Title
Dept/ Agency: Administration/Division of Central Purchasing
Action: ( ) Ratifying (X) Authorizing ( ) Amending
Type of Service: Bid Contract(s)
Purpose: Maintenance and Repair: Fire Turnout Gear (Fire Protection Equipment - Clothing and Accessories)
Entity Name(s)/Address(s): 911 Safety Equipment, LLC, 9 South Forrest Avenue, Jeffersonville, Pennsylvania 19403
Contract Amount: Not to exceed $400,000.00
Funding Source: 2020 Budget/Department of Public Safety, Division of Fire /NW011-190-1903-83830-B2020
Contract Period: To be established for a period not to exceed twenty-four (24) consecutive 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:
This contract will be used to provide maintenance and repair to fire turnout gear for the Department of Public Safety, Division of Fire.
1st Advertisement Date: September 12, 2019
Bids Solicited: Four (4)
Bid cancelled to substantially revise specifications.
2nd Advertisement Date: January 15, 2020
Bids Solicited: Four (4)
Bids Received: Two (2)
Bids cancelled for user agency to revise price schedules and specifications.
3rd Advertisement Date: March 11, 2020
Bids Solicited: Four (4)
Bids Received: Three (3)
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WHEREAS, on September 12, 2019 the City of Newark (the “City”), through its Purchasing Agent, QPA, advertised to solicit bids for contractors to provide Maintenance and Repair: Fire Turnout Gear (Fire Protection Equipment - Clothing and Accessories) for the Department of Public Safety, Division of Fire as described in the attached bid proposal; and
WHEREAS, the Division of Central Purchasing distributed four (4) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, the Division of Central Purchasing published the bid package on the City of Newark’s website to provide broader access and download capability to potential bidders; and
WHEREAS, on September 27, 2019, the Division of Central Purchasing cancelled the bid to substantially revise the specifications; and
WHEREAS, on January 15, 2020 the City, through its Purchasing Agent, QPA, re-advertised and distributed four (4) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on January 30, 2020, the Division of Central Purchasing received two (2) bids in response to this advertisement; and
WHEREAS, the user agency was granted the opportunity to revise their specifications and price schedules in order to better evaluate prices; and
WHEREAS, the Division of Central Purchasing re-advertised on March 11, 2020 and distributed four (4) bid proposal packages to prospective vendors following the date of advertisement; and
WHEREAS, on March 26, 2020, the Division of Central Purchasing received three (3) bids in response to this advertisement; and
WHEREAS, the user agency did not provide a recommendation and a substantial time period had elapsed, the Purchasing Agent, QPA, recommends that a single award be made to 911 Safety Equipment, LLC, 9 South Forrest Avenue, Jeffersonville, Pennsylvania 19403, the lowest, responsive and responsible bidder; and
WHEREAS, pursuant to N.J.S.A. 40A:11-24, the recommended 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 and execute a contract with 911 Safety Equipment, LLC, 9 South Forrest Avenue, Jeffersonville, Pennsylvania 19403, the lowest, responsive and responsible bidder, to provide Maintenance and Repair: Fire Turnout Gear (Fire Protection Equipment - Clothing and Accessories) to the Department of Public Safety, Division of Fire, whose bid was received on the advertised due date and determined to be the lowest, responsive and responsible bidder in accordance with the bid specifications. The term of the contract will be established for a period not to exceed twenty-four (24) consecutive months, pursuant to N.J.S.A. 40A:11-15 to commence upon a fully executed contract, at a cost not to exceed Four Hundred Thousand Dollars and Zero Cents ($400,000.00).
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)(2).
4. This is an open-ended 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: Department of Public Safety, Division of Fire/NW011-190-1903-83830-B2020. This contract shall not exceed Four Hundred Thousand Dollars and Zero Cents ($400,000.00) for a period to be established and not to exceed twenty-four (24) consecutive months to commence upon a fully executed contract, for one (1) vendor.
5. The Purchasing Agent, QPA, shall file a copy of this resolution and the duly executed copy of the contract in the Office of the City Clerk.
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 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 911 Safety Equipment, LLC, 9 South Forrest Avenue, Jeffersonville, Pennsylvania 19403 to provide Maintenance and Repair: Fire Turnout Gear (Fire Protection Equipment - Clothing and Accessories) to the Department of Public Safety, Division of Fire, at a cost not to exceed Four Hundred Thousand Dollars and Zero Cents ($400,000.00) for a period to be established and not to exceed twenty-four (24) consecutive months to commence upon a fully executed contract.