Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Promotional Souvenirs
Entity Name(s)/Address(s): Ad Sales II, Inc., 542 North Avenue, Union, New Jersey 07083
Contract Amount: Not to exceed $150,000.00 for two (2) year term
Funding Source: City Budget, Office of the Mayor, City Clerk, Municipal Courts, Child Family Well-Being, Neighborhood and Recreational Services and Administration, Office of Partnership and Grants
Contract Period: To Be Established for a Two (2) Year Term
Contract Basis: ( X ) Bid ( ) State Vendor ( ) Prof. Ser. ( ) EUS
( X ) Fair & Open ( ) No Reportable Contributions ( ) RFP ( ) RFQ
( ) Private Sale ( ) Grant ( ) Sub-recipient ( ) n/a
Entity Name/Address:
(List vendors here - only if list is long
Additional Information:
Number of Bids Solicited: Twelve (12)
Number of Bids Received: One ( 1)
body
WHEREAS, on April 30, 2013, the City of Newark through its Purchasing Director advertised to solicit bids for contractor(s) to provide, Promotional Souvenirs, to the City of Newark's Office of the Mayor, Office of the City Clerk and the Departments of Administration, Office of Partnership and Grants, Municipal Courts, Child and Family Well-Being and Neighborhood and Recreational Services, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing distributed twelve (12) bid proposal packages to the prospective vendors following the date of advertisement; and
WHEREAS, on May 16, 2013, one (1) bid, including catalog and price list, was received in response to this advertisement; and
WHEREAS, the Purchasing Director recommends an award be made to Ad Sales II, Inc., the only responsive and responsible bidder; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the selected responsible bidder consented 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., 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 a contract with Ad Sales II, Inc., 542 North Avenue, Union, New Jersey 07083, to provide Promotional Souvenirs to the City of Newark, whose bid was received on the advertised due date and determined to be the only responsive and responsible bidder, in accordance with the 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 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 2013 and subsequent years are contingent upon appropriations; pursuant to N.J.A.C. 5:30-5.5(d) 2.
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 incurred each time an order is placed, covering the amount of the order. This contract shall not exceed $150,000.00 for two (2) years.
5. Prior to any and all purchases being made under this contract, the Purchasing Director shall review the purchase order to ensure that the prices used (prior to the application of the agreed-upon discount) are consistent with the prices set forth in the catalog and price list submitted with vendor's bid.
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
Resolution authorizing a contract award to Ad Sales II, Inc., to provide Promotional Souvenirs, to the City of Newark at a cost not to exceed $150,000.00 for two (2) years.