Title
Dept/ Agency: Offices of Municipal Council/City Clerk
Action: (X) Ratifying (X) Authorizing ( ) Amending
Type of Service: Exception to Public Bidding - N.J.S.A. 40A:11-5(1)(dd)
Purpose: To provide for the website hosting, support, upgrades, managed services and maintenance of the Archives Records Management Systems (ARMS) and related hardware used by the Archive Records Management Center (ARMC) of the Office of the City Clerk, they will also be providing us with 2-additional scanners to the system.
Entity Name: Summit Information Systems, LLC.
Entity Address: 118 Westfield Avenue, Suite 6, Clark, New Jersey 07066
Contract Amount: Not to exceed $62,880.00
Funding Source: 2026 and 2027 Budget/Office of the City Clerk/NW011-020-0201-71280-B2026 and B2027
Contract Period: January 21, 2026 to January 20, 2028
Contract Basis: ( ) Bid ( ) State Vendor ( ) Prof. Ser. ( ) EUS
( ) Fair & Open (X) No Reportable Contributions ( ) RFP ( ) RFQ
( ) Private Sale ( ) Grant ( ) Sub-recipient ( ) n/a
Additional Information:
An Archives Records Management Systems (ARMS) computer software utilized by the Archive and Records Management Center (ARMC) of the Office of the City Clerk.
Partial Certification of Funds in the amount of $15,000.00.
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WHEREAS, the Office of the City Clerk is committed to protecting and securing the City of Newark’s (the “City”) inventory of records; and
WHEREAS, pursuant to Local Public Contracts Law, N.J.S.A. 40A:11-5(1)(dd), a contract for the support or maintenance of proprietary computer software may be awarded as an exception to public bidding; and
WHEREAS, the Office of City Clerk desires to enter into a contract with Summit Information Systems, LLC (hereinafter “Summit”), 118 Westfield Avenue, Suite 6, Clark, New Jersey 07066, to provide hosting, support, upgrades, maintenance and managed services and necessary hardware for the Archives Records Management System (ARMS) computer software used by the Archive and Records Management Center (ARMC) for the Office of the City Clerk for a period of two (2) years from January 21, 2026 to January 20, 2028, in an amount not to exceed Sixty-Two Thousand Eight Hundred Eighty Dollars and Zero Cents ($62,880.00); and
WHEREAS, Summit owns the rights to ARMS and is engaged in the business of providing various “goods and services”, including any work, labor, commodities, equipment, materials or supplies of any tangible or intangible nature, N.J.S.A. 40A:11-2(24) of the proprietary software; and
WHEREAS, Summit has represented that they are qualified by their training and experience to provide the required services and that they have the exclusive rights to make and sell these goods and services for maintenance and support of proprietary computer software, which the City Clerk certifies that said goods and services are essential and necessary for the conduct of its affairs, N.J.S.A. 40A:11-2(39); and
WHEREAS, this contract is being awarded pursuant with the “Non-Fair and Open” Procedures of State Pay-to-Play Law, N.J.S.A. 19A:44A-20.5; and
WHEREAS, the City Clerk has determined and certified in writing the value of this contract will not exceed Sixty-Two Thousand Eight Hundred Eighty Dollars and Zero Cents ($62,880.00); and
WHEREAS, Summit has completed and submitted a Political Contribution Disclosure Form and a Business Entity Disclosure Certification, which certifies that it has not made any reportable contributions to a political or candidate committee in the City of Newark in the previous one (1) year, and the contract will prohibit Summit from making any reportable contibutions throughout the term of the contract; and
WHEREAS, Summit and its subcontractors, if any, have certified that it and they are in compliance with the City’s Contractor Pay-to-Play Reform 2:4-22C.
NOW, THEREFORE, BE IT RESOLVED BY THE MUNICIPAL COUNCIL OF THE CITY OF NEWARK, NEW JERSEY, THAT:
1. The City Clerk is hereby authorized, on behalf of the City of Newark, to enter into and execute a contract with Summit Information Systems, LLC, 118 Westfield Avenue, Suite 6, Clark, New Jersey 07066, to provide website hosting, support, upgrades, maintenance and managed services of computer software and associated services and necessary hardware for ARMS for a period of two (2) years from January 21, 2026 to January 20, 2028, in an amount not to exceed Sixty-Two Thousand Eight Hundred Eighty Dollars and Zero Cents ($62,880.00).
2. Attached hereto is a Partial Certification of Funds for a total amount of Fifteen Thousand Dollars and Zero Cents ($15,000.00) from the Director of the Department of Finance, which states there are available sufficient legally appropriated funds from: Account Code Line: Business Unit NW011, Dept. 020 Div./Proj. 0201, Account #71280, Budget Ref. B2026.
3. This Contract is ratified back from January 26, 2026, through the date of adoption of this authorizing Resolution.
4. This contract is being awarded pursuant to and in compliance with the Non-Fair and Open Procedures of State Pay-to-Play Law, N.J.S.A. 19A:44A-20.5; the provisions of Local Public Contracts Law, N.J.S.A. 40A:11-5(1)(dd); and in compliance with the Contractor Pay-to-Play Reform Ordinance 2:4-22C.
5. The Business Entity Disclosure Certification, Political Contribution Disclosure Form, and the Determination of Value Letter are attached in support of this Resolution and shall be placed on file with the Office of the City Clerk.
6. There shall be no amendments or changes to this contract without approval of the Municipal Council.
7. There shall be no advance payments on this contract in accordance with N.J.S.A. 40A:5-16.
8. A copy of the executed contract herein authorized shall be filed in the Office of the City Clerk and made available for public inspection.
9. A notice of this action shall be published in a newspaper authorized by law to publish a legal advertisement and as required by law within ten (10) days of its passage.
STATEMENT
This Resolution ratifies and authorizes the City Clerk, on behalf of the City of Newark, to enter into and execute a contract with Summit Information Systems, LLC, 118 Westfield Avenue, Suite 6, Clark, New Jersey 07066, to provide website hosting, support, upgrades, maintenance and managed services of computer software, associated services and necessary hardware for ARMS Software for a period of two (2) years from January 21, 2026 to January 20, 2028, in an amount not to exceed $62,880.00.