Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To provide Automotive Lubricants
Entity Name(s)/Address(es):
1. PPC Lubricants LLC., 305 Micro Drive, Jonestown, Pennsylvania17038
2. Samuels Inc. T/A Buy Wise Auto Parts, 2091 Springfield Avenue, Vauxhall, New Jersey 07088
Contract Amount: Not to exceed $100,000.00
Funding Source: 2026 Budget/Public Works/Sanitation NW011 - 060-0605-83420-B2026, Motors NW011-060-0602-83550-B2026
Contract Period: To be established for a period not to exceed twenty-four (24) consecutive months, commencing upon a fully executed contract
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 contract will provide Automotive Lubricants for the Department of Public Works, Division of Sanitation and Motors.
Advertisement Date: March 5, 2025
Bids Downloaded: Seventeen (17)
Bids Submitted: Eight (8)
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WHEREAS, on March 5, 2025, the City of Newark through its Purchasing Agent, QPA, advertised to solicit bids for Automotive Lubricants for the Department of Public Works, Division of Sanitation and Motors, as described in the attached bid proposal; and
WHEREAS, the Department of Administration, 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, via the Procurement Portal, seventeen (17) bid proposal packages were downloaded by prospective vendors following the date of advertisement; and
WHEREAS, on March 20, 2025, the Division of Central Purchasing received eight (8) bids in response to this advertisement; and
WHEREAS, the bid results were shared with the Department of Public Works, and the Interim Director of the Department of Public Works, (“Department”) recommended that an award be made to PPC Lubricants LLC., 305 Micro Drive, Jonestown, Pennsylvania17038 and, Samuels Inc. T/A Buy Wise Auto Parts, 2091 Springfield Avenue, Vauxhall, New Jersey 07088, as the lowest responsive and responsible bidders; and
WHEREAS, the Purchasing Agent, QPA, concurs with the Department’s recommendation; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the recommended bidder consented to holding its 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. and 52:34-12.1 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 of the City of Newark and/or his designees, the Business Administrator and/or the Purchasing Agent, QPA, are hereby authorized to enter into and execute a contract with PPC Lubricants LLC., 305 Micro Drive, Jonestown, Pennsylvania 17038 to provide line items, 1,3,4,5 for year 1 and, line items 3,4,5,8 for year 2 and, Samuels Inc. T/A Buy Wise Auto Parts, 2091 Springfield Avenue, Vauxhall, New Jersey 07088 to provide line items 2,6,7,8,9,10 for year 1 and, 1,2,6,7,9,10 for year 2 to provide Automotive Lubricants for the Department of Public Works, Division of Sanitation and Motors, whose bids were received on the advertised due date and determined to be the lowest responsive and responsible bidder in accordance with the bid specifications. The term of the contract will be established for a period not to exceed twenty-four (24) consecutive months, pursuant to N.J.S.A. 40A:11-15 to commence upon a fully executed contract.
2. There shall be no amendment or change of the 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.
4. This is an open-ended contract to be used as needed during its term. For any and all expenditures against this contract, a certification of 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 Line: 2026 Budget/Public Works/Sanitation NW011 - 060-0605-83420-B2026, Motors NW011-060-0602-83550-B2026.
5. The contract amount shall not exceed One Hundred Thousand Dollars and Zero Cents ($100,000.00); to be split among both vendors, for the twenty-four (24) consecutive month-period commencing on the date upon which the contract is fully executed.
6. The Purchasing Agent, QPA, shall file a copy of this Resolution and the duly executed copy of the contract in the Office of the City Clerk.
7. 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 Purchasing Agent, QPA, to enter into and execute a contract with PPC Lubricants LLC., 305 Micro Drive, Jonestown, Pennsylvania17038 to provide line items, 1,3,4,5 for year 1 and, line items 3,4,5,8 for year 2 and, Samuels Inc. T/A Buy Wise Auto Parts, 2091 Springfield Avenue, Vauxhall, New Jersey 07088 to provide line items 2,6,7,8,9,10 for year 1 and, 1,2,6,7,9,10 for year 2 to provide Automotive Lubricants for the Department of Public Works, Division of Sanitation and Motors. The contract amount shall not exceed One Hundred Thousand Dollars and Zero Cents ($100,000.00) to be split among both vendors, for the twenty-four (24) consecutive-month period to commence upon the date the contract is fully executed.