Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Maintenance & Repair, Automobile Oil, Transmission Oil and Related Services
Entity Name(s)/Address(s): 1. 378-392 Washington St. Carwash Inc., 390 Washington St. Newark, NJ 07102
2. B&S Tire & Service Inc., 313 West Market St., Newark, NJ 07103
Contract Amount: $50,000.00
Funding Source: City of Newark Budget/ Department of Engineering, Division of Motors (Open- Ended)
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: 5
Bids received: 4
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WHEREAS, on April 12, 2011, the City of Newark, through its Purchasing Director, advertised to solicit bids for contractor(s) to provide, Maintenance & Repair, Automobile Oil & Transmission Oil and Related Services, to the Department of Engineering, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing distributed five (5) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on April 28, 2011, four (4) bids were received in response to this advertisement; and
WHEREAS, the Purchasing Director recommends a dual award to 378-392 Washington St. Carwash Inc. and B&S Tire & Service Inc., the lowest responsive and responsible bidders; and
WHEREAS, pursuant to N.J.S.A. 40A: 11-24, the bidders agreed to hold their prices 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 378-392 Washington St. Carwash Inc. , 390 Washington St., Newark, NJ 07102 and B&S Tire & Service Inc. 313 West Market St. Newark, NJ 07103, to provide to the City, MAINTENANCE & REPAIR: AUTOMOBILE OIL, TRANSMISSION OIL AND RELATED SERVICES, , whose bids were received on the advertised due date and determined to be the lowest responsive and responsible bidders, meeting the time factor and location needed to service the Police Department vehicles 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.
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 2012 and subsequent years are contingent upon appropriations; pursuant to N.J.A.C. 5:30-5.5(d).
4. This is an open-ended contract to be used as needed during the term of the contract. Thus, for any and all expenditures incurred against this contract, a certificationof the availability of sufficient funds shall be obtained as required by N.J.A.C. 5:30-5.5(b)2(d), each time an order is placed, covering the amount of the purchase. This contract shall not exceed $50,000.00 for two (2) years for two (2) vendors.
5. It is the responsibility of the Director of the Department of Engineering to ascertain the availability of sufficient funds before ordering the service and that the services are in compliance with the specifications and will provide the Municipal Council, the Business Administrator and the Purchasing Director with the appropriate monthly reports during the term of the contract.
6. A duly executed copy of the contract shall be forthwith filed in the Office of the City Clerk by the Purchasing Director.
7. 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 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 OF INTENT:
This contract is awarded to 378-392 Washington St. Carwash Inc. and B&S Tire & Service Inc., to provide Maintenance & Repair: Automobile Oil, Transmission Oil and Related Services to the City of Newark, at a cost not to exceed $50,000.00 for two (2) years.