Title
Dept/ Agency: Administration/ Office of the Business Administrator
Action: (X) Ratifying (X) Authorizing ( ) Amending
Type of Service: Cooperative Purchasing Agreement
Purpose: To authorize membership in the OMNIA Partners National Cooperative and the use of OMNIA Partners Cooperative Contract #R191902 - Educational Software Solutions and Services.
Entity Name: Carahsoft Technology Corp.
Entity Address: 11493 Sunset Hills Road, Suite 100, Reston, Virginia 20190
Contract Amount: Not to exceed $69,025.80
Funding Source: 2021 and 2022 Budgets/Department of Administration/Fund NW051, Dept. ID G22, Project ARP2Q, Activity A, Account #71280, Budget Ref. 2022 and Fund NW051, Dept. ID G21, Project ARP40, Activity A, Account #94710, Budget Ref. 2021
Contract Period: Upon approval by the Municipal Council through April 30, 2024, inclusive of any extensions granted by OMNIA Partners.
Contract Basis: ( ) Bid ( ) State Vendor ( ) Prof. Ser. ( ) EUS
( ) Fair & Open ( ) No Reportable Contributions ( ) RFP ( ) RFQ
( ) Private Sale ( ) Grant ( ) Sub-recipient (X) N/A
Additional Information:
This Cooperative Purchasing Agreement will authorize the use of OMNIA Partners Cooperative Contract # R191902 - Educational Software Solutions and Services with Carahsoft Technology Corp., to purchase and provide a grants management software subscription through the authorized vendor, eCivis, Inc. of Pasadena, California, for the City of Newark.
body
WHEREAS, the City of Newark (the “City”), in furtherance of its goals to search for lower costs, greater efficiency and improved product quality, wishes to enter into a contract for cooperative purchasing; and
WHEREAS, cooperative purchasing is an inclusive term used to describe all purchasing systems where two (2) or more local contracting units join together for the provision or performance of goods or services as provided for by the Local Public Contracts Law, N.J.S.A. 40A:11-1 et seq.; and
WHEREAS, the purchase of goods or services by two (2) or more contracting units increases proportionate saving in costs gained by an increased level of production; and
WHEREAS, the City, a sub-political body of the State of New Jersey is permitted to join Cooperative Purchasing Programs, pursuant to N.J.S.A. 52:34-6.2(b)(3); and
WHEREAS, OMNIA Partners National Cooperative, a nationally recognized and accepted cooperative purchasing organization, maintains National Cooperative Agreement Contracts, which are competitively awarded through which members can make purchases; and
WHEREAS, OMNIA Partners National Cooperative was developed for the purpose of utilizing a competitive bidding process to make the procurement process more efficient and provide cost savings to its members; and
WHEREAS, the City desires to join the OMNIA Partners National Cooperative to purchase goods and/or services, to make the procurement process more efficient and to provide cost savings to the City overall; and
WHEREAS, the Department of Administration requests to utilize OMNIA Partners Cooperative Contract #R191902 - Educational Software Solutions and Services with Carahsoft Technology Corp., of 11493 Sunset Hills Road, Suite 100, Reston, Virginia 20190 to purchase a grants management software subscription through the authorized vendor, eCivis, Inc., of 385 E. Colorado Boulevard, Pasadena, California 91101 for the City of Newark; and
WHEREAS, the Division of Central Purchasing has conducted due diligence to determine if the contract will result in cost savings after all factors, including charges for service, material and delivery, have been considered, to ensure there is documentation to support this determination (attached hereto); and
WHEREAS, the Qualified Purchasing Agent, QPA, recommends the usage of this contract to facilitate the needs of the City to procure a grants management software subscription through Carahsoft Technology Corp.’s authorized vendor eCivis, Inc., for the City’s Department of Administration at a cost not to exceed Sixty-Nine Thousand Twenty-Five Dollars and Eighty Cents ($69,025.80); and
WHEREAS, on May 5, 2023, the Division of Central Purchasing advertised the City’s intention to purchase to purchase a grants management software subscription for the City of Newark through OMNIA Partners Cooperative Contract #R191902 - Educational Software Solutions and Services with Carahsoft Technology Corp. (attached hereto).
NOW, THEREFORE, BE IT RESOLVED BY THE MUNICIPAL COUNCIL OF THE CITY OF NEWARK, NEW JERSEY, THAT:
1. The Mayor of the City of Newark and/or his designees, the Business Administrator and/or the Qualified Purchasing Agent, QPA, are hereby authorized to join OMNIA Partners National Cooperative and to utilize OMNIA Partners Cooperative Contract #R191902 - Educational Software Solutions and Services with Carahsoft Technology Corp., to purchase a grants management software subscription through the authorized vendor eCivis, Inc., for the City of Newark.
2. All purchases, Purchase Orders and other related documentation shall be in accordance with the relevant OMNIA Partners Cooperative Contract, including Standard Terms and Conditions, Method of Operation and Third Party Agreement, if applicable, as contained in the New Jersey State Approved Cooperative Contract documentations and agreements.
3. There shall be no amendments of this Resolution without the approval of the Municipal Council.
4. There shall be no advance payment on this Cooperative Contract in accordance with N.J.S.A. 40A:5-16.
5. The Municipal Council hereby ratifies its authorization of the City’s membership in OMNIA Partners National Cooperative from February 3, 2015 to the date of adoption of this authorizing Resolution.
6. 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(d)(2), shall be executed before a contractual liability is incurred each time an order is placed, covering the amount of the order from the following Account Code line:
i. 2022 Budget/Department of Administration/Fund NW051, Dept. ID G22, Project ARP2Q, Activity A, Account #71280, Budget Ref. 2022 in the amount of Forty- Eight Thousand Eight Hundred Seventy-Seven Dollars and Fifty Cents ($48,877.50); and
ii. 2021 Budget/Department of Administration/Fund NW051, Dept. ID G21, Project ARP40, Activity A, Account #94710, Budget Ref. 2021 in the amount of Twenty Thousand One Hundred Forty-Eight Dollars and Thirty Cents ($20,148.30).
This contract shall not exceed Sixty-Nine Thousand Twenty-Five Dollars and Eighty Cents ($69,025.80).
7. This contract complies with Local Pay-to-Play Law, N.J.S.A. 19:44A-20.5, as a State Contract award and constitutes a Fair and Open Procedure.
8. The Division of Central Purchasing shall file a duly executed copy of the Contract in the Office of the City Clerk, if applicable.
9. If required by State Law, the Qualified Purchasing Agent, QPA, 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 of the City of Newark and/or his designees, the Business Administrator and/or the Qualified Purchasing Agent, QPA, to utilize the OMNIA Partners Cooperative Contract #R191902 - Educational Software Solutions and Services with Carahsoft Technology Corp., of 11493 Sunset Hills Road, Suite 100, Reston, Virginia 20190, to purchase a grants management software subscription for the City of Newark from the authorized vendor, eCivis, Inc., of 385 E. Colorado Boulevard, Pasadena, California 91101, at a cost not to exceed $69,025.80, to be utilized by the Department of Administration, for the period commencing upon approval of this Resolution by Municipal Council through April 30, 2024, inclusive of any extensions granted by OMNIA Partners.