Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Electrical Maintenance, Repair and Installation Service for the City’s Public Buildings
Entity Name(s)/Address(s): Sonny Electric Inc., 17 E. Sylvan Avenue, Newark, New Jersey 07104
Contract Amount: Not to exceed $1,000,000.00
Funding Source: City of Newark Budget/Department of Engineering/Division of Public Buildings/Open-Ended
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:
Bids solicited: Twenty-Six (26)
Bids received: Three (3)
Re-advertised
Bid re-solicited: Twenty-One (21)
Bid received: Six (6)
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WHEREAS, on June 1, 2010, the City of Newark through its Purchasing Director advertised to solicit bids for Electrical Maintenance, Repair and Installation Service for the City’s Public Buildings, which the contractor will provide to the City of Newark, for the Department of Engineering, Division of Public Buildings, usage as described in the attached bid proposal; and
WHEREAS, the Division of Central Purchasing solicited twenty-six (26) prospective vendor (s) from its established vendor list and received two (2) requests following the date of advertisement; and
WHEREAS, on June 17, 2010, three (3) bids were received in response to this advertisement; and
WHEREAS, the Department of Engineering, Division of Public Buildings, reviewed the bids; and
WHEREAS, the Purchasing Director concluded from review and evaluation that an award be made to Sonny Electric Inc., the lowest responsive and responsible bidder; and
WHEREAS, pursuant to N.J.S.A. 40A: 11-24, the vendor agreed to hold their prices beyond 60 days; 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. met the requirements of the fair and open process; and
WHEREAS, on September 21, 2011, the Municipal Council at its regular meeting, directed Resolution No. 7R1-a 092111 (Legistar File No. 11-0320), awarding the contract for Electrical Maintenance, Repair and Installation Service for the City’s Public Buildings to be returned to Administration with a request for re-bid; and
WHEREAS, on April 10, 2012, the City of Newark through its Purchasing Director re-advertised to solicit bids for Electrical Maintenance, Repair and Installation Service for the City’s Public Buildings, which the contractor will provide to the City of Newark, for the Department of Engineering, Division of Public Buildings, usage as described in the attached bid proposal; and
WHEREAS, the Division of Central Purchasing solicited twenty (21) prospective vendor (s) from its established vendor list; and
WHEREAS, on April 26, 2012, six (6) bids were received in response to this advertisement; and
WHEREAS, the Purchasing Director concludes from review and evaluation of bids received that an award be made to Sonny Electric Inc., the lowest responsive and responsible bidder; and
WHEREAS, pursuant to N.J.S.A. 40A: 11-24, the vendor agreed to hold their prices beyond 60 days; 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 Sonny Electric Inc., 17 E. Sylvan Avenue, Newark, New Jersey 07104, for the provision of Electrical Maintenance, Repair and Installation Service for the City’s Public Buildings, for the City of Newark, whose bid was received on the above re-advertised due date and determined to be the lowest responsive and responsible bidder in accordance with 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.
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 appropriation; 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 service. This contract shall not exceed $1,000,000.00 for a two (2) year term.
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. The Purchasing Director shall forthwith file a duly executed copy of this contract in the Office of the City Clerk.
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 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 contract is awarded to Sonny Electric Inc. to provide Electrical Maintenance, Repair and Installation Service for the City’s Public Buildings, at a cost not to exceed $1,000,000.00 for a two (2) year term.