Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To provide Automotive Lubricants.
Entity Name(s)/Address(s):
1) Air Brake & Equipment, 225 Route 22 West, Hillside, New Jersey 07205
2) Samuels Inc. T/A Buy Wise Auto Parts, 2091 Springfield Avenue, Vauxhall, New Jersey 07088
3) Superior Distributors Co. Inc., 4 Midland Avenue, Elmwood Park, New Jersey 07407
Contract Amount: Not to exceed $130,000.00
Funding Source: 2020 Budget/Department of Public Works, Division of Sanitation/NW011-060-0605-83420-B2020/Department of Public Works, Division of Motors/NW011-060-0602-83550-B2020/Department of Water and Sewer Utilities/NW037-750-7502-83550-B2020
Contract Period: To be established for a period not to exceed (24) consecutive months commencing upon 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:
To provide Automotive Lubricants to the City of Newark’s Department of Public Works, Division of Sanitation and Motors and Department of Water and Sewer Utilities.
Advertisement: August 12, 2020
Bid Solicited: Thirteen (13)
Bid Received: Three (3)
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WHEREAS, on August 12, 2020, the City of Newark through its Purchasing Agent, QPA, advertised to solicit a bid for contractors to provide Automotive Lubricants for the Department of Public Works Divisions of Sanitation and Motors and the Department of Water and Sewer Utilities as described in the attached bid proposal; and
WHEREAS, the Division of Central Purchasing also distributed thirteen (13) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, the Division of Central Purchasing also published the Bid package on the City of Newark’s website to provide a broader access and download capability to potential bidders; and
WHEREAS, on August 27, 2020, the Division of Central Purchasing received three (3) bids in response to this advertisement; and
WHEREAS, the Manager of Motors, the Director of the Department of Water and Sewer Utilities and the Director of the Department of Public Works, Division of Sanitation all recommended that a multiple award be made to: 1) Air Brake & Equipment, 225 Route 22 West, Hillside, New Jersey 07205; 2) Samuels Inc. T/A Buy Wise Auto Parts 2091 Springfield Avenue, Vauxhall, New Jersey 07088; and 3) Superior Distributors Co. Inc., 4 Midland Avenue, Elmwood Park, New Jersey 07407, as the lowest responsive and responsible bidders per line item (commodities); and
WHEREAS, the Assistant Purchasing Agent on behalf of the Purchasing Agent concurred with the recommendations from the Manager of Motors, the Director of the Department of Water and Sewer Utilities and the Director of the Department of Public Works, Division of Sanitation that a multiple award be made to: 1) Air Brake & Equipment, 225 Route 22 West, Hillside, New Jersey 07205; 2) Samuels Inc. T/A Buy Wise Auto Parts, 2091 Springfield Avenue, Vauxhall, New Jersey 07088; and 3) Superior Distributors Co. Inc., 4 Midland Avenue, Elmwood Park, New Jersey 07407; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the recommended bidders consented to holding their prices beyond sixty (60) days; 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 Business Administrator are hereby authorized to enter into and execute a multiple contract award with: 1) Air Brake and Equipment, 225 Route 22 West, Hillside, New Jersey 07205, to receive line items #1,2,4, 6 and 7 for years one and two; 2) Samuels Inc. T/A Buy Wise Auto Parts. 2091 Springfield Avenue, Vauxhall, New Jersey 07088, to receive line items #5 and 10 for years one and two; and 3) Superior Distributors Co. Inc., 4 Midland Avenue, Elmwood Park, New Jersey 07407, to receive line items #3, 8 and 9 for years one and two; to provide Automotive Lubricants for the City of Newark’s Department of Public Works, Divisions of Sanitation and Motors and the Department of Water and Sewer Utilities, whose bids were received on the advertised due date and determined to be the lowest responsive and responsible bidders per line item (commodities) in accordance with the bid specifications. The term of the contract will be established for twenty-four (24) consecutive months commencing upon fully executed contract, pursuant to N.J.S.A. 40A:11-15.
2. There shall be no amendment or change of 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. Funds for 2020 and subsequent years are contingent upon appropriations, pursuant to N.J.A.C. 5:30-5.5(d).
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: NW011-060-0605-83420-B2020/Department of Public Works, Division of Sanitation/NW011-060-0602-83550-B2020/Department of Public Works, Division of Motors/NW037-750-7502-83550-B2020/Department of Water and Sewer Utilities. This contract shall not exceed One Hundred Thirty Thousand Dollars and Zero Cents ($130,000.00) for three (3) vendors for twenty-four (24) consecutive months upon fully executed contract.
5. The Purchasing Agent, QPA shall file a 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 a multi-contract award for three (3) vendors: 1) Air Brake and Equipment to receive line items #1,2,4, 6 and 7 for years one and two; 2) Samuels Inc. T/A Buy Wise to receive line items #5 and 10 for years one and two; and 3) Superior Distributors Co., Inc. to receive line items #3, 8 and 9 for years one and two; to provide Automotive Lubricants to the City of Newark at an amount not to exceed $130,000.00 for twenty-four (24) consecutive months commencing upon the date of a fully executed contract.