Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Flashlights and Batteries
Description: Equipment and Supplies
Entity Name(s)/Address(s): Colonial Hardware Corporation, 33 Commerce Street, Springfield, New Jersey 07081
Contract Amount: Amount not to exceed $120,800.00
Funding Source: 2015 and 2016 Budgets/Departments of Administration, Engineering, Finance, Health and Community Wellness, Municipal Courts, Neighborhood and Recreational Services, Public Safety (Police/Fire/Office of Emergency Management), Water and Sewer Utilities and the Office of the City Clerk
Account Line Code(s):
NW011, 030, 0308, 83010, B2016-Administration/Office Services
NW011, 030, 0303, 83010, B2016-Administration/Central Purchasing
NW011, 150, 1504, 83360, B2016-Economic and Housing Development/Property Management
NW011, 110, 1109, 83010, B2016-Engineering/Motors
NW011, 110, 1110, 83380, B2016-Engineering/Public Buildings
NW011, 110, 1107, 83750, B2016-Engineering/Traffic and Signals
NW027, A15, EC540, 83010, B2015-Finance/Grant Accounting
NW027, A15, EC540, 83110, B2015-Finance/Grant Accounting
NW027, A15, EC540, 72140, B2015-Finance/Grant Accounting
NW028, 28T, 5T28, 59720, B2016-Health and Community Wellness/Environmental Health
NW011, 010, 1107, 83010, B2016-Municipal Courts
NW011, 160, 1602, 83850, B2016-Neighborhood and Recreational Services/Code Enforcement
NW011, 160, 1604, 83370, B2016-Neighborhood and Recreational Services/Sanitation
NW011, 020, 0201, 83010, B2016-Office of the City Clerk
NW011, 030, 0309, 83810, B2016-Public Safety/Office of Emergency Management
NW011, 090, 0901, 8383, B2016-Public Safety/Fire
NW011, 080, 0801, 83820, B2016-Public Safety/Police
NW037, 750, 7502, 83830, B2016-Water and Sewer Utilities
Contract Period: To be established for a period not exceeding 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:
1st Advertised date: March 22, 2016
Number of Bids Solicited: Ten (10)
Number of Bids Received: Zero (0)
2nd Advertised date: April 19, 2016
Number of Bids Solicited: Three (3)
Number of Bids Received: One (1)
body
WHEREAS, on March 22, 2016, the City of Newark, through its Supervising Procurement Specialist, advertised to solicit bids for contractor(s) to provide to the City of Newark, various Flashlights and Batteries, for the Departments of Administration, Engineering, Finance, Health and Community Wellness, Municipal Courts, Neighborhood and Recreational Services, Public Safety, Water and Sewer Utilities and the Office of the City Clerk , as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing distributed ten (10) bid proposal packages to the prospective vendors following the date of advertisement; and
WHEREAS, on April 7, 2016, the Division received zero (0) bids in response to this advertisement; and
WHEREAS, on April 19, 2016, the City of Newark, through its Supervising Procurement Specialist, re-advertised to solicit bids for contractor(s) to provide to the City of Newark with various Flashlights and Batteries, for the Departments of Administration, Engineering, Finance, Health and Community Wellness, Municipal Courts, Neighborhood and Recreational Services, Public Safety, Water and Sewer Utilities and the Office of the City Clerk, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing distributed three (3) bid proposal packages to the prospective vendors following the date of advertisement; and
WHEREAS, on May 5, 2016, the Division received one (1) bid in response to this advertisement; and
WHEREAS, the Supervising Procurement Specialist recommends that an award for the provision of various Flashlights and Batteries to the City of Newark, be awarded to Colonial Hardware Corporation, 33 Commerce Street, Springfield, New Jersey 07081, the only responsive, responsible bidder; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the responsive, responsible bidder consented to hold prices until such time as an award is made; 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 designee, the Supervising Procurement Specialist, are hereby authorized to enter into a contract to purchase various Flashlights and Batteries from the only responsive, responsible bidder, whose bid was received on the advertised due date and who was determined to be the only responsive responsible bidder for the categories identified on the price schedules, in accordance with the bid specifications. Specifically, the Mayor and or his designee, the Supervising Procurement Specialist, are hereby authorized to enter into a contract to purchase line item numbers 1, 2, 3, 4, 5, 7, 9, 10, 11, 12, 13, 18, 20, 24, 25, 26, 31, 33, 34, 42, 43, 44, 45, 46, 47 and 48 for year one (1) and year two, from Colonial Hardware Corporation, 33 Commerce Street, Springfield, New Jersey 07081; to provide various Flashlights and Batteries to the City. The term of the contract will be established for a two (2) year term, pursuant to N.J.S.A.40A:11-3.
2. There shall be no amendments or change to 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. Pursuant to N.J.A.C.5:30-5.5(d), funds for 2016 and subsequent years are contingent upon appropriations;
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 line(s)
NW011, 030, 0308, 83010, B2016-Administration/Office Services
NW011, 030, 0303, 83010, B2016-Administration/Central Purchasing
NW011, 150, 1504, 83360, B2016-Economic and Housing Development/
Property Management
NW011, 110, 1109, 83010, B2016-Engineering/Motors
NW011, 110, 1110, 83380, B2016-Engineering/Public Buildings
NW011, 110, 1107, 83750, B2016-Engineering/Traffic and Signals
NW027, A15, EC540, 83010, B2015-Finance/Grant Accounting
NW027, A15, EC540, 83110, B2015-Finance/Grant Accounting
NW027, A15, EC540, 72140, B2015-Finance/Grant Accounting
NW028, 28T, 5T28, 59720, B2016-Health and Community Wellness/
Environmental Health
NW011, 010, 1107, 83010, B2016- Municipal Courts
NW011, 160, 1602, 83850, B2016-Neighborhood and Recreational Services/
Code Enforcement
NW011, 160, 1604, 83370, B2016-Neighborhood and Recreational Services/
Sanitation
NW011, 020, 0201, 83010, B2016 -Office of the City Clerk
NW011, 030, 0309, 83810, B2016 - Public Safety/Office of Emergency Management
NW011, 090, 0901, 8383, B2016- Public Safety/Fire
NW011, 080, 0801, 83820, B2016- Public Safety/Police
NW037, 750, 7502, 83830 B2016-Water and Sewer Utilities
covering the amount of the order. This contract shall not exceed a total of One Hundred Twenty Thousand Eight Hundred Dollars and Zero Cents ($120,800.00) for one (1) vendor, for the entire two (2) year term.
5. The Supervising Procurement Specialist shall file an executed copy of the 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 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 Supervising Procurement Specialist, to award and enter into a two (2) year contract with Colonial Hardware Corporation, 33 Commerce Street, Springfield, New Jersey 0708, for the purchase of various Flashlights and Batteries specified by line item numbers, at a cost not to exceed One Hundred Twenty Thousand Eight Hundred Dollars and Zero Cents ($120,800.00)