Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To provide a day of family fun for Newark residents
Description: Family Fun Day 2018
Entity Name(s)/Address(s): Black Bear Lake Country Club, LLC, 457 Stage Coach Road, Millstone Township, New Jersey 08510
Contract Amount: $102,350.00
Funding Source: 2018 Budget/Department of Recreation, Cultural Affairs and Senior Services
Account Code Line:
NW011-160-1606- 71280-B2018-Department of Recreation, Cultural Affairs and Senior Services
Contract Period: Saturday, August 11, 2018
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:
1st Advertisement Date June 5, 2018
Number of Bids Solicited: Two (2)
Number of Bids Received: Two (2)
Number of Bids Rejected: Two (2)
2nd Advertisement Date July 10, 2018
Number of Bids Solicited: Two (2)
Bid postponed and addendum issued
3rd Advertisement Date July 20, 2018
Number of Bids Solicited: (Two) 2
Number of Bids Received: (Two) 2
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WHEREAS, on June 5, 2018, the City of Newark through its Supervising Procurement Specialist, QPA, advertised to solicit bids for contractor(s) to provide Family Fun Day 2018 to the Department of Recreation, Cultural Affairs and Senior Services, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing also distributed Two (2) bid proposal packages to the prospective vendors following the date of advertisement; and
WHEREAS, on June 21, 2018, two (2) bids were received in response to this advertisement; and
WHEREAS, the Director for the Department of Recreation, Cultural Affairs and Senior Services determined it was necessary to revise the bid specifications to specifically detail services and amenities to be provided for Senior Citizens as opposed to Adults and Children; and
WHEREAS, on July 10, 2018, the City of Newark through its Supervising Procurement Specialist, QPA, re-advertised to solicit bids for contractor(s) to provide Family Fun Day 2018 to the Department of Recreation, Cultural Affairs and Senior Services, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing also distributed two (2) bid proposal packages to the prospective vendors following the date of re-advertisement; and
WHEREAS, on July 18, 2018 the Supervising Procurement Specialist, QPA, postponed the bid opening and issued an addendum revising a challenged section of the specifications; and
WHEREAS, on July 20, 2018, the City of Newark through its Supervising Procurement Specialist, QPA, re-advertised to solicit bids for contractor(s) to provide Family Fun Day 2018 to the Department of Recreation, Cultural Affairs and Senior Services, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing also distributed two (2) bid proposal packages to the prospective vendors following the date of re-advertisement; and
WHEREAS, on August 1, 2018, the Division of Central Purchasing received two (2) bids in response to this re-advertisement; and
WHEREAS, the Director for the Department of Recreation, Cultural Affairs and Senior Services recommends that an award be made to Black Bear Lake Country Club, LLC, the lowest, responsive and responsible bidder; and
WHEREAS, the Supervising Procurement Specialist, QPA, concurs with the recommendation received from the Director for the Department of Recreation, Cultural Affairs and Senior Services that an award be made to Black Bear Lake Country Club, LLC, the lowest responsive and responsible bidder; and
WHEREAS, pursuant to N.J.S.A. 40A;11-24, the 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 authorized to enter into a contract with Black Bear Lake Country Club, LLC 457 Stage Coach Road, Millstone Township, New Jersey 08510 to provide Family Fun Day 2018 to the City, whose bid was received on the advertised due date and determined to be the lowest, responsive and responsible bidder, in accordance with the bid specifications. The contract commences upon authorization by the Municipal Council and terminates August 11, 2018.
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. Attached hereto is the Chief Finance Officer’s Certification, which states full funds in the amount of $102,350.00 are available in the 2018 Temporary Budget, Business Unit NW 011 Dept. ID 160 Division/Project 1606, Account # 71280, and Budget Reference B2018. The Certification shall be filed, along with the original resolution and the executed contract in the Office of the City Clerk.
4. A duly executed copy of the contract shall be forthwith filed in the Office of the City Clerk by the Supervising Procurement Specialist, QPA.
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 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 with Black Bear Lake Country Club, LLC, 457 Stage Coach Road, Millstone, New Jersey 08510, to provide the use of Black Bear Country Club facility to accommodate Family Fun Day 2018 on August 11, 2018, for the amount not to exceed $102,350.00.