Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Rental of Public Portable Address Systems
Entity Name(s)/Address(s): Random Access Entertainment, 2672 Morris Avenue, Union, New Jersey 07083
Contract Amount: Amount not to exceed $90,000.00
Funding Source: 2016 Budget
Account Line Codes:
NW011,020,0201,72130,B2016-Office of the City Clerk
NW011,160,1606,71610,71280,B2016-Recreation and Cultural Affairs
Contract Period: To be established for a period of 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: Six (6)
Bids received: One (1)
body
WHEREAS, on June 14, 2016, the City of Newark, through its Supervising Procurement Specialist, advertised to solicit bids for contractors to provide for the Rental of Public Portable Address Systems to Recreation and Cultural Affairs, and to the Office of the City Clerk, as per the bid attached hereto; and
WHEREAS, the Division of Central Purchasing also distributed six (6) bid proposal packages to prospective vendors following the June 14, 2016 advertisement; and
WHEREAS, on June 30, 2016, the Division received one (1) bid in response to this advertisement; and
WHEREAS, the Supervising Procurement Specialist reviewed the bid and in conjunction with the Directors of Recreation and Cultural Affairs and the Office of the City Clerk recommends that a contract for the Rental of Public Portable Address Systems be awarded to the only responsive, responsible bidder, Random Access Entertainment, 2672 Morris Avenue, Union, New Jersey 07083; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the vendor Random Access Entertainment, agreed to hold prices until such time as an award is made; and
WHEREAS, pursuant to N.J.S.A.19:44A-20.5 et seq., solicitation 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 Supervising Procurement Specialist are hereby authorized to enter into a contract with Random Access Entertainment, 2672 Morris Avenue, Union, New Jersey 07083, for the City of Newark’s Rental of Public Portable Address Systems, as said vendor’s bid was received in response to public advertisement and determined to be the only responsive 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 amendments or changes to 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. Pursuant to N.J.A.C. 5:30-5.5-(d) Funds for 2016 and subsequent years are contingent upon appropriations.
4. This is an open ended contract to be used as needed during the term of the contract. Thus, as required by N.J.A.C. 5:30-5.5-(b)-(2), for any and all expenditures against this contract, each time an order is placed, a certification of the availability of sufficient funds covering the amount of the order shall be executed before contractual liability is incurred, from Account lines: NW011-020- 0201-72130-B2016, Office of the City Clerk, and lines NW011-160-1606-7160 & 71280-B2016, Recreation and Cultural Affairs. This contract shall not exceed Ninety Thousand Dollars and Zero Cents ($90,000.00) for a two (2) year term.
5. The Supervising Procurement Specialist shall file a 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 Supervising Procurement Specialist, to enter into a two (2) year contract with Radom Access Entertainment, 2672 Morris Avenue, Union, New Jersey 07083, for the Rental of Public Portable Address Systems by the City of Newark, at a cost not to exceed Ninety Thousand Dollars and Zero Cents ($90,000.00) for a two (2) year term.