Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To provide for rental of Portable Address Systems.
Entity Name(s)/Address(s): Random Access Entertainment, 753 Summer Avenue, Apartment 2C, Newark, New Jersey 07104
Contract Amount: Not to exceed $240,000.00
Funding Source: 2020 Budget/Department of Recreation, Cultural Affairs and Senior Services/NW011-160-1601-71280-B2020/NW011-160-1606-71610-B2020/NW011-160-1608-71280-B2020/NW011-160-1609-71610-B2020/
Department of Administration, Division of Communications/NW011-200-2001-96770-B2020/Office of the City Clerk NW011-020-0201-7213-B2020
Contract Period: To be established for a period not to exceed twenty-four (24) consecutive months to commence upon a 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:
This contract will be used to rent portable address systems for various City of Newark departments.
Advertisement Date: August 26, 2020
Bids Solicited: Five (5)
Bids Received: One (1)
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WHEREAS, on August 26, 2020, the City of Newark (the “City”), through its Purchasing Agent, QPA, advertised to solicit bids for contractors to provide Rental Portable Address Systems for the Department of Recreation, Cultural Affairs and Senior Services, the Department of Administration, Division of Communications, and the Office of the City Clerk as described in the attached bid proposal; and
WHEREAS, the Division of Central Purchasing also distributed six (6) 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 broader access and download capability to potential bidders; and
WHEREAS, on September 10, 2020, the Division of Central Purchasing received one (1) bid in response to this advertisement; and
WHEREAS, the Director of the Department of Recreation, Cultural Affairs and Senior Services and the Chief of Staff of the Division of Communications, recommended that a single award be made to Random Access Entertainment, 753 Summer Avenue, Apartment 2C, Newark, New Jersey 07104, the only responsive and responsible bidder; and
WHEREAS, the Purchasing Agent, QPA, concurs with the recommendations from the Director of the Department of Recreation, Cultural Affairs and Senior Services and the Chief of Staff of the Division of Communications, that a single award be made to Random Access Entertainment, 753 Summer Avenue, Apartment 2C, Newark, New Jersey 07104, the only responsive and responsible bidder; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the recommended bidder consented to holding prices bid for consideration until such time as an award is made, as the law permits; 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 contract with Random Access Entertainment, 753 Summer Avenue, Apartment 2C, Newark, New Jersey 07104 to provide Rental Portable Address Systems for the City of Newark, the Department of Recreation, Cultural Affairs and Senior Services, the Department of Administration, Division of Communications, and the Office of the City Clerk, whose bid was received on the advertised due date and determined to be the only responsive and responsible bidder in accordance with the bid specifications. The term of the contract will be established for a period not to exceed twenty-four (24) consecutive months, to commence upon a fully executed contract, pursuant to N.J.S.A. 40A:11-15, at a cost not to exceed Two Hundred Forty Thousand Dollars and Zero Cents ($240,000.00).
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)(2).
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: Department of Recreation, Cultural Affairs and Senior Services NW011-160-1601-71280-B2020/NW011-160-1606-71610-B2020/NW011-160-1608-71280 B2020/NW011-160-1609-71610-B2020; Department of Administration, Division of Communications NW011-200-2001-96770-B2020; and the Office of the City Clerk NW011-020-0201-7213-B2020. This contract shall not exceed Two Hundred Forty Thousand Dollars and Zero Cents ($240,000.00) for a period to be established and not to exceed twenty-four (24) consecutive months to commence upon a fully executed contract for one (1) vendor.
5. The Purchasing Agent, QPA, shall file a copy of this resolution and the 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 the Mayor and/or his designee, the Business Administrator, to enter into and execute a contract with Random Access Entertainment, 753 Summer Avenue, Apartment 2C, Newark, New Jersey 07104 to provide Rental Portable Address Systems to the City of Newark, Department of Recreation, Cultural Affairs and Senior Services, the Department of Administration, Division of Communications, and the Office of the City Clerk, at an amount not to exceed $240,000.00 for a period to be established and not to exceed twenty-four (24) consecutive months to commence upon a fully executed contract.