Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To provide computer paper to the City
Description: Computer Paper
Entity Name(s)/Address(s):
1.CMF Business Supplies, Inc., 3622 Kennedy Road, South Plainfield, New Jersey 07080;
2.Commercial Business Forms, Inc., 240 Cedar Knolls Road, Suite 203, Cedar Knolls, New Jersey 07927;
3.Paper Mart, Inc., 151 Ridgedale Avenue, East Hanover, New Jersey 07936; and
4.W.B. Mason Co., Inc., 535 Secaucus Road, Secaucus, New Jersey 07094
Contract Amount: $260,000.00
Funding Source: 2017 Budget/Newark Municipal Court, Departments of Administration, Public Safety and Water and Sewer Utilities
Account Code Lines:
NW011-010-0107-83030-B2017-Municipal Court
NW011-030-0308-83020-B2017-Administration/Office Services
NW011-190-1902-83010-B2017-Public Safety/Police
NW037-750-7502-83030-B2017-Water and Sewer Utilities
Contract Period: To be established for a period not to exceed 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:
Advertisement Date April 4, 2017
Bids Solicited: Nine (9)
Bids Received: Four (4)
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WHEREAS, on April 4, 2017, the City of Newark (hereinafter referred to as “City”), through its Supervising Procurement Specialist/QPA, advertised to solicit bids for contractor(s) to provide Computer Paper to the Newark Municipal Court and the Departments of Administration, Public Safety, and Water and Sewer Utilities as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing distributed nine (9) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on April 20, 2017, the Division of Central Purchasing received four (4) bids in response to this advertisement; and
WHEREAS, the Chief Account Manager of Finance for the Newark Municipal Court, the Manager of the Division of Office Services, the Police Finance and Grants Section Commander, and the Assistant Director of the Department of Water and Sewer Utilities all recommend that a contract be awarded to all four bidders: CMF Business Supplies, Inc., Commercial Business Forms, Inc., Paper Mart, Inc., and W.B. Mason Co., Inc. All four were the only responsive and responsible bidders in a line item award; and
WHEREAS, the Supervising Procurement Specialist/QPA concurs with the recommendations of the Chief Account Manager of Finance for the Newark Municipal Court, the Manager of the Division of Office Services, the Police Finance and Grants Section Commander, and the Assistant Director of the Department of Water and Sewer Utilities that a contract be awarded to CMF Business Supplies, Inc., Commercial Business Forms, Inc., Paper Mart, Inc., and W.B. Mason Co., Inc., all of whom were the only responsive, responsible bidders; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the bidders consented to holding prices bid for consideration, until such time as an award is made, as the law permits; and
WHEREAS, solicitations through public bidding in accordance with N.J.S.A.40A:11-1, et seq., meet the requirements of the fair and open process under N.J.S.A.19:44A-20.5 et seq.
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/QPA, are hereby authorized to enter into a contract with the following vendors for the various line items:
a. CMF Business Supplies, Inc., 3622 Kennedy Road, South Plainfield, New Jersey 07080, to receive line items #1, 5, 8, 11, 15, 21 - 23, 27, 30, 33, 37, 40 and 98-101 (various sizes & weights) for year one and year two;
b. Commercial Business Forms, Inc., 240 Cedar Knolls Road, Cedar Knolls, New Jersey 07927, to receive line items # 13, 16, 44-46, 57, 62 & 63, 69, 74 & 75, and 95 (various sizes & weights) for year one and year two;
c. Paper Mart, Inc., 151 Ridgedale Avenue, East Hanover, New Jersey 07936, to receive line items # 2-4, 6 & 7, 10, 12, 14, 17-19, 29, 39, 43, 47, 49 & 50, & 53-56, 59 & 60, 65 - 68, 70-72, 82 & 83, 86, 90, 92 & 93 and 97 (various sizes & weights) for year one and year two; and
d. W.B. Mason Co., Inc., 535 Secaucus Road, Secaucus, New Jersey 07094, to receive line items #48, 52, 58, 64, 76 and 80 (various sizes & weights) for year one and year two.
Said contract is for the provision of Computer Paper to the City. Each vendor’s bid was received on the advertised due date and the City determined each to be the only responsive, responsible bidder in accordance with the bid specifications. The term of the contract will be established for a period not to exceed a two (2) years, 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 2017 and subsequent years are contingent upon appropriations, pursuant to N.J.A.C. 5:30-5.5(d).
4. This is an open-end 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 lines, NW011-010-0107-83030-B2017- Municipal Court NW011-030-0308-83020-B2017- Administration/Office Services NW011-190-1902-83010-B2017- Public Safety/Police NW037-750-7502-83030-B2017 - Water and Sewer Utilities covering the amount of the order. This contract shall not exceed $260,000.00 for a period to be established and not to exceed two (2) years.
5. 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 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/QPA, to enter into a contract with CMF Business Supplies, Inc., Commercial Business Forms, Inc., Paper Mart, Inc., and W.B. Mason Co., Inc., to provide Computer Paper to the City of Newark at a cost not to exceed $260,000.00 for a period not to exceed two (2) years.