Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract
Purpose: Award of Contract for Maintenance and Repair of Fire Turnout Gear
Entity Name(s)/Address(s): 911 Safety Equipment LLC, 329 East Main Street, Norristown, Pennsylvania 19401
Contract Amount: Amount not to exceed $180,000.00
Funding Source: 2016 Budget/Department of Public Safety, Fire Division NW011, 090, 0901, 7224, B2016
Contract Period: Two (2) years upon authorization by Municipal Council
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:
Bids solicited: Two (2)
Bids received: One (1)
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WHEREAS, on October 11, 2016, the City of Newark, through its Supervising Procurement Specialist, advertised to solicit bids from contractors to provide Maintenance and Repair of Fire Turnout Gear (fire protection equipment, clothing and accessories) for the Department of Public Safety, Fire Division (a blank copy of a bid proposal package is attached hereto and made a part hereof); and
WHEREAS, the Division of Central Purchasing distributed two (2) bid proposal packages to prospective vendors following the October 11, 2016, advertisement; and
WHEREAS, on October 27, 2016, the Division of Central Purchasing received one (1) bid in response to the advertisement, said bid having been submitted by 911 Safety Equipment LLC, 329 East Main Street, Norristown, Pennsylvania 19401 (“911 Safety Equipment”) (a copy of said bid proposal is attached hereto and made a part hereof); and
WHEREAS, the Department of Public Safety, Fire Division, recommends that a contract for the Maintenance and Repair of Fire Turnout Gear be awarded to the only responsive and responsible bidder, 911 Safety Equipment (a copy of the Recommendation of Award from the Fire Division is attached hereto and made a part hereof); and
WHEREAS, the Supervising Procurement Specialist concurs with the recommendation that a contract for the Maintenance and Repair of Fire Turnout Gear be awarded to the only responsive and responsible bidder, 911 Safety Equipment (a copy of the Recommendation of Award from the Supervising Procurement Specialist is attached hereto and made a part hereof); and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the vendor agreed to hold the bid prices until such time as a contract award is made; and
WHEREAS, pursuant to N.J.S.A. 19:44A-20.5, et seq., solicitations through public bidding meets the requirements of a 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, are hereby authorized to enter into and execute a contract with 911 Safety Equipment LLC, 329 East Main Street, Norristown, Pennsylvania 19401, for the Maintenance and Repair of Fire Turnout Gear for the Department of Public Safety, Fire Division, as said vendor was determined to be the only responsive and responsible bidder in accordance with bid specifications and its bid was received on the advertised due date.
2. The term of the contract will be for two (2) years, pursuant to N.J.S.A. 40A:11-3-(b).
3. The cost of this contract shall not exceed One Hundred Eighty Thousand Dollars and Zero Cents ($180,000.00) for the two (2) year term.
4. There shall be no amendments or changes to this contract without the approval of the Municipal Council by resolution.
5. There shall be no advance payment on this contract in accordance with N.J.S.A. 40A:5-16.
6. Pursuant to N.J.A.C. 5:30-5.5(d) funds for 2017 and subsequent years are contingent upon appropriations.
7. This is an open ended contract to be used as needed during the term of the contract. Funds for the Fire Division’s usage relative to this contract shall be certified as the funds are needed. Thus, in accordance with N.J.A.C. 5:30-5.5(b)(2), each time an order is to be placed against this contract, a certification of funds shall be obtained before any liability is incurred, with the amount of the certification of funds being sufficient to pay for the full cost of the order to be placed. Any funds expended against this contract shall come from account lines NW011, 090, 0901, 7224, B2016, Department of Public Safety, Fire Division.
8. The Supervising Procurement Specialist shall file a fully executed copy of the contract in the Office of the City Clerk.
9. 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 Supervising Procurement Specialist, to enter into and execute a two (2) year contract with 911 Safety Equipment LLC, 329 East Main Street, Norristown, Pennsylvania 19401, for the Maintenance and Repair of Fire Turnout Gear (fire protection equipment, clothing and accessories) for the City of Newark’s Department of Public Safety, Fire Division, at a cost not to exceed One Hundred Eighty Thousand Dollars and Zero Cents ($180,000.00) for a two (2) year term.