Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Ten (10) Walk through Metal Detectors-HIPEPLUS/PZ-1000
Entity Name(s)/Address(s): CEIA USA, LTD 9155 Dutton Drive, Twinsburg, Ohio 44087
Contract Amount: $45,000.00
Funding Source: 2018 Budget/ Department of Public Safety/Police Division
Contract Period: One Time Delivery, no later than July 31, 2018
Contract Basis: (X) Bid ( ) State Vendor ( ) Prof. Ser. ( ) EUS
(X) Fair & Open (X) No Reportable Contributions ( ) RFP ( ) RFQ
( ) Private Sale ( ) Grant ( ) Sub-recipient ( ) n/a
Additional Information:
1st Advertisement: December 27, 2016
Number Solicited: Two (2)
Number Received: One (1)
2nd Advertisement: December 19, 2017
Number Solicited: Two (2)
Number Received: One (1)
Negotiated January 25, 2018 pursuant to N.J.S.A. 40A:11-5(3)
The Purchase Order and the authorizing Resolution is the contract.
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WHEREAS, on December 12, 2016, the City of Newark through its Supervising Procurement Specialist, QPA, advertised to solicit bids for contractor(s) to provide 10 Walk Through Metal Detectors to the City of Newark, Department of Public Safety, Police Division, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing also distributed two (2) bid proposal packages to prospective vendors following the December 12, 2016, advertisement; and
WHEREAS, on January 12, 2017, one (1) bid was received in response to the December 27, 2016, advertisement; and
WHEREAS, the bid was re-advertised on December 19, 2017 because of a recommendation by the Law Department to reject the bid because said bidder submitted prices for several versions of the product; and
WHEREAS, the Division of Central Purchasing, also distributed two (2) bid proposals to prospective vendors following the December 19, 2017, re- advertisement; and
WHEREAS, on January 4, 2018, one (1) bid was received in response to the December 19, 2017, re-advertisement; and
WHEREAS, in consultation with the Law Department, the Supervising Procurement Specialist, QPA, determined the bidder was again non-responsive to the specifications by submitting multiple pricing options; and
WHEREAS, pursuant to N.J.S.A. 40A:11-5(3) contracts can be negotiated after two unsuccessful public biddings; and
WHEREAS, on January 25, 2018, the Supervising Procurement Specialist, QPA, negotiated a contract with CEIA USA, LTD, pursuant to N.J.S.A. 40A:11-5(3) after two unsuccessful attempts at bidding; to provide ten (10) Walk Through Metal detectors, model HIPEPLUS/PZ-1000 with a two (2) year warranty as described in the specifications and price sheet; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24 the vendor consented to holding the price(s) bid until such time as an award was 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 Supervising Procurement Specialist, QPA, are hereby authorized to enter into a contract with CEIA USA,LTD 9155 Dutton Drive, Twinsburg, Ohio 44087, to provide the City of Newark with ten (10) Walk Through Metal Detectors-HIPEPLUS/PZ-1000, as said vendor agreed to in negotiation, pursuant to N.J.S.A. 40A:11-5 (3) upon adoption of this resolution by the Municipal Council. The term of this contract will be established, upon delivery, to be completed no later than July 31, 2018.
2. There shall be no amendment or change of this contract without the approval of the Municipal Council, by resolution.
3. Funds for this acquisition are encumbered on the Purchase Order # NW051, 0000031967, Fund 051, Dept. G16, Project A16M0, Account 71280, Budget Reference B2016 for $45,000.00.
4. The Supervising Procurement Specialist, QPA, shall file a duly executed copy of the contract in the Office of the City Clerk.
5. If required by State Law, the City 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:C-10 and the Notice 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 a contract with CEIA USA, LTD to provide ten (10) Walk Through Metal Detectors, model HIPEPLUS/PZ-1000 with a two (2) year warranty, to the City of Newark, at a cost not to exceed $45,000.00 as a one (1) time delivery, to be completed no later than July 31, 2018.
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