Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Shelter Services Relocation Program
Entity Name(s)/Address(s): YMCA of Newark and Vicinity, 600 Broad Street, Newark, New Jersey 07102
Contract Amount: Not to exceed $100,000.00
Funding Source: City of Newark Budget/Department of Child and Family Well-Being/Open-End
Contract Period: To be established for a period of 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: Fourteen (14)
Bids received: Five (5)
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WHEREAS, on August 20, 2013, the City of Newark through its Purchasing Director, advertised to solicit bids for Shelter Services Relocation Program, as described in the attached bid proposal, to be used by the Department of Child and Family Well-Being; and
WHEREAS, the Division of Central Purchasing distributed fourteen (14) bid packages in response to this advertisement; and
WHEREAS, on September 5, 2013, five (5) bids were received in response to this advertisement; and
WHEREAS, the Department of Child and Family Well-Being reviewed the bids; and
WHEREAS, the Purchasing Director recommended that an award be made to the lowest responsive and responsible bidder YMCA of Newark & Vicinity; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the vendors agreed to hold their prices beyond 60 days; and
WHEREAS, pursuant to N.J.S.A. 19:44A-20.5 et seq., solicitation 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 YMCA of Newark and Vicinity, 600 Broad Street, Newark, New Jersey 07102, to provide Shelter Services Relocation Program, to the City, whose bid was received on the 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 term not to exceed two (2) years, 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 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 (d) (2), shall be incurred each time an order is placed covering the amount of the service. This contract shall not exceed $100,000.00 for a two (2) year term.
5. The Purchasing Director shall forthwith file a 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 contract is awarded to YMCA of Newark and Vicinity, to provide Shelter Services Relocation Program), at a cost not to exceed $100,000.00 for a two (2) year term.