Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To provide Pre-Packaged Breakfast and Lunch Meals for the SuNuP Summer Food Service Program 2020.
Entity Name(s)/Address(s): Preferred Meal Systems, Inc., 5240 Saint Charles Road Berkeley, IL 60163
Contract Amount: Not to exceed $1,518,881.54
Funding Source: 2020 Budget/Department of Recreation, Cultural Affairs, and Senior Services/NW051-G18-8H8B0-72020-B2020
Contract Period: July 6, 2020 through September 4, 2020
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:
To provide meals for children in the City of Newark during the summer months.
Apply and Acceptance Resolution 7R11-a adopted on May 20, 2020.
Temporary Emergency Appropriation Resolution will be submitted under separate cover.
Advertisement Date: April 24, 2020
Number of Bids Solicited: Nineteen (19)
Number of Bids Received: Three (3)
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WHEREAS, on April 24, 2020, the City of Newark, through its Purchasing Agent, QPA, advertised to solicit bids for contractor(s) to provide pre-packaged breakfast and lunch meals for SuNuP Summer Food Service Program 2020, to the Department of Recreation, Cultural Affairs and Senior Services, as per the bid specifications, proposal, and contract attached hereto; and
WHEREAS, the Division of Central Purchasing distributed nineteen (19) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, the Division of Central Purchasing uploaded the bid to the City of Newark’s bid management system to provide broader access and download capability to potential bidders; and
WHEREAS, on May 12, 2020, the Division of Central Purchasing received three (3) bids in response to this advertisement and opened with State participation via Zoom Meeting; and
WHEREAS, the State reviewed the bid proposal from Preferred Meal Systems, Inc. in its entirety and approved the award to Preferred Meal Systems, Inc.; and
WHEREAS, one (1) vendor Red Rabbit, LLC was rejected for failure to provide a bid bond N.J.S.A. 40A:11-21; and
WHEREAS, the Department of Recreation, Cultural Affairs, and Senior Services recommended that an award be made to Preferred Meal Systems, Inc., 5240 Saint Charles Road Berkeley, IL 60163, the lowest responsive and responsible bidder based on line items; and
WHEREAS, the Purchasing Agent, QPA, concurred with the recommendation from the Department of Recreation, Cultural Affairs and Senior Services that an award be made to Preferred Meal Systems, Inc., the lowest responsive, responsible bidder; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the bidder consented to holding prices bid for consideration, until such time as an award is made, as the law permits; 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; and
WHEREAS, the City of Newark adopted Resolution 7R11-a on May 20, 2020, authorizing the submission of a grant application and the acceptance of the grant award in the amount of One Million Five Hundred Eighteen Thousand Eight Hundred Eighty-One Dollars and Fifty-Four Cents ($1,518,881.54) from the New Jersey Department of Agriculture, Bureau of Child Nutrition Programs, 2020 Summer Food Service Program for the City of Newark SuNuP Summer Food Program; and
WHEREAS, the Department of Administration will contemporaneously submit a proposed resolution, to approve and adopt the Temporary Emergency Appropriation in the amount of One Million Five Hundred Eighteen Thousand Eight Hundred Eighty-One Dollars and Fifty-Four Cents ($1,518,881.54) for the grant awarded from New Jersey Department of Agriculture, Bureau of Child Nutrition Programs for the City of Newark SuNuP Summer Food Program.
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 Agent, QPA, are hereby authorized to enter into and execute a contract with Preferred Meal Systems, Inc., 5240 Saint Charles Road, Berkeley, IL 60163, to provide pre-packaged breakfast and lunch meals for the SuNuP Summer Food Service Program 2020 to the City, whose bid was received on the advertised due date and determined to be the lowest responsive, responsible bidder, in accordance with the bid specifications. The term of the contract will be for the period of July 6, 2020 through September 4, 2020, pursuant to N.J.S.A. 40A:11-15, at a contract amount not to exceed One Million Five Hundred Eighteen Thousand Eight Hundred Eighty-One Dollars and Fifty-Four Cents ($1,518,881.54).
2. There shall be no amendment 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. Funds for 2020 and subsequent years are contingent upon appropriations; pursuant to N.J.A.C. 5:30-5.5(d).
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 code line, NW051-G18-8H8B0-72020-B2020, covering the amount of the order. The contract amount shall not exceed One Million Five Hundred Eighteen Thousand Eight Hundred Eighty-One Dollars and Fifty-Four Cents ($1,518,881.54), for the period of July 6, 2020 through September 4, 2020.
5. The Purchasing Agent, QPA, shall file a 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 designee, the Purchasing Agent, QPA, to enter into and execute a contract with Preferred Meal Systems, Inc., 5240 St. Charles Road, Berkeley, Illinois 60163, to provide pre-packaged breakfast and lunch meals for the SuNuP Summer Food Service Program 2020, to the City of Newark at a cost not to exceed One Million Five Hundred Eighteen Thousand Eight Hundred Eighty-One Dollars and Fifty-Four Cents ($1,518,881.54) for the period July 6, 2020 through September 4, 2020.