Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To provide automotive supplies
Description: Automotive Accessories
Entity Name(s)/Address(s):
1.) Air Brake and Equipment, 225 Route 22 West, Hillside, New Jersey 07205
2.) East Coast Emergency Lighting, Inc., 200 Meco Drive, Millstone Township, New Jersey, 08535
3.) Samuels, Inc. t/a Buy Wise Auto Parts, 2091 Springfield Avenue, Vauxhall, New Jersey 07088
Contract Amount: Amount not to exceed $458,000.00
Funding Source: 2017 Budget/Departments of Public Works and Water and Sewer Utilities
Account Code Lines:
NW011-060-0602-83660-B2017-Public Works/Division of Motors
NW011-060-0602-83860-B2017-Public Works/Division of Motors
NW011-060-0603-83630-B2017-Public Works/Division of Parks and Grounds
NW011-060-0605-83630-B2017-Public Works/Division of Sanitation and Demolition
NW037-750-7502-83630-B2017-Water and Sewer Utilities
Contract Period: To be established for a period not to exceed two (2) years
Contract Basis: (X) Bid ( ) State Vendor ( ) Prof. Ser. ( ) EUS
(X) Fair & Open ( ) No Reportable Contributions ( ) RFP ( ) RFQ
( ) Private Sale ( ) Grant ( ) Sub-recipient ( ) n/a
Additional Information:
Advertisement Date January 31, 2017
Bids Solicited: Six (6)
Bids Received: Three (3)
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WHEREAS, on January 31, 2017, the City of Newark through its Supervising Procurement Specialist, advertised to solicit bids for contractor(s) to provide Automotive Accessories, to the Department of Public Works, Divisions of Motors, Parks and Grounds, Sanitation and Demolition and to the Department of Water and Sewer Utilities, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing also distributed six (6) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on February 16, 2017, three (3) bids were received in response to this advertisement; and
WHEREAS, the Managers of the Division of Motors, Divisions of Parks and Grounds, Sanitation and Demolition in the Department of Public Works and the Assistant Director of Water and Sewer Utilities, recommends that a multiple award be made to Air Brake and Equipment, East Coast Emergency Lighting, Inc., and Samuels, Inc. t/a Buy Wise Auto Parts, the only responsive and responsible bidders providing discounts off line items, as required by specification, for the related brands as listed on the price schedules; and
WHEREAS, the Supervising Procurement Specialist concurs with the recommendations from the Managers the Division of Motors, Divisions of Parks and Grounds, Sanitation and Demolition and the Assistant Director of the Water and Sewer Utilities that a multiple award be made to Air Brake and Equipment, East Coast Emergency Lighting, Inc., and Samuels, Inc. t/a Buy Wise Auto Parts, the only responsive and responsible bidders; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the bidders consented to holding prices bid for consideration, until such time as an award is made, as the law permits; 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 Supervising Procurement Specialist, QPA, are hereby authorized to enter into a contract for Automotive Accessories with Air Brake and Equipment, 225 Route 22 West, Hillside, New Jersey 07205, to provide line items # 1, 2, 3, 8, 10, and 17 for year one and year two (various types and sizes), East Coast Emergency Lighting, Inc., 200 Meco Drive, Millstone Township, New Jersey, 08535, to provide line items # 4 and 5 (various types and sizes) and Samuels, Inc. t/a Buy Wise Auto Parts, 2091 Springfield Avenue, Vauxhall, New Jersey 07088, to provide line items # 5, 6, 7, 11, 12, 13, 14, 15 and 16 (various types and sizes) to the City, whose bids were received on the advertised due date and determined to be the only responsive, responsible bidders in accordance with the bid specifications to provide discounts off catalog prices. The term of the contract will be established for a two (2) year term, pursuant to N.J.S.A.40A:11-15.
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 2017 and subsequent years are contingent upon appropriations; pursuant to N.J.A.C. 5:30-5.5(d).
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, from account code lines, NW011-060-0602- 83660-B2017-Public Works/Division of Motors, NW011-060-0602- 83860-B2017-Public Works/Division of Motors, NW011-060-0603- 83630-B2017-Public Works/Division of Parks and Grounds, NW011-060-0605-83630-B2017-Public Works/Division of Sanitation and Demolition, and NW037-750-7502-83630-B2017-Water and Sewer Utilities covering the amount of the order. This contract shall not exceed $458,000.00 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 Supervising Procurement Specialist.
6. If required by the 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 resolution authorizes the Mayor and/or his designee, the Supervising Procurement Specialist, QPA, to enter into a contract for Automotive Accessories with Air Brake and Equipment, Air Brake and Equipment, East Coast Emergency Lighting, Inc., and Samuels, Inc. t/a Buy Wise Auto Parts, at a cost not to exceed $458,000.00 for two (2) years.