Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Maintenance & Repair of (1) Bell Helicopter
Entity Name(s)/Address(s): Sterling Helicopter, 1226 River Road, Croydon, Pennsylvania 19021
Contract Amount: Not to Exceed $900,000.00
Funding Source: City Budget/Department of Police
Contract Period: To be established for a two year term with an optional 1 year extension
Contract Basis: (X) Bid ( ) State Vendor ( ) Prof. Ser. ( ) EUS
( ) Fair & Open ( ) No Reportable Contributions ( ) RFP ( ) RFQ
( ) Private Sale ( ) Grant ( ) Sub-recipient ( ) N/A
Entity Name/Address:
(List vendors here - only if list is long
Additional Information:
Distributed Six (6) bids
Received One (1) response
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WHEREAS, on January 1, 2013, the City of Newark through its Purchasing Director advertised to solicit bids for contractor(s) to provide Maintenance and Repair of (1) Bell Helicopter, for the Department of Police, as shown by the blank bid proposal submitted herewith; and
WHEREAS, the Division of Central Purchasing distributed six (6) bid proposal packages to prospective vendors from its established bidders list following the date of advertisement; and
WHEREAS, on February 28, 2013, one (1) bid was received in response to this advertisement; and
WHEREAS, the Police Director recommends that an award be made to Sterling Helicopter, the only responsive and responsible bidder; and
WHEREAS, the Purchasing Director concurs with the recommendation; 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 contract with Sterling Helicopter, 1226 River Road., Croydon, Pennsylvania 19021, to provide MAINTENANCE AND REPAIR OF (1) BELL HELICOPTER, to the City, whose bid was received on the advertised due date and determined to be the only responsive and responsible bidder, in accordance with bid specifications.
2. There shall be no amendment or change of this contract without the approval of the Municipal Council.
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 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 incurred each time an order is placed covering the amount of the order. This contract shall not exceed $900,000.00 for two (2) years.
5. Pursuant to specification, the contract can be extended for an additional year upon agreement and authorization, for the prices provided hereto on the fee schedule.
6. It is the responsibility of the Director of the Department of Police to ascertain the availability of sufficient funds before ordering the maintenance and that the repairs are in compliance with the specifications; and will provide the Municipal Council the Business Administrator and the Purchasing Director with appropriate monthly reports during the term of the contract.
7. A duly executed copy of the contract shall be forthwith filed in the Office of the City Clerk by the Purchasing Director.
8. 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 Sterling Helicopter, to provide Maintenance and Repair of (1) Bell Helicopter to the City of Newark at a cost not to exceed $900,000.00 for two (2) years with the option to extend the contract for one (1) year.