Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Rental of Portable Public Address Systems
Entity Name(s)/Address(s): Random Access Entertainment
2672 Morris Avenue, Union, New Jersey, 07083
Contract Amount: Not to exceed $73,000.00
Funding Source: City Of Newark, Office of the City Clerk, and the Department of Neighborhood and Recreational Services.
Contract Period: To be established for a period not to exceed 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
Entity Name/Address:
Additional Information:
Bids solicited: Nine (9)
Bids received One (1)
Failed 7R1-p 050714
body
WHEREAS, on January 28, 2014, the City of Newark through its Director of Purchasing advertised to solicit bids for contractors to provide, Rental of Portable Public Address Systems, to the Office of the City Clerk and the Department of Neighborhood and Recreational Services, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing distributed nine (9) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on February 20, 2014, one bid was received in response to this advertisement; and
WHEREAS, the Director of Purchasing reviewed the bid and recommended that an award be made to the only responsible bidder, Random Access Entertainment; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24 the vendor agreed to hold their 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 Random Access Entertainment, 2672 Morris Avenue, Union, New Jersey 07083, to provide Rental of Portable Public Address Systems to the City whose bid was received on the advertised due date and determined to be the only responsible bidder in accordance with 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 Newark Municipal Council.
3. There shall be no advance payment on this contract in accordance with N.J.S.A. 40A:5-16. Funds for 2014 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 the 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 (c) shall be executed, before a contractual liability is incurred, each time an order is placed, covering the amount. This contract will not exceed $73,000.00 for two (2) years.
5 It is the responsibility of the User Agency to ascertain the service received is in compliance with specifications and will provide the Municipal Council, the Business Administrator and Director of Purchasing with appropriate monthly reports during the term of the contract.
6. A duly executed copy of this contract shall be forthwith filed in the Office of the City Clerk by the Director of Purchasing.
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 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 OF INTENT.
This contract is awarded to Random Access Entertainment, to provide the Rental of Portable Public Address Systems to the City of Newark, at a cost not to exceed $73,000.00 for two (2) years.