Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To provide pre-packaged breakfast and lunch meals for the 2019 Summer Food Service Program (SuNuP).
Entity Name(s)/Address(s): Preferred Meal Systems Inc.,
5240 St. Charles Road, Berkeley, Illinois 60163
Contract Amount: $1,573,004.12
Funding Source: 2019 Budget/Department of Recreation, Cultural Affairs, and Senior Services/NW051-G18-8H8B0-72020-B2019
Contract Period: July 1, 2019 through August 30, 2019
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:
Advertisement Date: April 10, 2019
Bids Solicited: Sixteen (16)
Bids Received: Two (2)
The Apply and Acceptance of Grant Funds Resolution 7R11-a(as) was adopted on June 6, 2019.
A Temporary Emergency Appropriation of the Grant Funds Resolution is listed under separate cover as File #19-0882.
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WHEREAS, on April 10, 2019, the City of Newark through its Purchasing Agent, QPA, advertised to solicit bids for contractors to provide pre-packaged breakfast and lunch meals for the 2019 Summer Food Service Program (SuNuP) as described in the bid specifications and contract; and
WHEREAS, the Division of Central Purchasing also distributed sixteen (16) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on April 25, 2019, the Division of Central Purchasing received two (2) bids in response to this advertisement; and
WHEREAS, the Department of Recreation, Cultural Affairs and Senior Services recommended that an award be made to Preferred Meal Systems Inc., the lowest responsive and responsible bidder for the 2019 Summer Food Service Program; and
WHEREAS, the Purchasing Agent, QPA, concurs with the recommendation from the Department of Recreation Cultural Affairs and Senior Services that an award be made to Preferred Meal Systems Inc., the lowest responsive and responsible bidder for the 2019 Summer Food Service Program; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the bidder consented to holding prices 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; and
WHEREAS, the New Jersey Department of Agriculture, Division of Food and Nutrition, has awarded the funds; and
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 authorized to enter into a contract with Preferred Meal Systems Inc., 5240 St. Charles Road, Berkeley, Illinois 60163 to provide pre-packaged breakfast and lunch meals for the 2019 Summer Food Service Program (SuNuP), whose bid was received on the advertised due date and determined to the lowest responsive and responsible bidder in accordance with the bid specifications. The term of the contract will be for the period of July 1, 2019 through August 30, 2019, for an amount not to exceed one million five hundred seventy-three thousand four dollars and twelve cents ($1,573,004.12) for one (1) vendor.
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 2019 and subsequent years are contingent upon appropriations, pursuant to N.J.A.C. 5:30-5.5(d).
4. This is an open-end contract to be used as needed during the term of the 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: NW051-G18-8H8B0-72020-B2019, covering the amount of the order. This contract shall not exceed one million five hundred seventy-three thousand four dollars and twelve cents ($1,573,004.12) from July 1, 2019 through August 30, 2019.
5. A duly executed copy of the contract shall be forthwith filed in the Office of the City Clerk by the Purchasing Agent, QPA.
6. If required by state law, the City Clerk shall provide the appropriate notice of 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 Purchasing Agent, QPA, to enter into and execute a contract with Preferred Meal Systems Inc., 5240 St. Charles Road, Berkeley, Illinois 60163, to provide pre-packaged breakfast and lunch meals for the 2019 Summer Food Service Program (SuNuP) at a cost not to exceed one million five hundred seventy-three thousand four dollars and twelve cents ($1,573,004.12) from July 1, 2019 through August 30, 2019 for one (1) vendor.