title
RESOLUTION EXERCISING THE FIRST ONE-YEAR OPTION WITH OPTICAL STORAGE SOLUTIONS, INC. FOR SOFTWARE MAINTENANCE AND SUPPORT FOR THE PASSAIC COUNTY CLERK AND REGISTRY DIVISION’S LANDEX SYSTEM, PURSUANT TO N.J.S.A. 40A:11-4.1, ET SEQ. AND RFP-23-002
body
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, N.J.S.A. 40A:11-4.1 authorizes the County to utilize competitive contracting in lieu of public bidding for procurement of specialized goods and services, the price of which exceeds the bid threshold; and
WHEREAS, N.J.S.A. 40A:11-4.1(b)(3) specifically authorizes the County to utilize competitive contracting in lieu of public bidding for procurement of specialized goods and services for the operation, management, or administration of data processing services, the price of which exceeds the bid threshold; and
WHEREAS, pursuant to N.J.S.A. 40A:11-4.3, on July 18, 2006, the Board passed Resolution No. R0645071806, authorizing competitive contracting to procure software maintenance and support services for the County Clerk/Registry Division’s Landex System; and
WHEREAS, on August 22, 2022, the Passaic County Purchasing Agent issued RFP-23-002, Software Maintenance and Support for the County Clerk/Registry Landex System (RFP-23-002), seeking a qualified vendor for the services advertised therein; and
WHEREAS, pursuant to N.J.S.A. 19:44A-20.4, the County’s request for proposals is a fair and open process, specifically, the request for proposals for software maintenance and support was publicly advertised and awarded under a process that provides for public solicitation of qualifications, established the basis of an award and disclosure process documented in writing prior to any solicitation, and was publicly opened and announced when awarded; and
WHEREAS, pursuant to N.J.S.A. 40A:11-4.5(d), in a memorandum dated September 15, 2022, a review committee recommended a contract award to Optical Storage Solutions, Inc., after reviewing responsive proposals and ranking them based on a methodology for the awarding of competitive contracts, which included technical, management and cost related criteria; and
WHEREAS, on October 11, 2022, the Board approved Resolution No. R-22-0899, awarding a contract to Optical Storage Solutions, Inc. for software maintenance and support for the County Clerk and Registry Division’s Landex System, for a contract term, beginning January 1, 2023 and terminating December 31, 2024, in an amount not to exceed forty-seven thousand four hundred seventy-five dollars ($47,475.00) per year, with one (1) one-year option to be exercised at the discretion of the Board; and
WHEREAS, the Passaic County Clerk is recommending to exercise the first one-year option with Optical Storage Solutions, Inc. for software maintenance and support for the County’s land recording system, for a contract term, commencing January 1, 2025 and expiring December 31, 2025, in an amount not to exceed forty-seven thousand four hundred seventy-five dollars ($47,475.00); and
WHEREAS, pursuant to N.J.S.A. 52:32-60.1, et seq., Optical Storage Solutions, Inc. 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 Optical Storage Solutions, Inc. 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 No. 5-01-20-108-001-213, 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 2025 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 29, 2024 Administration and 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:11-4.1, et seq., the Board of County Commissioners of the County of Passaic exercises the first one-year option with Optical Storage Solutions, Inc. under RFP-23-002 for software maintenance and support for the Passaic County Clerk/Registry Division’s Landex System, for a contract term, beginning January 1, 2025 and terminating December 31, 2025, in an amount not to exceed forty-seven thousand four hundred seventy-five dollars ($47,475.00), in accordance with RFP-23-002.
LET IT BE FURTHER RESOLVED, that the Clerk of the Board shall print, in the official newspaper, a brief notice stating the nature, duration, service, and amount of the contract awarded to Optical Storage Solutions, Inc. and maintain a copy of this Resolution on file and available for public inspection in the Office of the Clerk to the Board.
LET IT BE FURTHER RESOLVED, that the Clerk of the Board, County Counsel, County Administrator, County Clerk, and Director of the Board are authorized to take any action necessary to carry out the purpose of this Resolution.
SF September 10, 2024