Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To provide rental of Portable Address Systems
Entity Name(s)/Address(s): Random Access Entertainment, 195 West Market Street, Newark, New Jersey 07103
Contract Amount: $90,000.00
Funding Source: 2018 Budget/Department of Recreation, Cultural Affairs and Senior Services and Office of the City Clerk/Municipal Council
Account Code Line: NW011-160-1606-71610-B2018; NW011-160-1606-71280-B2018; and NW011-020-0201-07213-B2018
Contract Period: To be established for a period not to exceed two (2) years
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 14, 2016
Number of bids solicited: Six (6)
Number of Bids received: One (1)
2nd Advertisement April 4, 2017
Number of bids solicited: Five (5)
Number of bids received: One (1)
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WHEREAS, on June 14, 2016, the City of Newark, through it Supervising Procurement Specialist, QPA, advertised to solicit bids for contractor(s) to provide Rental of Portable Address Systems to the Office of the City Clerk/Municipal Council and 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 six (6) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on June 30, 2016, one (1) bid was received in response to the June 14, 2016 advertisement; and
WHEREAS, the Supervising Procurement Specialist, QPA, in compliance with Local Public Contracts Law re-advertised the receipt of this bid for Rental of Portable Address Systems due to the discovery that it was not duly published by the local newspaper as required; and
WHEREAS, on April 4, 2017, the City of Newark through its Supervising Procurement Specialist, QPA, re-advertised to solicit bids for contractor(s) to provide Rental of Portable Address Systems to the Office of the City Clerk/Municipal Council and 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 five (5) bid proposal packages to the prospective vendors following the date of re-advertisement; and
WHEREAS, on April 20, 2017, one (1) bid was received in response to the re-advertisement; and
WHEREAS, the Director of the Department of Recreation, Cultural Affairs and Senior Services and the Office of the City Clerk/Municipal Council recommended that an award be made to Random Access Entertainment, as the only responsive and responsible bidder; and
WHEREAS, the Supervising Procurement Specialist, QPA, concurred with the recommendations from the Department of Recreation, Cultural Affairs and Senior Services and the Office of the City Clerk/Municipal Council that an award be made to Random Access Entertainment as the only responsive and responsible bidder; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24 the vendor 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 Random Access Entertainment, 195 West Market Street, Apt. 15H, Newark, New Jersey 07103, to provide the Rental of Portable Address Systems, whose bid was received on the re-advertised due date and determined to be the only responsive and responsible bidder in accordance with the bid specifications. The term of the contract will be established for a period not to exceed two (2) years, pursuant to N.J.S.A. 40A:11-3(b).
2. There shall be no amendment or change of this contract without the approval of the Newark Municipal Council, by resolution.
3. There shall be no advance payment of 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 the contract as required by N.J.A.C. 5:30-5.5(b)(2), thus, for any and all expenditures against this contract, a certification of the availability of sufficient funds, covering the amount of the order shall be executed before contractual liability is incurred from account lines NW011-060-1606-71610-B2018, NW011-160-1606-71280-B2018, and NW011-020-0201-07213-B2018. This contract shall not exceed $90,000.00 for a two (2) year term.
5. The Supervising Procurement Specialist, QPA, shall file a duly executed copy of the contract in the Office of the City Clerk.
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 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 contract is awarded to Random Access Entertainment to provide Rental of Public Portable Address Systems, to the City of Newark at a cost not to exceed $90,000.00 for a period not to exceed two (2) years.