Title
Dept./ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To purchase a Mobile Stage.
Entity Name(s)/Address(es): Stageline Mobile Stage, 700 Marsolais Street L’Assomption, Quebec, J5W 2G9 Canada
Contract Amount: Not to exceed $156,645.00
Funding Source: 2022 Budget/Department of Recreation, Cultural Affairs and Senior Services/NW051-G22-ARP2E-71280-B2022
Contract Period: For the period commencing upon Municipal Council approval until the date of complete delivery
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:
This bid contract will provide a Mobile Stage to the City’s Department of Recreation, Cultural Affairs and Senior Services.
First Advertisement Date: July 21, 2021
Bids Solicited: Five (5)
Bids Received: Two (2)
Second Advertisement: September 7, 2022
Bid Downloaded: Nine (9)
Bid Received: Two (2)
Bids Disqualified: One (1)
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WHEREAS, on July 21, 2021 the City of Newark, through its Purchasing Agent, QPA, (the “City”) advertised to solicit bids for contractors to provide a Mobile Stage for the Department of Recreation, Cultural Affairs and Senior Services as described in the attached bid proposal; and
WHEREAS, the Division of Central Purchasing distributed five (5) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, the Division of Central Purchasing published the bid package on the City of Newark’s website to provide broader access and download capability to potential bidders; and
WHEREAS, on August 5, 2021, the Division of Central Purchasing received two (2) bids in response to this advertisement; and
WHEREAS, Resolution 7R1-c adopted on March 16, 2022, by the Municipal Council authorized the City of Newark to purchase a mobile stage from Stageline Mobile Stage, 700 Marsolais Street, L’Assomption, Quebec, J5W 2G9 Canada; and
WHEREAS, Stageline Mobile Stage notified the Division of Central Purchasing that they could not accept the contract at the price stated in their bid proposal; and
WHEREAS, the Division of Central Purchasing determined it was in the best interest of the City to rescind the contract award to Stageline Mobile Stage and re-advertise to solicit bids to purchase a Mobile Stage; and
WHEREAS, on September 7, 2022, the City of Newark through its Purchasing Agent, QPA, re-advertised to solicit bids to purchase a Mobile Stage for the Department of Recreation, Senior Services and Cultural Affairs, as described in the attached bid proposal; and
WHEREAS, the Division of Central Purchasing published the bid package on the City of Newark’s electronic procurement portal to provide a broader access and download capability to potential bidders; and
WHEREAS, on September 22, 2022, the Division of Central Purchasing received two (2) bids in response to this advertisement; and
WHEREAS, Technology International, Inc., 1349 South International Parkway, Suite 2411, Lake Mary, Florida 32746, notified Central Purchasing that their proposal did not adhere to the bid specifications; and
WHEREAS, the Director of the Department of Recreation, Senior Services and Cultural Affairs recommended that a single award be made to Stageline Mobile Stage, 700 Marsolais Street L’assomption, Quebec J5W 2G9 Canada; and
WHEREAS, the Purchasing Agent, QPA, concurs with the recommendation that a single award be made to Stageline Mobile Stage, 700 Marsolais Street, L’Assomption, Quebec J5W 2G9 Canada, the responsive and responsible bidder; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the recommended bidder consented to holding their prices beyond sixty (60) days; 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 designees, the Business Administrator or the Qualified Purchasing Agent are hereby authorized to enter into and execute a contract with: Stageline Mobile Stage, 700 Marsolais Street, L’Assomption, Quebec, J5W 2G9 Canada to purchase a Mobile Stage for the City of Newark Department of Recreation, Senior Services and Cultural Affairs 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 for the period commencing upon Municipal Council approval until the date of complete delivery.
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 2022 and subsequent years are contingent upon appropriations, pursuant to N.J.A.C. 5:30-5.5(d)(2).
4. Attached is a Certification of Funds from the Chief Financial Officer, which states that funds in the amount of One Hundred Fifty-Six Thousand, Six Hundred Forty-Five Dollars and Zero Cents ($156,645.00), are available in the Department of Recreation, Senior Services and Cultural Affairs Budget under Business Unit NW051, Department ID G22, Division ARP2E, Account # 71280 B2022. This contract shall not exceed One Hundred Fifty Six Thousand Six Hundred Forty-Five Dollars and Zero Cents ($156,645.00) for one (1) vendor for the period commencing upon Municipal Council approval until the date of complete delivery.
5. The Purchasing Agent, QPA, shall file a copy of the resolution and the 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 designees, the Business Administrator and/or the Qualified Purchasing Agent, to enter into and execute a contract with: Stageline Mobile Stage, 700 Marsolais Street L’Assomption, Quebec J5W 2G9 Canada, to purchase a Mobile Stage for the City of Newark, at an amount not to exceed One Hundred Fifty Six Thousand Six Hundred Forty-Five Dollars and Zero Cents ($156,645.00) for the period commencing upon Municipal Council approval until the date of complete delivery.