Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Promotional Items (Souvenirs)
Entity Name(s)/Address(s):
1. JLMP Sporting Goods Corporation, 110 Mt. Pleasant Avenue, Newark, New Jersey 07104
2. Lerro Enterprises, Inc., 437 Main Street, East Orange, New Jersey 07018
3. Narciso’s Printing, Inc., 120-122 Malvern Street, Newark, New Jersey 07105
Contract Amount: $174,000.00
Funding Source: 2018 and 2019 Budget/Department of Public Safety/Division of Fire/NW011-190-1903-71280-B2019; Department of Public Safety/OEM/ NW051-G18-P18F0-71280-B2019/FY2017 Urban Areas Initiative Grant; Department of Public Safety/OEM/NW051-G18-P18U0-71280-B2018/FY2018 Urban Areas Initiative Grant; Department of Public Safety/OEM/NW011-190-1904-83850-B2019; Department of Public Safety/Division of Police/NW011-190-1902-83850-B2019; Department of Recreation, Cultural Affairs and Senior Services/Director’s Office/NW011-160-1601-83850-B2019; Department of Recreation, Cultural Affairs and Senior Services/Division of Recreation/NW011-160-1606-83840-B2019; Department of Recreation, Cultural Affairs and Senior Services/Division of Cultural Affairs/NW011-160-1608-83420-B2019; Department of Recreation, Cultural Affairs and Senior Services/Division of Senior Services/NW011-160-1609-83240-B2019; Department of Water and Sewer Utilities/NW037-750-7502-83870-B2019; Office of the City Clerk/NW011-020-0201-83870-B2019
Contract Period: For a period not to exceed twenty-four (24) months
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:
To provide promotional items (souvenirs) for the Departments of Public Safety, Recreation, Cultural Affairs and Senior Services, Water and Sewer Utilities and the Office of the City Clerk.
Advertisement Date: June 25, 2019
Bids Solicited: Eleven (11)
Bids Received: Six (6)
Bids Rejected: Three (3)
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WHEREAS, on June 25 2019, the City of Newark, through its Purchasing Agent, QPA, advertised to solicit bids for contractors to provide promotional items (souvenirs) for the Departments of Public Safety, Recreation, Cultural Affairs and Senior Services, Water and Sewer Utilities and the Office of the City Clerk; and
WHEREAS, the Division of Central Purchasing also distributed eleven (11) bid proposal packages to the prospective vendors following the date of advertisement and uploaded the bid package to the City of Newark’s bid management system to provide broader access and download capability to potential bidders; and
WHEREAS, on July 18, 2019, six (6) bids were received in response to this advertisement; and
WHEREAS, two (2) of the bids were rejected for failure to submit the required catalog/price sheets and one (1) bid was rejected because bid was received the day after it was due; and
WHEREAS, the Director of the Department of Recreation, Cultural Affairs and Senior Services, the Captain of the Division of Special Services, the City Clerk, and Acting Director for the Department of Water and Sewer Utilities recommended that multiple awards be made to (1) JLMP Sporting Goods Corporation, (2) Lerro Enterprises Inc., and (3) Narciso’s Printing Inc. for being responsive and responsible bidders and highest discount off per brand for promotional items (souvenirs); and
WHEREAS, the Purchasing Agent, QPA, concurs with the recommendations from the Director of the Department of Recreation, Cultural Affairs and Senior Services, the Captain of the Division of Special Services, the City Clerk, and Acting Director for the Department of Water and Sewer Utilities recommended that multiple awards be made to (1) JLMP Sporting Goods Corporation, (2) Lerro Enterprises Inc., and (3) Narciso’s Printing Inc. for being responsive and responsible bidders and highest discount off per brand for promotional items (souvenirs); and
WHEREAS, pursuant to N.J.S.A 40A:11-24, the bidders 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 authorized to enter into contracts with (1) JLMP Sporting Goods Corporation, 110 Mt. Pleasant Avenue, Newark, New Jersey 07104; (2) Lerro Enterprises Inc., 437 Main Street, East Orange, New Jersey 07018; and (3) Narciso’s Printing Inc., 120-122 Malvern Street, Newark, New Jersey 07105; to provide promotional items (souvenirs) for the Departments of Public Safety, Recreation, Cultural Affairs and Senior Services, Water and Sewer Utilities and the Office of the City Clerk, whose bids were received on the advertised due date and determined to be responsive and responsible bidders per highest discount off per brand in accordance with the bid specifications. The term of the contracts will be established for a period not to exceed twenty-four (24) consecutive months, pursuant to N.J.S.A. 40A:11-15.
2. There shall be no amendment or change of these contracts without the approval of the Municipal Council by resolution.
3. There shall be no advance payment on these contracts in accordance with N.J.S.A 40A:5-16. Funds for 2018-2019 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 the contracts. For any and all expenditures against these contracts, 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 the following Account Code Lines: (1) NW011-190-1903-71280-B2019/Department of Public Safety/Division of Fire; (2) NW051-G18-P18F0-71280-B2019/FY2017 Urban Areas Initiative Grant/Department of Public Safety/OEM; (3) NW051-G18-P18U0-71280-B2018/FY2018 Urban Areas Initiative Grant/Department of Public Safety/OEM; (4) NW011-190-1904-83850-B2019/Department of Public Safety/OEM; (5) NW011-190-1902-83850-B2019/Department of Public Safety/Division of Police; (6) NW011-160-1601-83850-B2019/Department of Recreation, Cultural Affairs and Senior Services/Directors Office; (7) NW011-160-1606-83840-B2019/Department of Recreation, Cultural Affairs and Senior Services/Division of Recreation (8) NW011-160-1608-83420-B2019/Department of Recreation, Cultural Affairs and Senior Services/Division of Cultural Affairs; (9) NW011-160-1609-83240-B2019/Department of Recreation, Cultural Affairs and Senior Services/Division of Senior Services; (10) NW037-750-7502-83870-B2019/Department of Water and Sewer Utilities; and (11) NW011-020-0201-83870-B2019/Office of the City Clerk; covering the amount of the order. The contracts shall not exceed One Hundred Seventy-Four Thousand Dollars and Zero Cents ($174,000.00) for a period not to exceed twenty-four (24) consecutive months.
5. The Purchasing Agent, QPA, shall file duly executed copies of the contracts in the Office of the City Clerk.
6. If required by the 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 resolution authorizes the Mayor and/or his designee, the Purchasing Agent, QPA, to enter into contracts with (1) JLMP Sporting Goods Corporation, 110 Mt. Pleasant Avenue, Newark, New Jersey 07104; (2) Lerro Enterprises Inc., 437 Main Street, East Orange, New Jersey 07018; and (3) Narciso’s Printing Inc., 120-122 Malvern Street, Newark, New Jersey 07105; to provide promotional items (souvenirs) for the Departments of Public Safety, Recreation, Cultural Affairs and Senior Services, Water and Sewer Utilities and the Office of the City Clerk, at a cost not to exceed One Hundred Seventy-Four Thousand Dollars and Zero Cents ($174,000.00) for a period not to exceed twenty-four (24) consecutive months.