Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To purchase Fire Truck Parts, Genuine Apparatus (Various) American, La France, Ferrara, E-One and Hale brands.
Entity Name(s)/Address(s):
1. Absolute Fire Protection Company, Inc., 2800 Hamilton Blvd., South Plainfield, New Jersey 07080
2. Defender Emergency Products Sales and Service, 380 Herbertsville Road, Brick, New Jersey 08724
Contract Amount: Not to exceed $200,000.00
Funding Source: 2019 Budget/Department of Public Works/Division of Motors - NW011-060-0602-83630-B2019, NW011-060-0602-83640-B2019, NW011-060-0602-83670-B2019
Contract Period: To be established for a twenty-four (24) consecutive month period
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:
The Department of Public Works/Division of Motors is purchasing Fire Truck Parts, Genuine Apparatus (Various) American, LaFrance, Ferrara, E-One and Hale for the City to maintain and repair City fire trucks.
Advertisement Date: July 16, 2019
Bids Solicited: Eight (8)
Bids Received: Two (2)
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WHEREAS, on July 16, 2019, the City of Newark through its Purchasing Agent, QPA, advertised to solicit bids for contractor(s) to provide Fire Truck Parts, Genuine Apparatus (Various) American, LaFrance, Ferrara, E-One and Hale, for the Department of Public Works, Division of Motors, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing also distributed eight (8) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, the Division of Central Purchasing also uploaded the bid package via the bid management system for the City of Newark, and published the bid package on the City of Newark’s website to provide broader access and download capability to potential bidders; and
WHEREAS, on August 1, 2019, two (2) bids were received in response to this advertisement; and
WHEREAS, the Department of Public Works/Division of Motors reviewed the bid results; and
WHEREAS, the Department of Public Works/Division of Motors recommends that a dual contract award be made to Absolute Fire Protection Company, Inc. and Defender Emergency Products Sales and Service, the only responsive, responsible bidders and being the highest discount off per line item commodity, per year; and
WHEREAS, the Purchasing Agent, QPA, concurs with the recommendation made by the Department of Public Works/Division of Motors that a dual contract award be made to Absolute Fire Protection Company, Inc., and Defender Emergency Products Sales and Service, the responsive, responsible bidders and being the highest discount off per line item commodity, per year; and
WHEREAS, pursuant to N.J.S.A 40A:11-24, the bidder consented to holding their prices 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 enter into and execute a dual contract with Absolute Fire Protection Company, Inc., 2800 Hamilton Blvd., South Plainfield, New Jersey 07080 to receive line items # 2 and 3 for year one (1) and year two (2) and Defender Emergency Products Sales and Service, 380 Herbertsville Road, Brick New Jersey 08724 to receive line item # 4 for year one (1) and year two (2) to provide Fire Truck Parts, Genuine Apparatus (Various) American, LaFrance, Ferrara, E-One and Hale to the City, whose bid was received on the due date and determined to be the responsible, responsive bidders and being the highest discount off per line item commodity, per year, in accordance with the bid specifications. There were no bids received for line items # 1 and 5. 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:11-15, at a cost not to exceed Two Hundred Thousand Dollars and Zero Cents ($200,000.00) for twenty-four (24) consecutive months.
2. There shall be no amendment or change to 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-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 Lines: Department of Public Works, Division of NW011-060-0602-83630-B2019, NW011-060-0602-83640-B2019, NW011-060-0602-83670-B2019, covering the amount of the order. This contract shall not exceed Two Hundred Thousand Dollars and Zero Cents ($200,000.00) for a period to be established not to exceed twenty-four (24) consecutive months, for two (2) vendors.
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 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 Purchasing Agent, QPA to enter into and execute contracts with Absolute Fire Protection Company, Inc. to receive line items# 2 and 3 for year one (1) and year two (2) and Defender Emergency Products Sales and Service, to receive line item # 4 for year one (1) and year two (2) to provide Fire Truck Parts, Genuine Apparatus (Various) American, LaFrance, Ferrara, E-One and Hale, to the City of Newark, at a cost not to exceed Two Hundred Thousand Dollars and Zero Cents ($200,000.00) for a period to be established not to exceed twenty-four (24) consecutive months, for two (2) vendors.