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RESOLUTION AUTHORIZING A TWO (2) YEAR AGREEMENT BY AND BETWEEN THE PASSAIC COUNTY CLERK’S OFFICE AND VRC COMPANIES, LLC D/B/A VITAL RECORDS CONTROL FOR CLIMATE-CONTROLLED STORAGE OF CDS, PURSUANT TO N.J.S.A. 40A:11-6.1(a)
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WHEREAS, the County of Passaic (“County”) is a body politic and corporate pursuant to N.J.S.A. 40:18-1 and vested with all rights contained therein; and
WHEREAS, pursuant to N.J.S.A. 40:20-1, the Board of County Commissioners of the County of Passaic (“Board”) is vested with managing the property, finances, and affairs of the County; and
WHEREAS, in accordance with N.J.S.A. 40A:11-15, all contracts for the provision or performance of goods or services shall be awarded for a period not to exceed twenty-four (24) consecutive months, except as otherwise provided therein; and
WHEREAS, pursuant to N.J.S.A. 40A:11-6.1(a), the Passaic County Clerk’s Office solicited three (3) quotes from local vendors for climate-controlled storage of CDs; and
WHEREAS, the quote received from VRC Companies, LLC d/b/a Vital Records Control, which is attached hereto and made part of this Resolution, is the quote most advantageous to the County, price and other factors considered; and
WHEREAS, the Passaic County Purchasing Agent is recommending to award a two (2) year Agreement to VRC Companies, LLC d/b/a Vital Records Control for climate-controlled storage of CDs, beginning on August 14, 2024 and terminating on August 13, 2026, in an amount not to exceed four thousand eight hundred dollars ($4,800.00) yearly, for a total contract award not to exceed nine thousand six hundred dollars ($9,600.00); and
WHEREAS, pursuant to N.J.S.A. 52:32-60.1, et seq., VRC Companies, LLC d/b/a Vital Records Control executed the Non-Involvement in Prohibited Activities in Russia or Belarus Certification, attached hereto and made part of this Resolution, certifying the vendor is not involved in prohibited activities in Russia and Belarus, and the County confirmed VRC Companies, LLC d/b/a Vital Records Control is not identified on the Specially Designated Nationals and Blocked Persons list created by the Office of Foreign Assets Control; and
WHEREAS, funds are available in Account 4-01-20-108-001-213, or any other account that may be deemed appropriate by the Chief Financial Officer or his designee, and the availability of funds has been contingently certified by the Chief Financial Officer subject to sufficient funds being appropriated by the Board in the 2024 and/or subsequent County budget(s), which is attached hereto and made part of this Resolution; and
WHEREAS, this matter was discussed at the August 31, 2024 Administration & Finance Committee meeting, and is being recommended to the Board for approval; and
NOW, THEREFORE, LET IT BE RESOLVED, pursuant to N.J.S.A. 40A:11-6.1(a), the Board of County Commissioners of the County of Passaic authorizes an Agreement by and between the Passaic County Clerk’s Office and VRC Companies, LLC d/b/a Vital Records Control for climate-controlled storage of CDs for a two (2) year contract term, commencing on August 14, 2024 and expiring on August 13, 2026, in an amount not to exceed four thousand eight hundred dollars ($4,800.00) yearly, for a total contract award not to exceed nine thousand six hundred dollars ($9,600.00).
LET IT BE FURTHER RESOLVED, that the Clerk of the Board, County Counsel, Passaic County Clerk, Purchasing Agent, and Director of the Board are authorized to take any action necessary to carry out the purpose of this Resolution.
SF August 13, 2024