Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Hardware, Tools, Equipment and Supplies
Description: Tools, Equipment & Supplies
Entity Name(s)/Address(s):
1.) Colonial Hardware Corporation, 33 Commerce Street, Springfield, New Jersey 07081
2.) Cooper Friedman Electric Co. a/k/a Cooper Electric Supply Co., 3477 Route 9 North, Freehold, New Jersey 07728
3.) Superior Distributors Co., Inc., 4 Midland Avenue, Elwood Park, New Jersey 07407
Contract Amount: Amount not to exceed $403,000.00
Funding Source: 2015 and 2016 Budget/Departments of Administration, Engineering, Public Safety (Police/Fire/Office of Emergency Management), Neighborhood and Recreational Services, Water and Sewer Utilities and the Office of the Business Administrator
Account Line Code:
NW011, 030, 0308, 94220, B2016- Administration/Office Services
NW011, 110, 1109, 94430, B2016-Engineering/Motors
NW011, 110, 1110, 83360, B2016-Engineering/Public Buildings
NW011, 110, 1107, 83750, B2016-Engineering/Traffic and Signals
NW011, 090, 0901, 7222, B2016-Public Safety/Fire
NW011, 160, 1604, 83620, B2016-Neighborhood and Recreational Services/Sanitation
NW011, 080, 0801, 83870, B2016-Public Safety/Police
NW037, 750, 7502, 83630 B2016-Water and Sewer Utilities
NW011, 030, 0301, 8301, B2016-Office of the Business Administrator
NW011, 030, 0309, 8381, B2016-Office of Emergency Management
NW051, G15, A15d, 94455, B2015-Office of Emergency Management
Contract Period: To be established for a period not exceeding two (2) years
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:
Advertised Date: March 15, 2016
Bids Solicited: Nine (9)
Bids Received: Three (3)
body
WHEREAS, on March 15, 2016, the City of Newark, through its Supervising Procurement Specialist, advertised to solicit bids for contractor(s) to provide to the City of Newark, Hardware: Tools, Equipment and Supplies, for the Departments of Administration, Engineering, Public Safety, Neighborhood and Recreational Services, Water and Sewer Utilities, and the Office of the Business Administrator, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing distributed nine (9) bid proposal packages to the prospective vendors following the date of advertisement; and
WHEREAS, on March 31, 2016, the Division of Central Purchasing received three (3) bids in response to this advertisement; and
WHEREAS, the Supervising Procurement Specialist recommends a multiple line item contract for the provision of Hardware tools, equipment and supplies to the City of Newark be awarded to Colonial Hardware Corporation, Cooper Friedman Electric Co., and Superior Distributors Co., Inc., the only responsive responsible bidders; and
WHEREAS, pursuant to N.J.S.A.40A:11-24, the responsive responsible bidders 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 Supervising Procurement Specialist, are hereby authorized to enter into a line item contract to purchase various brands of Hardware: Tools Equipment and Supplies from the three (3) vendors whose bids were received on the advertised due date and who were determined to be the responsive responsible bidders for the categories identified on their price schedules, in accordance with the bid specifications. Specifically, the Mayor and or his designee, the Supervising Procurement Specialist, are hereby authorized to enter into a contract to purchase line items numbers 1, 3, 5, 6, 7, 8, 10, 12, 19 and 24 for year one (1) and year two (2) and line item number 18 for year two (2) only, from Colonial Hardware Corporation, 33 Commerce Street, Springfield, New Jersey 07081; line item number 9 for year one (1) and year two (2), and line item number 18 for year one (1) only, from Cooper Friedman Electric Co., aka Cooper Electric Supply Co., 3477 Route 9 North, Freehold, New Jersey 07728; and line numbers 2, 4, 13, 14, 15, 16, 17, 20, 22, and 25 & 26 for year one(1) and year two (2), from Superior Distributors Co., Inc., 4 Midland Avenue, Elwood Park, New Jersey 07407, to provide Hardware: Tools, Equipment and Supplies to the City, whose bids were received on the advertised due date and determined to be the only responsive responsible bidders, 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.
2. There shall be no amendments or change to 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. Pursuant to N.J.A.C.5:30-5.5(d), funds for 2016 and subsequent years are contingent upon appropriations;
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 line(s) :
NW011, 030, 0308, 94220, B2016- Administration/Office Services
NW011, 110, 1109, 94430, B2016-Engineering/Motors
NW011, 110, 1110, 83360, B2016-Engineering/Public Buildings
NW011, 110, 1107, 83750, B2016-Engineering/Traffic and Signals
NW011, 090, 0901, 7222, B2016-Public Safety/Fire
NW011, 160, 1604, 83620, B2016-Neighborhood and Recreational Services/Sanitation
NW011, 080, 0801, 83870, B2016-Public Safety/Police
NW037, 750, 7502, 83630 B2016-Water and Sewer Utilities
NW011, 030, 0301, 8301, B2016-Office of the Business Administrator
NW011, 030, 0309, 8381, B2016-Office of Emergency Management
NW051, G15, A15d, 94455, B2015-Office of Emergency Management
covering the amount of the order. This contract shall not exceed a total of Four Hundred Three Thousand Dollars and Zero Cents ($403,000.00) for all three (3) vendor, collectively, for the entire two (2) year term.
5. A duly executed copy of the contract shall be forthwith filed in the Office of the City Clerk by the Supervising Procurement Specialist.
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 Supervising Procurement Specialist, to award and enter into a line item contract to purchase various brands of Hardware: Tools, Equipment and Supplies from three vendors: (1) Colonial Hardware Corporation, (2) Cooper Friedman Electric Co. a/k/a Copper Electric Supply Co., and (3) Superior Distributors Co., Inc., for the specified line item numbers, for a two (2) year term at a cost not to exceed a total of Four Hundred Three Thousand Dollars and Zero Cents ($403,000.00) for all three (3) vendors, collectively, for the entire two year term.