Title
Dept/ Agency: Water and Sewer Utilities
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract
Purpose: Maintenance and Repair of Boilers and HVAC System at Water Supply Facilities
Entity Name: C.J. Vanderbeck & Son, Inc.
Entity Address: 240 Marshall Street, Paterson, New Jersey 07503
Contract Amount: $52,400.00
Funding Source: City of Newark/Department of Water and Sewer Utilities Budget
Contract Period: A period not to exceed two (2) years from the issuance of the Notice to Proceed
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:
Bid Packages Distributed: Three (3)
Bids Received: Three (3)
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WHEREAS, on August 15, 2014, the City of Newark ("City") advertised for bids for a Contract to Perform Maintenance and Repair of Boilers and HVAC System at the City's Water Supply Facilities; and
WHEREAS, the Department of Water and Sewer Utilities distributed three (3) bid packages to prospective vendors following the date of advertisement; and
WHEREAS, on August 29, 2014, three (3) bids were received for the project in accordance with the Local Public Contracts Law N.J.S.A. 40A:11-1 et seq.; and
WHEREAS, C.J. Vanderbeck & Son, Inc., 240 Marshall Street Paterson, New Jersey 07503, submitted the lowest responsive and responsible bid in the amount of Fifty-Two Thousand Four Hundred Dollars ($52,400.00) for preventive maintenance and repairs, according to the bid specifications; and
WHEREAS, the City of Newark wishes to accept the bid submitted by C.J. Vanderbeck & Son, Inc, and execute a Contract with them to Perform Maintenance and Repair of the Boilers and HVAC System at the City's Water Supply Facilities,,; and
WHEREAS, this Contract, when executed, will be adopted during a period where the City of Newark is operating under a temporary budget as provided for under N.J.S.A. 40A:4-19; and
WHEREAS, the Department of Water and Sewer Utilities and C.J. Vanderbeck & Son, Inc. agree that continuation of this Contract past the initial appropriation is subject to the availability and appropriation of legally sufficient funds.
NOW, THEREFORE, BE IT RESOLVED BY THE MUNICIPAL COUNCIL OF THE CITY OF NEWARK, NEW JERSEY, THAT:
- The Municipal Council hereby authorizes the Mayor and/or his designee, the Director of the Department of Water and Sewer Utilities, to accept the lowest responsive and responsible bid submitted on August 29, 2014, by C.J. Vanderbeck & Son, Inc., 240 Marshall Street, Paterson, New Jersey 07503, and execute a Contract to Perform Maintenance and Repair of Boilers and HVAC System at the City's Water Supply Facilities, for an amount not to exceed $52,400.00, for a period of two (2) years, commencing upon the issuance of a Notice to Proceed by the Department of Water and Sewer Utilities.
- This resolution and Contract is being adopted during a period when the City of Newark is operating under a temporary budget as provided for under N.J.S.A. 40A:4-19. Pursuant to N.J.A.C. 5:30-5.5, attached hereto is a partial Certification of Funds from the Acting Director of Finance which states that funds in the amount of $10,000.00 are available in the 2015 Temporary Budget to Perform Maintenance and Repair of Boilers and HVAC System at the City's Water Supply Facilities under Business Unit: NW037, Department ID: 750, Division/Project: 7502, Account #: 71650. The certification shall be filed along with the original resolution in the Office of the City Clerk. The remainder of the funding for this Contract is subject to appropriation of legally sufficient funds. Immediately after the final budget adoption, a Certification of Funds shall be prepared for the remaining balance and the Contract will be included as a line item for the 2015 and 2016 Budget. The certification will state that there are sufficient legally appropriated funds available for the continuation of this Contract and that said funds will be certified prior to additional services being provided by the contractor. There will be no expenditure of funds authorized until a Certification of Funds is obtained and a copy filed with the Office of the City Clerk.
- There shall be no amendment or change to the contract without prior approval by the Newark Municipal Council.
- There shall be no advance payment on this Contract in accordance with N.J.S.A. 40A:5-16.
- A fully executed copy of the Contract shall be filed in the Office of the City Clerk by the Director of the Department of Water and Sewer Utilities.
- This Contract was solicited and awarded through a fair and open process in accordance with N.J.S.A. 19:44A-20.5.
- 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 resolution authorizes the Mayor and/or his designee, the Director of the Department of Water and Sewer Utilities, to accept the lowest responsive and responsible bid submitted by C.J. Vanderbeck & Son, Inc., 240 Marshall Street, Paterson, New Jersey 07503 and execute a Contract to Perform the Maintenance and Repair of Boilers and HVAC System at the City of Newark's Water Supply Facilities for an amount not to exceed $52,400.00, for a period of two (2) years, commencing upon the issuance of a Notice to Proceed by the Department of Water and Sewer Utilities.