Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Use of State Term Contract Number M-7003, Vendor Contract # A83881
Purpose: ESRI GIS Software and Services
Entity Name(s)/Address(s): Environmental Systems Research Institute Inc., 1400 Morris Drive, Suite 102, Chesterbrook, Pennsylvania 19087-5512
Contract Amount: Not to exceed $200,000.00 for the entire term of the contract ending on June 30, 2014.
Funding Source: City of Newark Budget/ Police Department
Contract Period: Upon authorization by Municipal Council to June 30, 2014, inclusive of extensions by the state
Contract Basis: ( ) Bid ( X ) State Vendor ( ) Prof. Ser. ( ) EUS
( ) Fair & Open ( ) No Reportable Contributions ( ) RFP ( ) RFQ
( ) Private Sale ( ) Grant ( ) Sub-recipient ( ) n/a
Entity Name/Address:
Additional Information:
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WHEREAS, the City of Newark through its Purchasing Director wishes to utilize the ESRI GIS Software and Services, State Term Contract; No. M-7003 to purchase products or services from an authorized vendor under the New Jersey Cooperative Purchasing Program 1-NJCP, pursuant to N.J.A.C. 5:34-7.29; and
WHEREAS, the purchase of goods/services by Local contracting units is authorized by Local Public Contracts Law, N.J.S.A. 40A: 11-12; and
WHEREAS, in accordance with N.J.S.A. 40A:11-11(5), N.J.S.A. 52:25-16.1 et seq. and N.J.A.C. 5:34-1.7, all Cooperative Purchasing Program participants are responsible for ensuring that the Purchase Order issued reflects the correct contract item pricing and that payment is processed accordingly. Only the items/services specified in the applicable State contract(s) may be purchased from the contract vendor(s) of record. Cooperative Purchasing participants assume full responsibility for all purchase transactions issued through State contracts, including Purchase Orders, delivery compliance, and payments; and
WHEREAS, the State awarded this contract for the purchase of ESRI GIS Software and Services from 4/29/2013 to 6/30/2014, and has the option upon agreement with the contract originator to extend the term by two, one (1) year extensions; and
WHEREAS, the City wishes to utilize this contract with the following vendor, commencing adoption of this resolution to June 30, 2014, inclusive of any subsequent extensions to the term of the contract.
# A83881, Environmental Systems Research Institute Inc. 1400 Morris Drive, Suite 102, Chesterbrook, Pennsylvania 19087-5512
WHEREAS, the Purchasing Director recommends the utilization of this state contract award on the grounds that it provides ESRI GIS Software and Services, according to specifications required by the City of Newark; and
WHEREAS, the total cost for the purchase of ESRI GIS Software and Services is expected not to exceed $200,000.00; and
WHEREAS, usage of this contract provides geographic information systems as required by the Police Department; and
WHEREAS, the Chief Financial Officer will certify the availability of funds before orders are placed.
NOW, THEREFORE, BE IT RESOLVED BY THE MUNICIPAL COUNCIL OF THE CITY OF NEWARK, NEW JERSEY, THAT:
1. Pursuant to N.J.S.A. 40A:11-1 et seq., and N.J.A.C. 5:34-7.29, the Purchasing Director is authorized to utilize State Term Contract Number M-7003, Vendor contract # A83881, Environmental Systems Research Institute Inc., to provide ESRI GIS SOFTWARE AND SERVICES, for the period commencing from the adoption of this resolution to June 30, 2014, inclusive of any subsequent extensions to the term of this state contract.
2. The terms of the contract and the method of contracting shall be consistent with the Notice of Award of Term Contract Number M-7003, Vendor Contract Number 83881, the associated State Method of Operation and the associated Price List, copies of which are attached hereto and made a part hereof.
3. The Purchasing Director shall ensure that: [A] all purchase orders issued reflect the correct contract item pricing and that payments are processed accordingly; and [B] only those items/services specified in the applicable State contract(s) are purchased from the contract vendor of record.
4. There shall be no amendment of this resolution without the approval of the Municipal Council.
5. There shall be no advance payment on this state contract in accordance with N.J.S.A. 40A: 5-16. Funds for purchases under this contract are contingent upon appropriations; pursuant to N.J.A.C. 5:30-5.5(c).
6. This contract is awarded as an open-ended contract pursuant to N.J.A.C. 5:30-5.5(d)(2). Certification of the Availability of Funds shall be executed by purchase order, each time an order is placed and charged against this contract. This contract shall not exceed $200,000.00 inclusive of subsequent extensions to the term of contract by the State.
7. This contract complies with Local Pay- to- Play, N.J.S.A. 19:44A-20.5 as a state contract award and constitutes a fair and open procedure.
8. The Purchasing Director shall forthwith file a duly executed copy of the contract in the Office of the City Clerk.
9. If required by the 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 authorization, 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 usage of a state contract award to Environmental Systems Research Institute Inc., to provide for the purchase of ESRI GIS Software and Services, for the period commencing from the adoption of this resolution to June 30, 2014, inclusive of any subsequent extensions to the term, at a cost not to exceed $200,000.00.