Title
Dept/ Agency: Administration/ Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Cooperative Purchasing Agreement
Purpose: To purchase vehicles (cars, trucks, and vans) for various City of Newark Departments.
Entity Address: Educational Services Commission of New Jersey (“ESCNJ”), 1660 Stelton Road, Piscataway, New Jersey 08854
Contract Amount: $1,000,000.00
Funding Source: 2025 and 2026 Budgets
Contract Period: Upon approval and authorization of the Municipal Council for calendar year 2025 and 2026
Contract Basis: ( ) Bid ( ) State Vendor ( ) Prof. Ser. ( ) EUS
( ) Fair & Open ( ) No Reportable Contributions ( ) RFP ( ) RFQ
( ) Private Sale ( ) Grant ( ) Sub-recipient (X) N/A
Additional Information:
This resolution authorizes the use of a Cooperative Purchasing Agreement to acquire vehicles for various Departments of the City for the remainder of calendar year 2025 and fiscal year 2026.
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WHEREAS, on August 06, 2025, the Municipal Council adopted Resolution 7R1-ad authorizing the City’s membership in the Education Services Commission of New Jersey (“ESCNJ”), 1660 Stelton Road, Piscataway, New Jersey 08854, a New Jersey State Department of Community Affairs-Approved co-op, with a Co-op number #65MCESCCPS; and
WHEREAS, the Educational Services Commission of New Jersey (ESCNJ), a locally recognized and accepted cooperative purchasing organization, maintains Local Cooperative Agreement Contracts, which are competitively awarded through which members can make purchases; and
WHEREAS, the ESCNJ system was developed for the purpose of utilizing a competitive bidding process to make the procurement process more efficient and provide cost savings to its members; and
WHEREAS, the City of Newark, through its Purchasing Agent/QPA, wishes to utilize the New Jersey State Approved Co-op #65MCESCCPS-ESCNJ to acquire vehicles, including but not limited to, cars, vans, trucks, to be used by various City Departments, including but not limited to, Department of Administration, Health and Community Wellness, Economic and Housing Development, Public Works, Public Safety, Water and Sewer Utilities and the Office of the City Clerk, from authorized vendors under the ESCNJ Co-op listed under Schedule A attached hereto; and
WHEREAS, due to the recent price fluctuations on the automotive market, an open-end contract award can be advantageous to obtain economies and efficiency, whenever the need arises for replacement of vehicles from the various City fleets without delay; and
WHEREAS, each Department desirous to use this contract will be required to present the certification of funds signed by the Chief Financial Officer or an approved Purchase Order for each item, subject to the terms and conditions applicable under the current ESCNJ contracts.
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 Qualified Purchasing Agent (QPA) are authorized to utilize the New Jersey State Approved ESCNJ Co-op #65MCESCCPS - and enter into contract(s) with authorized ESCNJ vendors listed under Schedule A; for the purchase of vehicles, including, but not limited to, cars, trucks, and vans on an as needed basis to supplement or replace the City’s various Fleets from December 1, 2025 through December 31, 2026, subject to the terms and conditions applicable to their respective ESCNJ contracts.
2. The total amount to be expended for purchases authorized pursuant to this Resolution shall not exceed One Million Dollars and Zero Cents ($1,000,000.00).
3. All purchases, Purchase Orders, contracts and other related documentation shall be in accordance with the relevant ESCNJ Co-op Contract, including Standard Terms and Conditions, Method of Operation and Third Party Agreement, if applicable, as contained in the Educational Services Commission of New Jersey #65MCESCCPS contract documentation and agreements.
4. There shall be no amendments of this Resolution without the approval of the Municipal Council.
5. This is an open-end contract to be used as needed during the calendar year 2025 and the fiscal year 2026. For any 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.
6. If required by State law, the City Clerk shall provide the appropriate Notice of 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 July 1, 2025.
STATEMENT
This Resolution authorizes the Mayor and/or his designees, the Business Administrator and/or the Purchasing Agent to utilize the New Jersey Educational Services Commission Cooperative System to purchase vehicles as needed for various City Departments for the calendar year 2025 and fiscal calendar year 2026.