Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To provide traffic cable conductors to the City
Description: Traffic Signals Cable Conductors
Entity Name(s)/Address(s): Trillium Development Ltd. Co., LLC., 21541 North 78th Street, Scottsdale, Arizona 85255
Contract Amount: Not to exceed $100,000.00
Funding Source: 2018 Budget/Department of Engineering/ Division of Traffic and Signals
Account Code Line: NW011-110-1107- 83750-B2018 Engineering/Division of Traffic and Signals
Contract Period: To be established for a period not to exceed (2) two 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
Entity Name/Address:
Additional Information:
1st Advertisement Date: April 18, 2017
Number of Bids Solicited: Four (4)
Number of Bids Received: One (1)
2nd Advertisement Date: October 24, 2017
Number of Bids Solicited: Ten (10)
Number of Bids Received: Two (2)
Number of Bids Rejected: One (1)
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WHEREAS, on April 18, 2017, the City of Newark, through its Supervising Procurement Specialist, QPA, advertised to solicit bids for contractor(s) to provide Traffic Signals Cable Conductors, to the Department of Engineering/Division of Traffic and Signals, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing also distributed four (4) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on May 4, 2017, the Division of Central Purchasing received one (1) bid in response to this advertisement; and
WHEREAS, the Chief of Traffic Maintenance and Operations, Division of Traffic and Signals recommended that an award be made to American Wire Group, being the only responsible and responsive bidder; and
WHEREAS, the Supervising Procurement Specialist, QPA, rescinded the award at the request of the Department of Engineering/Division of Traffic and Signals in order to significantly revise the bid specifications due to a non-curable defect on the price schedules; and
WHEREAS, on October 24, 2017, the City of Newark, through its Supervising Procurement Specialist, QPA, re-advertised to solicit bids for contractor(s) to provide Traffic Signals Cable Conductors to the Department of Engineering/Division of Traffic and Signals, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing also distributed ten (10) bid proposal packages to prospective vendors following the date of re-advertisement; and
WHEREAS, on November 4, 2017, the Division of Central Purchasing received two (2) bids and one (1) bid was subsequently rejected, due to a failure to complete the mandatory Ownership Disclosure Statement form in response to this re-advertisement; and
WHEREAS, the Division of Traffic and Signals recommends that an award be made to Trillium Development Ltd. Co., LLC, being the only responsible and responsive bidder; and
WHEREAS, the Supervising Procurement Specialist, QPA, concurs with the recommendation from the Division of Traffic and Signals that an award be made to Trillium Development Ltd. Co., LLC, being the only responsible and responsive bidder; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the recommended bidder 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 with Trillium Development Ltd. Co., LLC, 21541 North 78th Street, Scottsdale, Arizona 85255, to provide Traffic Signals Cable Conductors to the City, whose bid was received on the advertised due date and determined to be the only responsible and responsive bidder, in accordance with the bid specifications. The term of the contract will be established for a period not to exceed a two (2) year term; pursuant to N.J.S.A.40A:11-3.
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 2018 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 line NW011-110-1107-83750-B2018 covering the amount of the order. This contract shall not exceed $100,000.00 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, QPA.
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 resolution hereby authorizes the Mayor and/or his designee, the Supervising Procurement Specialist, QPA, to enter into a contract with Trillium Development Ltd Co., LLC, to provide Traffic Signals Cable Conductors to the City of Newark, at a cost not to exceed $100,000.00 for a period to be established not to exceed two (2) years.