Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing (X) Amending
Type of Service: Amending Resolution 7R1-c adopted on December 5, 2018 to increase the purchase amount by $90,830.00 for a new total of $290,830.00
Purpose: To purchase furniture and obtain construction services for the City of Newark, Department of Public Safety/Division of Police
Entity Name: Atlas Desk & Office Equipment Corp.
Entity Address: 191 Central Avenue, Newark, New Jersey 07103
Contract Amount: $290,830.00
Funding Source: 2019 Budget/Department of Public Safety/Division of Police, Business Office/NW011-190-1902-A-94010-B2019
Contract Period: Upon Complete Delivery
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:
Original Resolution 7R1-c was adopted on December 5, 2018, with a contract amount not to exceed $200,000.00.
This resolution is an amendment to increase the contract amount by $90,830.00 as requested by the Department of Public Safety/Division of Police for a total contract amount not to exceed $290,830.00.
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WHEREAS, on April 24, 2018, the City of Newark through its Purchasing Agent, QPA, advertised to solicit bids for contractors to provide to the City of Newark Furniture for Comstat and War Rooms and Construction and Installation Service for Comstat and War Rooms, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing also distributed twenty-one (21) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on May 9, 2018, the bids had to be postponed due to error on price schedule; and
WHEREAS, the Purchasing Agent, QPA, determined that a re-bid and re-advertisement was warranted; and
WHEREAS, on June 19, 2018, the City of Newark through its Purchasing Agent, QPA, re-advertised to solicit bids for Furniture for Comstat and War Rooms and Construction and Installation Service for Comstat and War Rooms, which the contractor will provide to the City of Newark, for the Department of Public Safety, Division of Police; and
WHEREAS, the Division of Central Purchasing also distributed twenty-one (21) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on July 12, 2018, one (1) bid was received in response to this advertisement; and
WHEREAS, the Director of the Department of Public Safety/Division of Police, recommends that an award be made to Atlas Desk & Office Equipment Corp., the only responsive and responsible bidder; and
WHEREAS, the Purchasing Agent, QPA, concurred with the recommendation from the Director of the Department of Public Safety/Division of Police that an award be made to Atlas Desk & Office Equipment Corp., the only responsive and responsible bidder; and
WHEREAS, on December 5, 2018, The Newark Municipal Council adopted Resolution 7R1-C awarding a contract to Atlas Desk & Office Equipment Corp., to provide furniture for Comstat and War Rooms and construction and installation service for Comstat and War Rooms to the City of Newark at a cost not to exceed $200,000.00; and
WHEREAS, after the adoption of 7R1-C The Department of Public Safety notified the Purchasing Agent, QPA, that the intended amount of the contract to Atlas Desk & Office Equipment Corp., the only responsive and responsible bidder, was supposed to be $290,830.00; and
WHEREAS, the Department of Public Safety/Police Division, and the Purchasing Agent, QPA, requested the increase in the amount of Ninety Thousand Eight Hundred Thirty Dollars and Zero Cents ($90,830.00) for a total contract amount of not to exceed $290,830.00, to correct the error and effectuate the intended amount of the contract to Atlas Desk & Office Equipment Corp., the only 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 Purchasing Agent, QPA, are hereby authorized to amend and increase the amount of the contract from $200,000.00 to $290,830.00 that was awarded to Atlas Desk & Office Equipment Corp., 191 Central Avenue Newark, New Jersey 07103, to provide Furniture for Comstat and War Rooms and Construction and Installation Service for Comstat and War Rooms, to the City, whose bid was received on the advertised due date and determined to be the only responsive responsible bidder, in accordance with the bid specifications. The term of the contract will be established upon complete delivery, 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.
4. Pursuant to N.J.A.C. 5:30-5.5(a), Temporary Budget, attached hereto is a Partial Certification of Funds issued by the Director of Finance for the City of Newark, which states that funds in the amount of One Hundred Fifty Thousand Dollars and Zero Cents ($150,000.00) are available for the purpose set forth herein above. The line appropriation, which shall be charged is as follows:
Business Unit: NW011; Dept.: 190; Div/Proj.: 1902; Activity: A; Account #: 94010; Budget Ref.: B2019 Public Safety/Police Business Office
The remainder of the funding for this Contract will be subject to appropriation in the 2019 Budget and included in a line item for the award of this Contract and said funds will be certified prior to services being provided by the contractor. There will be no expenditure of funds authorized until a Certification of Funds is obtained and a copy filed with the City Clerk.
5. A copy of the Certification of Funds issued shall be filed in the Office of the City Clerk by the Purchasing Agent, QPA, together with this Resolution.
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 contract awarded to Atlas Desk & Office Equipment Corp., to provide furniture for Comstat and War Rooms and Construction and Installation Service for Comstat and War Rooms to the City of Newark is increased from Two Hundred Thousand Dollars and zero cents ($200,000.00) to an amount not to exceed Two Hundred Ninety Thousand Eight Hundred and Thirty Dollars and Zero Cents ($290,830.00), upon complete delivery.