Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Maintenance and Repair: Instrumentation & Control Equipment
Entity Name(s)/Address(s): PCS Pump and Process, Inc., 41 Plymouth Street, Fairfield, New Jersey 07004
Contract Amount: Not to exceed $200,000.00
Funding Source: 2018 Budget/ Department of Water and Sewer Utilities/ NW037-750-7502-71770-B2018
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: Ten (10)
Bids Received: Two (2)
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WHEREAS, on July 13, 2017, the City of Newark through its Supervising Procurement Specialist, QPA, advertised to solicit bids for Maintenance and Repair: Instrumentation & Control Equipment, which the contractor will provide to the City of Newark’s Department of Water and Sewer Utilities, for the usage described in the attached bid proposal; and
WHEREAS, the Division of Central Purchasing solicited ten (10) bids from prospective vendor (s) from its established bid list; and
WHEREAS, on July 28, 2017, (2) two bids were received in response to the July 13, 2017advertisement; and
WHEREAS, the Assistant Director of the Department of Water & Sewer Utilities recommends that an award be made to PCS Pump and Process, Inc., 41 Plymouth Street, Fairfield, New Jersey 07004, the lowest responsive and responsible bidder; and
WHEREAS, the Supervising Procurement Specialist, QPA concurs from review and evaluation with the recommendation that the award be to PCS Pump and Process, Inc., the lowest responsive and responsible bidder; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the vendor agreed to hold their prices beyond 60 days as the law allows; 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. meet 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 Supervising Procurement Specialist, QPA are hereby authorized to enter into and execute a contract with PCS Pump and Process, Inc., 41 Plymouth Street, Fairfield, New Jersey 07004, for the provision of Maintenance and Repair: Instrumentation and Control Equipment for the City of Newark’s Department of Water & Sewer Utilities’ whose bid was received on the 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 two (2) years; pursuant to N.J.S.A. 40A:11-15.
2. There shall be no amendment or change of this aforementioned 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 2018 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. 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 from account NW037-750-7502-71770-B2018. This contract shall not exceed two hundred thousand dollars and zero cents ($200,000.00) for a period of two (2) years.
5. The Supervising Procurement Specialist, QPA, 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 resolution authorizes the Mayor and/ or his designee, the Supervising Procurement Specialist, QPA, to enter into and execute a contract with PCS Pump and Process, Inc., 41 Plymouth Street, Fairfield, New Jersey 07004 to provide Maintenance and Repair: Instrumentation & Control Equipment to the City of Newark’s Department of Water and Sewer Utilities for a contract amount not to exceed two hundred thousand dollars and zero cents ($200,000.00) for a term not to exceed two (2) years.