Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Computer Paper
Entity Name(s)/Address(s): (1) Paper Mart, Inc., 151 Ridgedale Avenue, East Hanover, New Jersey 07936, (2) W.B. Mason Co. Inc., 535 Secaucus Road, Secaucus, New Jersey 07094
Contract Amount: $182,000.00
Funding Source: City of Newark Budget, Departments of Administration, Engineering and Police
Contract Period: To be established for a period not to exceed two years
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:
Additional Information:
Bids solicited: Six (6)
Bids received: Two (2)
Bids Rejected: Two (2)
Re-advertised
Bids solicited: Three (3)
Bids received: Zero (0)
Re-advertised
Bids solicited: Three (3)
Invites solicited: Three (3)
Bids received: Two (2)
Deferred to Special Meeting 7R1-s 110614
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WHEREAS, on February 11, 2014, the City of Newark through its Purchasing Director advertised to solicit bids for contractor(s) to provide, Computer Paper, to the Departments of Administration, Engineering and Police, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing distributed six (6) bid proposal packages to the prospective vendors following the date of advertisement; and
WHEREAS, several valid questions and a request for samples were submitted by the potential bidders outside of the allowable timeframe to submit bid clarification requests; and
WHEREAS, on February 27, 2014, two (2) bids were received in response to this advertisement; and
WHEREAS, the bids were rejected to provide samples and revised specifications to all potential bidders: and
WHEREAS, on May 20, 2014, the City of Newark through its Purchasing Director re-advertised to solicit bids for contractor(s) to provide, Computer Paper, to the Departments of Administration, Engineering and Police, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing distributed three (3) bid proposal packages to the prospective vendors following the date of re- advertisement; and
WHEREAS, on June 5, 2014, no bids were received in response to this re-advertisement; and
WHEREAS, on June 24, 2014, the City of Newark through its Purchasing Director re-advertised to solicit bids for contractor(s) to provide, Computer Paper, to the Departments of Administration, Engineering and Police, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing distributed three (3) bid proposal packages and three (3) bid invitations to the prospective vendors following the date of re-advertisement; and
WHEREAS, on July 10, 2014, two (2) bids were received in response to this re-advertisement; and
WHEREAS, the Purchasing Director recommends a line item award be made to Paper Mart, Inc. and W.B. Mason Co. Inc., the only responsive, responsible bidders; and
WHEREAS, pursuant to N.J.S.A.40A:11-24, the selected responsible bidder 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 Paper Mart, Inc., 151 Ridgedale Avenue, East Hanover, NewJersey 07936, to receive line items #1-8, 10-19, 23, 27, 29, 30, 33, 37, 39 and 40, 43-47, 49 and 50, 53-57, 59, 60, 65-72, 82 & 83, 86, 90,92 and 93 (various sizes & weights) for year one and year two, and W.B. Mason Co. Inc., 535 Secaucus Road, Secaucus, NewJersey 07094, to receive line items # 48, 52, 58, 64, 76 and 80 (various sizes & weights) for year one and year two, to provide Computer Paper, to the City, whose bids were received on the advertised due date and determined to be the only responsive 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 2014 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 $182,000.00 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 Paper Mart, Inc. and W.B. Mason Co. Inc., to provide Computer Paper, to the City of Newark, at a cost not to exceed $182,000.00 for two (2) years for two (2) vendors.