Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: To purchase reflectorized sheeting (for sign material) for the Department of Engineering, Division of Traffic and Signals, and the Department of Public Safety, Police Division.
Description: Reflectorized Sheeting (For Sign Material)
Entity Name(s)/Address(s): Garden State Highway Products, Inc., 301 Riverside Drive, Millville, New Jersey 08332
Contract Amount: Not to exceed $410,000.00
Funding Source: 2020 Budget/Department of Engineering, Division of Traffic and Signals/NW011, 011, 1107, 83120, B2020/Department of Public Safety, Police Division/NW011, 190, 1902, 83870, B2020
Contract Period: To be established for a period not to exceed twenty-four (24) months pursuant to N.J.S.A. 40A:11-15
Contract Basis: (X ) Bid ( ) State Vendor ( ) Prof. Ser. ( ) EUS
(X ) Fair & Open ( ) No Reportable Contributions ( ) RFP ( ) RFQ
( ) Private Sale ( ) Grant ( ) Sub-recipient ( ) n/a
Additional Information:
To purchase reflectorized sheeting (for sign material) for the Departments of Public Safety, Police Division, and the Department of Engineering, Division of Traffic and Signals.
Advertisement Date: October 15, 2019
Number of Bids Solicited Eight (8)
Number of Bids Received Zero (0)
Re- Advertisement Date: November 6, 2019
Number of Bids Solicited Six (6)
Number of Bids Received One (1)
body
WHEREAS, on October 15, 2019, the City of Newark, through its Purchasing Agent, QPA, advertised to solicit bids for contractor(s) to provide Reflectorized Sheeting (For Sign Material), to the Departments of Public Safety Police Division and Engineering Division of Traffic Signals, 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 published the bid package on the City of Newark’s website to provide broader access and download capability to potential bidders; and
WHEREAS, on October 31, 2019, zero (0) bids were received in response to this advertisement; and
WHEREAS, on November 6, 2019, the City of Newark, through its Purchasing Agent, QPA, re-advertised to solicit bids for contractor(s) to provide Reflectorized Sheeting (For Sign Material), to the Departments of Public Safety Police Division and Engineering Division of Traffic Signals, as per the bid proposal attached hereto; and
WHEREAS, the Division of Central Purchasing also published the bid package on the City of Newark’s website to provide broader access and download capability to potential bidders; and
WHEREAS, the Division of Central Purchasing distributed Five (5) bid proposal packages to prospective vendors and one bid proposal package was downloaded directly from the City of Newark’s website following the date of advertisement; and
WHEREAS, on November 21, 2019, one (1) bid was received in response to this advertisement; and
WHEREAS, the Captain for the Department of Public Safety, Division of Police, and the Chief of Operations for the Department of Engineering, Division of Traffic and Signals both recommended that an award be made to Garden State Highway Products, Inc., 301 Riverside Drive, Millville, New Jersey 08332, the only, responsive and responsible bidder to provide, Reflectorized Sheeting (For Sign Material) to the City; and
WHEREAS, the Purchasing Agent, QPA, concurs with the recommendations that an award be made to Garden State Highway Products, Inc., 301 Riverside Drive, Millville, New Jersey 08332, the only, responsive and responsible bidder to provide, Reflectorized Sheeting (For Sign Material) to the City; 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 enter into a contract with Garden State Highway Products, Inc., 301 Riverside Drive, Millville, New Jersey 08332, to provide Reflectorized Sheeting (For Sign Material), whose bid was received on the 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 a twenty-four (24) consecutive month term, pursuant to N.J.S.A. 40A:11-15, at an amount not to exceed Four Hundred Ten Thousand Dollars and Zero Cents ($410,000.00).
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 2020 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, for account code lines, NW011, 011, 1107, 83120, B2020-Engineering Department Division of Traffic and Signals, and NW011, 190, 1902, 83870, B2020-Department of Public Safety Division of Police, covering the amount of the order. This contract shall not exceed Four Hundred Ten Thousand Dollars and Zero Cents ($410,000.00) for a period not to exceed twenty-four (24) consecutive months.
5. A copy of this resolution and the 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 a contract awarded to Garden State Highway Products, Inc., 301 Riverside Drive, Millville, New Jersey 08332, to provide Reflectorized Sheeting (For Sign Material) to the City of Newark at an amount not to exceed Four Hundred Ten Thousand Dollars and Zero Cents ($410,000.00) for a period not to exceed twenty-four (24) consecutive months.