Title
Dept/ Agency: Administration/Office of Information Technology
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Use of State Contract(s) # 51145
Purpose: Copier Equipment Rental/ Reprography
Entity Name(s)/Address(s): XEROX CORPORATION
10 WOODBRIDGE CENTER Drive, WOODBRIDGE, New Jersey 07095
Contract Amount: Shall not exceed $1,500,000.00 annually (Approximately $1,327,869.00 per year)
Funding Source: Budget for the Department of Administration
Contract Period: 5 Years from date of adoption. (inclusive of all extensions procured by the State Contract)
Contract Basis: ( ) Bid (x) State Vendor ( ) Prof. Ser. ( ) EUS
( ) Fair & Open ( ) No Reportable Contributions ( ) RFP ( ) RFQ
( ) Private Sale ( ) Grant ( ) Sub-recipient ( ) n/a
Entity Name/Address
Additional Information:
body
WHEREAS, the City of Newark through its Purchasing Director wishes to utilize the GSA/FSS REPROGRAPHICS SCHEDULE USE Contract T-2075, #A51145, to purchase products or services from an authorized vendor under the New Jersey Cooperative Purchasing Program 1-NJCP, pursuant to N.J.A.C. 5:34-7.29; and
WHEREAS, the purchase of goods/services by Local contracting units is authorized by Local Public Contracts Law, N.J.S.A. 40A: 11-12; and
WHEREAS, in accordance with N.J.S.A. 40A:11-11(5), N.J.S.A. 52:25-16.1 et seq. and N.J.A.C. 5:34-1.7, all Cooperative Purchasing Program participants are responsible for ensuring that the Purchase Order issued reflects the correct contract item pricing and that payment is processed accordingly. Only the items/services specified in the applicable State contract(s) may be purchased from the contract vendor(s) of record. Cooperative Purchasing participants assume full responsibility for all purchase transactions issued through State contracts, including Purchase Orders, delivery compliance, and payments; and
WHEREAS, Xerox Corporation has been awarded State contract #A51145 under State Contract #T-2075 for the purchase of GSA/FSS Reprographics Schedule Use for the period May 1, 2002, to March 31, 2015; and
WHEREAS, the City wishes to utilize this contract with the following vendor commencing adoption of this resolution for a five year term beginning from date of adoption, inclusive of any subsequent extensions to the term of the contract.
# A51145, XEROX CORPORATION, 10 WOODBRIDGE CENTER Drive, WOODBRIDGE, New Jersey 07095; and
WHEREAS, the Purchasing Director recommends the utilization of this state contract award on the grounds that it represents a significant savings over our current reprography charges and offers software capabilities that will increase the efficiency of City employees; and
WHEREAS, the total cost for the purchase of Reprography, is expected not to exceed $1,327,869.00 annually; and
WHEREAS, the placement term of the contract, beginning on the date of adoption of this resolution by Newark Municipal Council for a term of five (5) years, the agreement shall survive any State contract expiration including all terms and conditions and remain in place for the full duration of the term as set forth in the agreement with the City of Newark and Xerox Corporation. (Inclusive of all extensions procured by the State Contract)
NOW, THEREFORE, BE IT RESOLVED BY THE MUNICIPAL COUNCIL OF THE CITY OF NEWARK, NEW JERSEY, THAT:
1.Pursuant to N.J.S.A. 40A:11-1 et seq., and N.J.A.C. 5:34-7.29, the Purchasing Director is authorized to utilize Contract # A51145, XEROX CORPORATION, 10 WOODBRIDGE CENTER Drive, WOODBRIDGE, New Jersey 07095 to provide Reprography, for the period commencing from the adoption of this resolution 5 years hence, as indicated in the attached contract.
2. The placement term of the contract, beginning on the date of adoption by Newark Municipal Council for a term of five (5) years, shall survive any contract expiration including all terms and condition and remain in place for the full duration of the term as set forth in the agreement with the City of Newark.
3. There shall be no amendment of this resolution or contract without the approval of the Municipal Council.
4. There shall be no advance payment on this State contract in accordance with N.J.S.A. 40A: 5-16. Funds for expenditures against this contract are contingent upon appropriations; pursuant to N.J.A.C. 5:30-5.5(c).
5. Attached hereto is a partial certification of funds (011 - DEPT - 030 - DIV 0308 - ACCOUNT 72110 - BUDREF 2015) in the amount of $250,000.00 (two hundred fifty thousand dollars). This contract is expected to cost $1,327,869 annually and may not exceed $1,500,000.00 annually inclusive of subsequent extensions to the term of contract by the State. The certification shall be filed along with the original resolution in the Office of the City Clerk. The remainder of the funding for this contract will be subject to appropriations in the 2016, 2017, 2018, 2019 and 2020,Budget and funds will be certified prior to services being provided by the contractor.
6. Pursuant to N.J.S.A. 27:25-17, any and all debts, expenses or obligations incurred by the City shall be payable only from funds available to the City of Newark, and no liability or obligation shall be incurred by the City of Newark beyond the extent to which monies are available.
7. This contract complies with Local Pay- to- Play, N.J.S.A. 19:44A-20.5 as a State contract award and constitutes a fair and open procedure.
8. The Purchasing Director shall forthwith file a duly executed copy of the contract in the Office of the City Clerk.
9. 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
This resolution authorizes usage of a State contract awarded to Xerox Corporation to provide for the purchase of Reprography, for the period commencing upon adoption of the Resolution by Municipal Counsel for a term of five (5) years, at a cost not to exceed $1,500,000.00 annually. This consolidates current purchases of more than $2,400,000 and will achieve more than $900,000 in annual savings."