File #: 14-0114    Version: 1 Name: Election Services
Type: Resolution Status: Filed
File created: 3/4/2014 In control: Municipal Council and City Clerk
On agenda: 3/19/2014 Final action: 3/19/2014
Title: Dept/ Agency: Offices of Municipal Council/City Clerk Action: (X) Ratifying (X) Authorizing ( ) Amending Type of Service: Exception to Public Bidding - Purpose: Provide Printing and Mailing Services for the May 2014 Municipal Election and any necessary Municipal Run-Off Election Entity Name: Reliance Graphics Inc. Entity Address: 80 Pompton Avenue, Verona, New Jersey 07009 Contract Amount: $145,000.00 Funding Source: Municipal Council and City Clerk Current Budget Contract Period: January 1, 2014 to September 30, 2014 Contract Basis: ( ) Bid ( ) State Vendor ( ) Prof. Ser. ( ) EUS ( ) Fair & Open (X) No Reportable Contributions ( ) RFP ( ) RFQ ( ) Private Sale ( ) Grant ( ) Sub-recipient ( ) n/a Additional Information:
Title
Dept/ Agency:  Offices of Municipal Council/City Clerk
Action:  (X) Ratifying     (X) Authorizing     (   ) Amending
Type of Service: Exception to Public Bidding -     
Purpose:  Provide Printing and Mailing Services for the May 2014 Municipal Election and any necessary Municipal Run-Off Election
Entity Name:  Reliance Graphics Inc.
Entity Address:  80 Pompton Avenue, Verona, New Jersey 07009
Contract Amount:  $145,000.00
Funding Source:     Municipal Council and City Clerk Current Budget              
Contract Period:  January 1, 2014 to September 30, 2014
Contract Basis: (   ) Bid   (   ) State Vendor   (   ) Prof.  Ser.   (   ) EUS   
(   ) Fair & Open   (X) No Reportable Contributions   (   ) RFP   (   ) RFQ
(   ) Private Sale   (   ) Grant   (   ) Sub-recipient   (   ) n/a
Additional Information:
                    
body
 
      WHEREAS, the Office of the City Clerk of the City of Newark has a need to provide Printing and Mailing Services for the May 2014 Municipal Election and any necessary Municipal Run-Off Election; and
 
 
      WHEREAS, the Local Public Contracts Law (N.J.S.A. 40A:11-5 (1) (L)) permits the award of a contract for goods and services necessary or required to prepare and conduct an election, without public bidding; and
 
      WHEREAS, the City of Newark wishes to enter into a contract with Reliance Graphics Inc., 80 Pompton Avenue, Verona, New Jersey 07009, to provide Printing and Mailing Services for May 2014 Municipal Election and any necessary Municipal Run-Off Election, in an amount not to exceed $145,000.00, for the period of January 1, 2014 to September 30, 2014;  and
 
      WHEREAS, this contract is being awarded pursuant to and in compliance with the non-fair and open contract process set forth in the Local Unit Pay-to-Play Reform, N.J.S.A. 19:44A-20.5 et., seq; and
 
            
 
      WHEREAS, the award of this contract is also in compliance with Executive Order Number MEO-07-0001 (hereinafter "Pay-to-Play Executive Order"), which prohibits the award of a contract to a Business Entity that has made certain political contributions for a one (1) year period prior to award and during the duration of the contract; and
 
 
      
      WHEREAS, Reliance Graphics Inc., has completed and submitted a Business Entity Disclosure Certification which certifies that Reliance Graphics Inc., has not made any contributions to a political or candidate committee in the previous one year, and that the contract will prohibit Reliance Graphics Inc., from making any contributions through the term of this contract.
      
NOW, THEREFORE, BE IT RESOLVED BY THE MUNICIPAL COUNCIL OF THE CITY OF NEWARK, NEW JERSEY, THAT:
 
    1. The City Clerk is hereby authorized to execute a contract with Reliance Graphics Inc., 80 Pompton Avenue, Verona, New Jersey 07009, to provide Printing and Mailing Services for the May 2014 Municipal Election and any necessary Municipal Run-Off Election, in an amount not to exceed $145,000.00, for the period of January 1, 2014 to September 30, 2014.
    1. The Council ratifies this contract for the period of January 1, 2014 to the date of adoption of this resolution.
    1. Pursuant to N.J.A.C. 5:30-5.5 (a), Temporary Budget, a partial certification of the availability of sufficient funds (in the prorated amount of $20,000.00) in the 2014 Temporary Budget, from Fund 011, Agency 020, Organization 0201, Object 9612, is attached hereto; the balance to be provided in the 2014 Temporary Budget and/or the 2014 Adopted Budget.  The certification shall be filed along with the original resolution and the executed contract in the Office of the City Clerk.
    1. This contract is being awarded pursuant to the non-fair and open procedures of the Pay-to-Play Law N.J.S.A 19:44A-20.5 et, seq. and the City of Newark Executive Order on Pay-to-Play Reform, ME0-07-0001 and pursuant to the provisions of the Local Public Contracts Law (N.J.S.A. 40A:11-5 (1)(L)) because these goods and services are necessary or required to prepare and conduct an election.
    1. The contract will contain language prohibiting any contributions in violation of any state or local law.
    1. The Business Disclosure Entity Certification and the City Political Disclosure Form and other required documentation shall be placed on file with this resolution.
    1. A copy of the fully executed contract herein authorized shall be filed in the Office of the City Clerk and shall be made available for public inspection.
    1. There shall be no amendments or changes to this contract without approval of the Municipal Council and there shall be no advance payments in accordance with N.J.S.A. 40A:5-16.
 
 
STATEMENT
 
This resolution ratifies and authorizes the contract between the City of Newark and Reliance Graphics Inc., 80 Pompton Avenue, Verona, New Jersey 07009, to provide Printing and Mailing Services for the May 2014 Municipal Election and any necessary Municipal Run-Off Election, in an amount not to exceed $145,000.00, for the period of January 1, 2014 to September 30, 2014.