Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To provide Photographic Equipment and Supplies.
Entity Name(s)/Address(s): Star Data, Co. P.O. Box 12, Hewlett, New York 11557
Contract Amount: Not to exceed $130,000.00
Funding Source: 2022 Budget/Department of Public Safety, Division of Police/ NW011-190-1902-83130- B2022/Department of Engineering, Division of Traffic and Signals/NW-011-110-1107-94120-B2022 and Department of Economic Housing and Development, Office of Boards and Commission/NW-011-150-1506-8303-B2022
Contract Period: To be established for a period not to exceed (24) consecutive months
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 provide photographic equipment and supplies to various City of Newark Departments.
Advertisement Date: May 18, 2022
Bid Downloaded: Eight (8)
Bid Received: Three (3)
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WHEREAS, on May 18, 2022, the City of Newark through its Qualified Purchasing Agent, QPA, advertised to solicit bids for contractors to provide Photographic Equipment and Supplies for the Department of Public Safety/Police, Department of Engineering/Traffic and Signals and Department of Economic Housing and Development/Office of Boards and Commission, as described in the attached bid proposal; and
WHEREAS, the Division of Central Purchasing published the bid on the City of Newark’s electronic procurement portal to provide a broader access and download capability to potential bidders; and
WHEREAS, on June 2, 2022, the Division of Central Purchasing received three (3) bids in response to this advertisement; and
WHEREAS, the Directors of Department of Public Safety/Police and Department of Engineering/Traffic and Signals recommended that a single award be made to Star Data, Co. P.O. Box 12, Hewlett, New York 11557, the responsive and responsible with the highest discount off; and
WHEREAS, the Purchasing Agent, QPA, concurs with the recommendation that a single award be made to Star Data, Co. P.O. Box 12, Hewlett, New York 11557, and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the recommended bidder consented to holding their prices beyond sixty (60) days; and
WHEREAS, pursuant to N.J.S.A. 19:44A20.5 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 or the Purchasing Agent, QPA, are hereby authorized to enter into and execute a contract with Star Data, Co. P.O. Box 12, Hewlett, New York 11557; for Photographic Equipment and Supplies for the City of Newark Department of Public Safety/Police, Department of Engineering/Traffic and Signals and Department of Economic Housing and Development/Office of Boards and Commission, whose bid was received on the advertised due date and determined to be the responsive and responsible bidder with the highest discount off in accordance with the bid specifications. The term of the contract will be established for twenty-four (24) consecutive months, 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 by resolution.
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).
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 Public Safety/Police NW011-190-1902-83130- B2022, Department of Engineering/Traffic and Signals NW-011-110-1107-94120-B2022 and Department of Economic Housing and Development/Office of Boards 7 Commission NW-011-150-1506-8303-B2022. This contract shall not exceed One Hundred and Thirty Thousand Dollars and Zero Cents $130,000.00) for one (1) vendor for twenty-four (24) consecutive months to commence upon a fully executed contract.
5. The Purchasing Agent, QPA, shall file a copy of the resolution and the 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 designees, the Business Administrator or the Purchasing Agent, QPA, to enter into and execute a contract with Star Data, Co. P.O. Box 12, Hewlett, New York 11557, to provide Photographic Equipment and Supplies to the City of Newark, at an amount not to exceed One Hundred Thirty Thousand Dollars and Zero Cents ($130,000.00) for a period to be established and not to exceed twenty-four (24) consecutive months for one (1) vendor with the start date commencing upon contract execution.