Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To provide photographic supplies and basic still-camera equipment
Description: Photographic Equipment and Supplies.
Entity Name(s)/Address(s):
1. B&H Foto & Electronics Corp., 420 9th Avenue, New York, New York 10001
2. Star Data Products, P.O. Box 12, Hewlett, New York 11557
Contract Amount: $66,500.00
Funding Source: 2019 Budget/Department of Economic and Housing Development-NW051-150-1504-94120-B2019/
Department of Public Safety- NW011-190-1902-83130-B2019/
Department of Water and Sewer Utilities- NW037-750-7502-83870-B2019/ Department of Engineering-NW011-110-1107-94120-B2019
Contract Period: To be established for a period not to exceed two (2) years, pursuant to N.J.S.A. 40A:11-15.
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: November 13, 2018
Bids Solicited: Three (3)
Bids Received: Two (2)
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WHEREAS, on November 13, 2018 the City of Newark, through its Purchasing Agent, QPA, advertised to solicit bids for contractors to provide photographic supplies and basic still-camera equipment for the Department of Economic and Housing Development, Department of Public Safety, Department of Water and Sewer Utilities, and the Department of Engineering as per bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing also distributed three (3) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on November 29, 2018 two (2) bids were received in response to this advertisement; and
WHEREAS, the Directors of the Department of Economic and Housing Development, Department of Public Safety, Department of Water and Sewer Utilities, and Department of Engineering recommended that a dual award be made to (1) B&H Foto & Electronics Corp., and (2) Star Data Products, the lowest responsible and responsive bidders; and
WHEREAS, the Purchasing Agent, QPA, concurred with the recommendations from the Directors of the Department of Economic and Housing Development, Department of Public Safety, Department of Water and Sewer Utilities, and Department of Engineering that a dual award be made to (1) B&H Foto & Electronics Corp. and (2) Star Data Products, the lowest responsible and responsive 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, 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 Agent, are hereby authorized to enter into a contract with (1) B&H Foto & Electronics Corp., 420 9th Avenue, New York, New York 10001 and (2) Star Data Products, P.O. Box 12, Hewlett, New York 11557 to provide photographic supplies and basic still-camera equipment for the Department of Economic and Housing Development, Department of Public Safety, Department of Water and Sewer Utilities, and the Department of Engineering, whose bids were received on the advertised due date and determined to be the lowest responsive and responsible bidders in accordance with the bid specifications. The term of the contract will be established for a period not to exceed two (2) years, pursuant to N.J.S.A. 40A:11-15, at a cost not to exceed Sixty-Six Thousand Five Hundred Dollars and Zero Cents ($66,500.00) for two (2) vendors.
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 2019 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: (1) NW051-150-1504-94120-B2019/Department of Economic and Housing Development, (2) NW011-190-1902-83130-B2019/Department of Public Safety, (3) NW037-750-7502-83870-B2019/Department of Water and Sewer Utilities, and (4) NW011-110-1107-94120-B2019/Department of Engineering, covering the amount of the order. This contract shall not exceed Sixty-Six Thousand Five Hundred Dollars and Zero Cents ($66,500.00), for a period to be established not to exceed two (2) years.
5. A duly executed copy of the contract shall be forthwith filed in the Office of the City Clerk by the Purchasing Agent.
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 Purchasing Agent, QPA, to enter into and execute a contract with (1) B&H Foto & Electronics Corp., 420 9th Avenue, New York, New York 10001; and (2) Star Data Products, P.O. Box 12, Hewlett, New York 11557, to provide photographic supplies and basic still-camera equipment for the Department of Economic and Housing Development, Department of Public Safety, Department of Water and Sewer Utilities, and the Department of Engineering at a cost not to exceed Sixty-Six Thousand Five Hundred Dollars and Zero Cents ($66,500.00) for a term not to exceed two (2) years for two (2) vendors.