Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Purchase of Office Supplies for several City Departments
Description: Office Supplies
Entity Name(s)/Address(s):
1.) C.M.F. Business Supplies, Inc., 3622 Kennedy Road, South Plainfield, New Jersey 07080;
2.) W.B. Mason Co., Inc., 535 Secaucus Road, Secaucus, New Jersey 07094
Contract Amount: Amount not to exceed $412,437.00
Funding Source: 2016 Budget/ Departments of Administration, Health and Community Wellness, Engineering, Economic and Housing Development, Finance, Law, Office of the City Clerk and Municipal Council, Municipal Courts, NewarkWORKS, Neighborhood and Recreational Services, Public Safety (Police/Fire), Water and Sewer Utilities, Office of The Mayor and Office of The Boards
Account Line Code(s): Refer to the Exhibit A for Department Funding Codes
Contract Period: To be established for a period not to exceed one (1) year
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:
Advertised Date: January 12, 2016
Bids Solicited: Five (5)
Bids Received: Two (2)
body
WHEREAS, on January 12, 2016, the City of Newark, through its Supervising Procurement Specialist, advertised to solicit bids for contractor(s) to provide office supplies to the Departments of Administration, Health and Community Wellness, Engineering, Economic and Housing Development, Finance, Fire, Law, Office of the City Clerk and Municipal Council, Municipal Courts, Newark WORKS, Neighborhood and Recreational Services, Police, Water and Sewer Utilities, Office of The Mayor and Office of The Boards , as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing distributed five (5) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on January 28, 2016, two (2) bids were received in response to this advertisement; and
WHEREAS, the Supervising Procurement Specialist recommends awarding line item contracts for the purchase of various office supplies in a variety of brands to the only two (2) responsive, responsible bidders, C.M.F. Business Supplies, Inc. and W.B. Mason Co., Inc.; and
WHEREAS, pursuant to N.J.S.A.40A:11-24, the responsible bidders consented to hold 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 Supervising Procurement Specialist, are hereby authorized to enter into a line item contract for the purchase of various office supplies in a variety of brands with vendors, C.M.F. Business Supplies, Inc., 3622 Kennedy Road, South Plainfield, New Jersey 07080, and W.B. Mason Co., Inc., 535 Secaucus Road, Secaucus, New Jersey 07094, whose bids were received by the advertised due date and who were determined to be the only responsive, responsible bidders in accordance with the bid specifications. The term of the contract will be for a period of one (1) year term, pursuant to N.J.S.A.40A:11-3.
2. Office supply line item No.’s 6, 8, 10, 12, 23, 33, 34, 37, 40, 43, 44, 46, 50 and 55 shall be purchased from C.M.F. Business Supplies, Inc., and office supply line items No.’s 1-7, 9, 11-32, 34-36, 38, 40-42, 45, 47-49, 51-54 and 56-101 shall be purchased from W. B. Mason Co., Inc.
3. There shall be no amendment or change of this contract without the approval of the Municipal Council by resolution.
4. There shall be no advance payment on this contract in accordance with N.J.S.A. 40A:5-16. Pursuant to N.J.A.C. 5:30-5.5(d), funds for 2016 and subsequent years (if applicable) are contingent upon appropriations.
5. 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, for account code lines, covering the amount of the order. This contract shall not exceed Four Hundred Twelve Thousand Four Hundred Thirty Seven Dollars and Zero Cents ($412,437.00) for one (1) year for two (2) vendors.
6. A duly executed copy of the contract shall be forthwith filed in the Office of the City Clerk by the Supervising Procurement Specialist.
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 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 and/or his designee, the Supervising Procurement Specialist, to enter into and award a line item contract for the purchase of various office supplies, in a variety of brands, specified by line item number, with the following vendors C.M.F. Business Supplies, Inc. and W.B. Mason Co., Inc. for a total cost not to exceed Four Hundred Twelve Thousand Four Hundred Thirty Seven Dollars and Zero Cents ($412,437.00) for both vendors, collectively. The term of the contract will be one (1) year.
