Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Maintenance and Repair, Automobile and Transmission Oil Changes and Related Services
Entity Name(s)/Address(s): Belair Services, 641 Tremont Avenue, Orange, New Jersey 07050
Contract Amount: Not to Exceed $80,000.00
Funding Source: City of Newark Budget/Department of Engineering, Division of Motors/Open End
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:
Bids solicited: Nine (9)
Bids received: Three (3)
Deferred 7R1-m 041515
Deferred 7R1-a 050615
Deferred 7R1-a 052015
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WHEREAS, on May 27, 2014, the City of Newark through its Purchasing Director advertised to solicit bids for Maintenance and Repair for Automobile and Transmission Oil Changes and Related Services, which the contractor will provide to the City of Newark, for the Department of Engineering, Division of Motors', usage as described in the attached bid proposal; and
WHEREAS, the Division of Central Purchasing solicited nine (9) bid proposal packages from prospective vendors on its established bid list; and
WHEREAS, on June 12, 2014, three (3) bids were received in response to this advertisement; and
WHEREAS, the Purchasing Director concludes from review and evaluation that an award be made to Belair Services, the lowest responsive and responsible bidder; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the bidders agreed to hold their prices beyond 60 days, until such time as an award is made; 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 Purchasing Director, are hereby authorized to enter into contract with Belair Services, 641 Tremont Avenue, Orange, New Jersey 07050, to provide Maintenance and Repair, Automobile and Transmission Oil Changes and Related Services, for the City of Newark, whose bid was received on the above advertised due date and determined to be the lowest responsive and responsible bidder in accordance with bid specifications. The term of the contract will be established for a two (2) year term; pursuant to N.J.S.A. 40A: 11-3 (b).
2. There shall be no amendment or change of this contract without the approval of the Municipal Council.
3. There shall be no advance payment on this contract in accordance with N.J.S.A. 40A: 5-16. Funds for subsequent years are contingent upon appropriation; 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 incurred each time an order is placed, covering the amount of the service. This contract shall not exceed $80,000.00 for a two (2) year term.
5. The Purchasing Director shall forthwith file a duly executed copy of this 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 contract is awarded to Belair Services, to provide Maintenance and Repair, Automobile and Transmission Oil Change and Related Services, to the City of Newark, at a cost not to exceed $80,000.00 for a two (2) year term.