Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To purchase hardware tools, equipment and supplies for the Departments of Public Safety, Public Works and Water and Sewer Utilities.
Description: Hardware Tools, Equipment and Supplies
Entity Name(s)/Address(s): Colonial Hardware Corporation, 33 Commerce Street, Springfield, New Jersey 07081
Contract Amount: Not to exceed $654,000.00
Funding Source: 2019, 2017 and 2016 Budgets and Grants/
Departments of Administration/ Division of Office Services/NW011-030-0308-94220-B2019,
Engineering/ Traffic and Signals/NW011-110-1107-85750,
Public Safety/ Fire/ NW011-190-1903-7222-B2019,
Public Safety/ Fire/ NW011-190-1903-8332-B2019,
Public Safety/ Fire/ NW011-190-1903-8383-B2019,
Public Safety/ Office of Emergency Management/NW051-G15-P16WO-83420-B2016-Urban Areas Security Initiative (UASI) Grant,
Public Safety/ Office of Emergency Management/NW051-G18-P18F0-83420-B2017-Urban Areas Security Initiative (UASI) Grant,
Public Safety/ Office of Emergency Management/NW011-190-1904-83420-B2019-Urban Areas Security Initiative (UASI) Grant,
Public Safety/ Police /NW011-190-1902-83850-B2019,
Public Works/ Motors/NW011-060-0602-83860-B2019,
Public Works/ Motors/NW011-060-0602-94330-B2019,
Public Works/ Parks and Grounds/NW011-060-0603-83350-B2019,
Public Works/ Public Buildings/NW011-060-0604-83320-B2019,
Public Works/ Sanitation/NW011-060-0605-83420-B2019,
Water and Sewer Utilities/NW037-750-7502-83630-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:
To secure hardware, equipment and supplies to multiple departments in the City of Newark.
Advertisement Date: January 29, 2019
Bids Solicited: Eight (8)
Bids Received: Two (2)
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WHEREAS, on January 15, 2019, the City of Newark through its Purchasing Agent, QPA, advertised in the local newspaper and on the City’s website to solicit bids for contractor(s) to provide Hardware Tools, Equipment and Supplies, to the Department of Administration, Engineering, Public Safety, Public Works and Water and Sewer Utilities, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing also distributed eight (8) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on February 14, 2019, two (2) bids were received in response to this advertisement; and
WHEREAS, the Department of Public Safety/Division of Fire, Special Services, Department for Public Safety/Division of Office of Emergency Management, Department of Public Works/ Division of Public Buildings, Department of Public Works/ Division of Sanitation and the Department of Water and Sewer Utilities were sent the bid results for their review; and
WHEREAS, the Purchasing Agent, QPA, recommends that a contract award be made to Colonial Hardware Corporation, 33 Commerce Street, Springfield, New Jersey 07061, the responsive, responsible bidder and being the highest discount off per brand, per year; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the bidder 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, QPA, are authorized to enter into a contract with Colonial Hardware Corporation, 33 Commerce Street, Springfield, New Jersey 07081, to provide Hardware Tools, Equipment and Supplies to the City, whose bid was received on the due date and determined to be the responsible, responsive bidder and being the highest discount off per brand, per year, in accordance with the bid specifications. The term of the contract will be established for a period not to exceed a two (2) year term, pursuant to N.J.S.A.40A:11-15, at a cost not to exceed $654,000.00 for one (1) vendor.
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-ended contract to be used as needed during the term of 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: 2019, 2017 and 2016 Budgets and Grants/ Departments of Administration/Division of Office Services/NW011-030-0308-94220-B2019, Engineering/Traffic and Signals/NW011-110-1107-85750, Public Safety/Fire/ NW011-190-1903-7222-B2019, Public Safety/Fire/ NW011-190-1903-8332-B2019, Public Safety/Fire/ NW011-190-1903-8383-B2019, Public Safety/Office of Emergency Management/NW051-G15-P16WO-83420-B2016-Urban Areas Security Initiative (UASI) Grant, Public Safety/Office of Emergency Management/NW051-G18-P18F0-83420-B2017-Urban Areas Security Initiative (UASI) Grant, Public Safety/Office of Emergency Management/NW011-190-1904-83420-B2019-Urban Areas Security Initiative (UASI) Grant, Public Safety/ Police /NW011-190-1902-83850-B2019, Public Works/Motors/NW011-060-0602-83860-B2019, Public Works/Motors/NW011-060-0602-94330-B2019, Public Works/Parks and Grounds/NW011-060-0603-83350-B2019, Public Works/Public Buildings/NW011-060-0604-83320-B2019, Public Works/ Sanitation/NW011-060-0605-83420-B2019 and Water and Sewer Utilities/NW037-750-7502-83630-B2019, covering the amount of the order. This contract shall not exceed Six Hundred Fifty-Four Thousand Dollars and Zero Cents ($654,000.00) for a period to be established not to exceed two (2) years.
5. A duly executed copy of the contract shall be filed in the Office of the City Clerk by the Purchasing Agent, QPA.
6. 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
This resolution authorizes the Mayor and/or his designee, the Purchasing Agent, QPA to enter into a contract with Colonial Hardware Corporation, to provide Hardware Tools, Equipment and Supplies to the City of Newark, at a cost not to exceed Six Hundred Fifty- Four Thousand Dollars and Zero Cents ($654,000.00) for a period to be established not to exceed two (2) years.