Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Trophies, Plaques, Awards, etc.
Entity Name(s)/Address(s): 1. Lerro Enterprises, Inc., 437 Main Street, East Orange, New Jersey 07018, 2. TJ's Sportwide Trophies & Awards, Inc., 236 South Salem Street, Randolph, New Jersey 07869
Contract Amount: Not to Exceed $40,000.00
Funding Source: City of Newark Budget/ Office of the City Clerk and Department of Neighborhood and Recreational Services
Contract Period: To be established for a two year term
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:
Bids solicited: Fourteen (14)
Bids received: Four (4)
Failed 7R1-x 050113
No Action Taken 7R1-g 051513
Deferred 7R1-g 052213
Deferred 7R1-c 060613
Deferred 7R1-b 061913
Deferred 7R1-b 070313
Failed 7R1-b 080713/RTA
body
WHEREAS, on March 5, 2013, the City of Newark through its Purchasing Director advertised to solicit bids for contractor(s) to provide, Trophies, Plaques, Awards, etc., to the Office of the City Clerk and Department of Neighborhood and Recreational Services, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing distributed fourteen (14) bid proposal packages to the prospective vendors following the date of advertisement; and
WHEREAS, on March 21, 2013, four (4) bids were received in response to this advertisement; and
WHEREAS, the Purchasing Director recommends a dual award be made to Lerro Enterprises, Inc. and TJ's Sportwide Trophies & Awards, Inc., the lowest responsible bidders; and
WHEREAS, pursuant to N.J.S.A.40A:11-24, the selected 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 Purchasing Director, are hereby authorized to enter into a contract with Lerro Enterprises, Inc., 437 Main Street, East Orange, New Jersey 07018, to receive line items #1, and 3-6 (various brands) for year one and year two; and TJ's Sportwide Trophies & Awards, Inc., 236 South Salem Street, Randolph, New Jersey 07869 to receive line item #2 & 4 (various brands) for year one and year two, to provide Trophies, Plaques, Awards, etc., to the City, whose bids were received on the advertised due date and determined to be the lowest 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 (b).
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 $40,000.00 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 Purchasing Director.
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 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 Lerro Enterprises, Inc. and TJ's Sportwide Trophies & Awards, Inc., to provide Trophies, Plaques, Awards, etc., to the City of Newark, at a cost not to exceed $40,000.00 for two (2) years for two (2) vendors.