Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To purchase Lubricating Oils and Greases.
Entity Name(s)/Address(s):
1) Grade A Petroleum Corporation, 90 East Hawthorne Avenue, Valley Stream, New York 11580;
2) PPC Lubricants, LLC, 305 Micro Drive, Jonestown, Pennsylvania 17038; and
3) Superior Distributors Co., Inc., Elmwood Park, New Jersey 07407
Contract Amount: Not to exceed $107,600.00
Funding Source: 2022 Budget/Department of Water and Sewer Utilities/NW-037-750-7502-83550-B2022/Department of Public Works, Division of Motors NW011-060-0602-83550-B2022
Contract Period: To be established for a period not to exceed twenty-four (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 the City’s Department of Water and Sewer Utilities and Department of Public Works, Division of Motors with Lubricating Oils and Greases.
Advertisement Date: May 31, 2022
Bids Solicited: Eight (8)
Bids Received: Three (3)
Body
WHEREAS, on May 31, 2022 the City of Newark, through its Purchasing Agent, QPA, (the "City') advertised to solicit bids for contractors to provide Lubricating Oils and Greases for the Department of Water and Sewer Utilities and the Department of Public Works Division of Motors as described in the attached bid proposal; and
WHEREAS, the Division of Central Purchasing distributed eight (8) bid proposal packages to prospective vendors following the date of release on June 1, 2022; and
WHEREAS, the Division of Central Purchasing also published the bid package on the City of Newark's website to provide broader access and download capability to potential bidders; and
WHEREAS, on June 16, 2022, the Division of Central Purchasing received three (3) bids in response to this advertisement; and
WHEREAS, the Directors of the Department of Water and Sewer Utilities and the
Department of Public Works/Motors recommended that a multiple award be made to 1. Grade A Petroleum Corporation, 90 East Hawthorne Avenue, Valley Stream, New York 11580; 2. PPC Lubricants, LLC, 305 Micro Drive, Jonestown, Pennsylvania 17038; and 3. Superior Distributors Co., Inc. 4 Midland Avenue, Elmwood Park, New Jersey 07407, the lowest, responsive and responsible bidders per line item commodity; and
WHEREAS, the Purchasing Agent, QPA, concurs with the recommendations from the Directors of the Department of Water and Sewer Utilities and the Department of Public Works/Motors that a multiple award be made to 1. Grade A Petroleum Corporation, 90 East Hawthorne Avenue, Valley Stream, New York 11580; 2. PPC Lubricants, LLC, 305 Micro Drive, Jonestown, Pennsylvania 17038; and 3. Superior Distributors Co., Inc. 4 Midland Avenue, Elmwood Park, New Jersey 07407, the lowest, responsive and responsible bidders per line item commodity; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the recommended bidders consented to holding the 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.
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 Business Administrator, are hereby authorized to enter into and execute a contract with 1. Grade A Petroleum Corporation, 90 East Hawthorne Avenue, Valley Stream, New York 11580; 2. PPC Lubricants, LLC, 305 Micro Drive, Jonestown, Pennsylvania 17038 and 3. Superior Distributors Co., Inc. 4 Midland Avenue, Elmwood Park, New Jersey 07407, to provide Lubricating Oils and Greases for the City's Department of Water and Sewer Utilities and the Department of Public Works/Motors, whose bids were received on the advertised due date and determined to be the lowest, responsive and responsible bidders per line item commodity in accordance with the bid specifications. The term of the contract will be established for a period not to exceed twenty-four (24) consecutive months, pursuant to N.J.S.A. 40A:11-15 to commence on the date the contract is executed, at a cost not to exceed One Hundred Seven Thousand, Six Hundred Dollars and Zero Cents ($107, 600.00).
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 2022 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: 2022 Budget/ Department of Water and Sewer Utilities NW-037-750-7502-83550-B2022 and Department of Public Works/Motors NW011-060-0602-83550-B2022. This contract shall not exceed One Hundred Seven Thousand, Six Hundred Dollars and Zero Cents ($107, 600.00) for a period to be established and not to exceed twenty-four (24) consecutive months for three (3) vendors with the start date of the contract commencing upon contract execution.
5. The Purchasing Agent, QPA, shall file a copy of this 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 designee, the Business Administrator, to enter into and execute contracts with 1. Grade A Petroleum Corporation, 90 East Hawthorne Avenue, Valley Stream, New York 11580; 2. PPC Lubricants, LLC, 305 Micro Drive, Jonestown, Pennsylvania 17038; and 3. Superior Distributors Co. Inc., 4 Midland Avenue, Elmwood Park, New Jersey 07407 to provide Lubricating Oils and Greases to the City's Department of Water and Sewer Utilities and the Department of Public Works/Motors at a cost not to exceed One Hundred Seven Thousand Six Dollars and Zero Cents ($107, 600.00) for a period to be established and not to exceed twenty-four (24) consecutive months with the start date commencing upon contract execution.