Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To provide Rental of Portable Address Systems
Entity Name(s)/Address(s): Random Access Entertainment, 753 Summer Avenue, Suite 2C, Newark, New Jersey 07104
Contract Amount: Not to exceed $320,000.00
Funding Source: 2023 Budget/Department of Recreation, Cultural Affairs and Senior Services NW011-160-1601-71280-B2023; NW011-160-1606-71280-B2023; NW011-160-1608-71280-B2023; NW011-160-1609-71280-B2023
Office of the City Clerk NW011-020-0201-72130-B2023
Department of Communication NW011-030-0310-71280-B2023
Contract Period: To be established for a period not to exceed twenty-four (24) consecutive months commencing upon 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 be used to rent Portable Address Systems for various departments in the City of Newark.
Additional City Departments are able to utilize this contract for the rental of portable address systems and applicable funding sources for other City Departments will be presented with the Certification of Funds signed by the Chief Financial Officer on an as-needed-basis.
Advertisement Date: April 19, 2023
Number of Bids Downloaded: Nine (9)
Number of Bids Received: One (1)
body
WHEREAS, on April 19, 2023, the City of Newark through its Purchasing Agent, QPA, advertised to solicit bids for contractors to provide Rental of Portable Address Systems, to the Department of Recreation, Cultural Affairs and Senior Services, Office of the City Clerk, and the Department of Communications as per the bid proposal attached hereto ; and
WHEREAS, the Division of Central Purchasing published the bid package on the City of Newark’s electronic procurement portal to provide broader access and download capability to potential bidders; and
WHEREAS, on May 4, 2023, the Division of Central Purchasing received one (1) bid in response to this advertisement; and
WHEREAS, the Department of Recreation, Cultural Affairs and Senior Services, Chief of Staff of the Division of Communications, and the Office of the City Clerk recommended that a single award be made to Random Access Entertainment, 753 Summer Avenue, Suite 2C, Newark, New Jersey 07104, the only responsive bidder; and
WHEREAS, the Purchasing Agent, QPA, concurs with the recommendations from the Department of Recreation, Cultural Affairs and Senior Services, Office of the City Clerk and Division of Communications that a single award be made to Random Access Entertainment, 753 Summer Avenue, Suite 2C, Newark, New Jersey 07104, the only responsive and responsible bidder; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the recommended bidder consented to holding their bid 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 and/or the Purchasing Agent, QPA are hereby authorized to enter into and execute a contract with Random Access Entertainment, 753 Summer Avenue, Suite 2C, Newark, New Jersey 07104 to provide Rental of Portable Address Systems for the City of Newark’s Department of Recreation, Cultural Affairs and Senior Services, Division of Communications and the Office of the City Clerk, 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 period not to exceed twenty-four (24) consecutive months, to commence upon a fully executed contract, pursuant to N.J.S.A. 40A:11-15.
2. There shall be no amendment or change of this contract without the approval of the Municipal Council.
3. There shall be no advance payment on this contract in accordance with N.J.S.A. 40A:5-16. Funds for 2023 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 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), shall be executed before a contractual liability is incurred each time an order is placed from Account Code Line: Department of Recreation, Cultural Affairs and Senior Services NW-011-160-1601-71280-B2023; NW-011-160-1606-71280-B2023; NW-011-160-1608-71280-B2023; NW-011-160-1609-71280-B2023, Office of the City Clerk NW-011-020-0201-72130-B2023, Department of Communication NW-011-030-0310-71280-B2023. This contract shall not exceed Three Hundred Twenty Thousand Dollars and Zero Cents ($320,000.00) for one (1) vendor for twenty-four (24) consecutive months with start date commencing when the contract is fully executed.
5. The Purchasing Agent, QPA, shall file a duly executed copy of this 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 Purchasing Agent, QPA, to enter into and execute contract with Random Access Entertainment, 753 Summer Avenue, Suite 2C, Newark, New Jersey 07104 at an amount not to exceed Three Hundred Twenty Thousand Dollars and Zero Cents ($320,000.00) for a period not to exceed twenty-four (24) consecutive months with the start date commencing upon the full execution of the contract.