie Highway Bay 7, Boca Raton, Florida 33431, the responsive and responsible bidders and being the highest discount off per line item commodities per year, and
WHEREAS, the Purchasing Agent, QPA, concurs with the recommendations that a multiple award be made to: 1.) East Coast Emergency Lighting, Inc., 200 Meco Drive, Millstone Township, New Jersey 08535; 2.) IEH Auto Parts, LLC, 901 N. Lenola Road, Moorestown, New Jersey 08057; 3.) Samuels, Inc. T/A Buy Wise Auto Parts, 2091 Springfield Avenue, Vauxhall, New Jersey 07088 and 4.) Vehicle Maintenance Program, Inc., 3595 N. Dixie Highway Bay 7, Boca Raton, Florida 33431, the responsive and responsible bidders and being the highest discount off per line item commodities per year; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the recommended bidders 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 contracts with: East Coast Emergency Lighting, Inc. to receive line items # 4, 8, 9 and 10 for year one (1) and year two (2); IEH Auto Parts, LLC, 901 N. Lenola Road, Moorestown, New Jersey 08057 to receive line items # 7, 11, 13, 14, 15, 16 and 17 for year one (1) and year two (2) ; Samuels, Inc. T/A Buy Wise Auto Parts, 2091 Springfield Avenue, Vauxhall, New Jersey 07088 to receive line items # 1, 2, 3 and 12 for year one (1) and year two (2) and Vehicle Maintenance Program, Inc., 3595 N. Dixie Highway Bay 7, Boca Raton, Florida 33431 to receive line items # 5 and 6 for year one (1) and year two (2) to provide Automotive Accessories for the City of Newark, whose bids were received on the advertised due date and determined to be the highest discount off per line item commodities and being responsive and responsible bidders. The term of the contract will be established for twenty-four (24) consecutive months, pursuant to N.J.S.A. 40A:11-15, start date to commence upon fully executed contract.
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 2021 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: NW011-190-1903-83830-B2022/Department of Public Safety/Division of Fire, NW011-060-0602-83860-B2022/Department of Public Works/Division of Motors, NW011-060-0605-83420-B2022/ Department of Public Works/Division of Sanitation and NW037-750-7502-B2022/Department of Water and Sewer Utilities, covering the amount or the order. All services performed under this contract shall be paid by the agency requesting the service. Other user departments/offices and applicable funding sources will be presented with the Certification of Funds signed by the Chief Financial Officer on an as needed basis. This contract shall not exceed Four Hundred Forty Thousand Dollars and Zero Cents ($440,000.00) for four (4) vendors for twenty-four (24) consecutive months with start date commencing when contract is fully executed.
5. The Purchasing Agent, QPA, shall file a copy of the resolution and the duly executed copy of the contracts 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 multiple award contract with: East Coast Emergency Lighting, Inc., 200 Meco Drive, Millstone Township, New Jersey 08535; IEH Auto Parts, LLC, 901 N. Lenola Road, Moorestown, New Jersey 08057; Samuels, Inc. T/A Buy Wise Auto Parts, 2091 Springfield Avenue, Vauxhall, New Jersey 07088; and Vehicle Maintenance Program, Inc., 3595 N. Dixie Highway Bay 7, Boca Raton, Florida 33431, to provide, Automotive Accessories to the City of Newark at a cost not to exceed Four Hundred Forty Thousand Dollars and Zero Cents ($440,000.00) for a period not to exceed twenty-four (24) consecutive months with the start date commencing upon the full execution of the contract.