Title
Dep't/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Telephone Equipment, Supplies, Accessories and Parts
Entity Name(s)/Address(s): Call One, Inc., 400 Imperial Boulevard, Cape Canaveral, Florida 32920, Extel Communications, 830 Belmont Avenue, North Hudson, New Jersey 07503
Contract Amount: $50,000.00
Funding Source: City of Newark's Budget for the Division of Office Services Contract Period: Two Years
Contract Basis: (X) Bid ( ) State Vendor ( ) Prof. Ser. ( ) EUS
(X) Fair & Open ( ) No Reportable Contributions ( ) RFP ( ) RFQ
( ) Private Sale ( ) Grant ( ) Sub-recipient ( ) n/a
Entity Name/Address:
Additional Information:
Bids solicited: Nine (9)
Bids received: Two (2)
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WHEREAS, on July 23, 2013, the City of Newark through its Purchasing Director advertised to solicit bids for contractor(s) to provide, Telephone, Equipment, Supplies, Accessories and Parts, to the Division of Office Services, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing solicited nine (9) bid proposal packages to the prospective vendors following the date of advertisement; and
WHEREAS, on August 8, 2013, two (2) bids were received in response to this advertisement; and
WHEREAS, the Purchasing Director recommends a dual award be made to Call One, Inc., and Extel Communications, the only responsive responsible bidders; 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 Purchasing Director, are hereby authorized to enter into a contract with Call One, Inc., 400 Imperial Boulevard Cape Canaveral, Florida 32920, to receive line items #3-4, 23-25, and 31-34 (various brands) for year one and year two, and Extel Communications, 830 Belmont Avenue, North Hudson, New Jersey 07503 to receive line items #1, 2, 6-11, 15, 17, 22, 27, 29 & 30 and 35-37 (various brands) for year one and year two to provide Telephone, Equipment, Supplies, Accessories and Parts, to the City, whose bids were received on the advertised due date and determined to be the only responsive responsible bidders, based on line item awards in accordance with the bid specifications. The term of the contract will be established for a two (2) year term, pursuant to N.J.S.A.40A:11-3.
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 2013 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 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, covering the amount of the order. This contract shall not exceed $50,000.00 for two (2) years.
5. 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.
6. A duly executed copy of the contract shall be forthwith filed in the Office of the City Clerk by the Purchasing Director.
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 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 contract is awarded to Call One, Inc., and Extel Communications, to provide Telephone, Equipment, Supplies, Accessories and Parts, to the City of Newark, at a cost not to exceed $50,000.00 for two (2) years for two (2) vendors.