Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Recreational art and crafting materials and supplies
Description: Novelties: Art and Craft Supplies
Entity Name(s)/Address(s): Econocrafts, LLC, 29 Riverside Avenue, Building #2, Newark, New Jersey 07104 and S & S Worldwide, 75 Mill Street, Colchester, Connecticut 06415
Contract Amount: Not to exceed $110,000.00
Funding Source: 2018 Budget/Department of Recreation, Cultural Affairs and Senior Services
Account Code Lines:
Recreation, Cultural Affairs and Senior Services: NW011, 160, 1606, 83840, B2018 ; NW011, 160, 1608, 83420, B2018 & NW011, 160, 1609, 83420,
Contract Period: To be established for a period not to exceed two (2) years
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:
1st Advertisement Date August 11, 2015
Bids Solicited: Four (4)
Bids Received: One (1)
2nd Advertisement Date July 5, 2016
Bids Solicited: Thirteen (13)
Bids Received: Two (2)
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WHEREAS, on August 11, 2015 the City of Newark, through its Supervising Procurement Specialist, advertised to solicit bids for contractor(s) to provide Novelties: Art and Craft Supplies, to the Departments of Health & Community Wellness and Recreation, Cultural Affairs and Senior Services , as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing, also distributed four (4) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on August 27, 2015, the Division of Central Purchasing received one (1) bid in response to this advertisement; and
WHEREAS, upon an extended review by the Business Administrator, it was recommended that a rebid take place to locate additional vendors; and
WHEREAS, on July 5, 2016, the City of Newark, through its Supervising Procurement Specialist, re-advertised to solicit bids for contractor(s) to provide Novelties: Arts & Crafts Supplies, to the Departments of Health and Community Wellness and Recreation Cultural Affairs and Senior Services, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing also distributed thirteen (13) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on July 21, 2016, the Division of Central Purchasing received two (2) bids in response to this advertisement; and
WHEREAS, the Supervising Procurement Specialist recommends that an award, based on line items, be made to Econocrafts, LLC and S & S Worldwide Inc., the only responsive and responsible bidders: and
WHEREAS, pursuant to N.J.S.A. 40A;11-24, the bidders consented to holding prices 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 Supervising Procurement Specialist, are hereby authorized to enter into a contract with two vendors: Econocrafts LLC, 29 Riverside Avenue Newark, New Jersey 07104 and S & S Worldwide Inc., 75 Mill Street, Colchester, Connecticut 06415, to provide Novelties: Arts and Crafts Supplies, based on line items, to the City, whose bids were received on the advertised due date and determined to be the only responsive, responsible bidders, 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 2016 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 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 for Recreation, Cultural Affairs and Senior Services: NW011, 160, 1606, 83840, B2018 ; NW011, 160, 1608, 83420, B2018 & NW011, 160, 1609, 83420, B2018 covering the amount of the order. This contract shall not exceed $110,000.00 for two (2) years.
5. A duly executed copy of the contract shall be forthwith filed in the Office of the City Clerk by the Supervising Procurement Specialist.
6. If required by the 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 the Mayor and/or his designee, the Supervising Procurement Specialist, to enter into a contract with two vendors: Econocrafts, LLC and S & S Worldwide, Inc., to provide Novelties: Arts and Crafts Supplies, based on line items, to the City of Newark at a cost not to exceed $110,000.00 for two (2) years for two (2) vendors