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RESOLUTION AUTHORIZING AWARD OF CONTRACT TO THE VENDORS LISTED BELOW FOR HVAC FILTERS CATALOG % DISCOUNT PRICING FOR COUNTY OF PASSAIC DEPARTMENTS AND INSTITUTIONS AS PER BIDS SB-25-037 AND SB-25-040, PURSUANT TO N.J.S.A. 40A 11-4 ET SEQ.
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WHEREAS, the County of Passaic (hereafter “County”) is a government body incorporated pursuant to N.J.S.A. 40:18-1, et seq. and vested with all rights contained therein; and
WHEREAS, pursuant to N.J.S.A. 40:20-1, the Board of County Commissioners for the County of Passaic (hereafter “Board”) is vested with decision-making powers on behalf of the County; and
WHEREAS, pursuant to N.J.S.A. 40A:11-4, et seq., every contract awarded by the County, for the provision or performance of any goods or services, the cost of which in the aggregate exceeds the bid threshold [40A:11-3], shall be awarded only by resolution of the Board to the lowest responsible bidder after public advertising for bids and bidding thereof; and
WHEREAS, on February 7, 2025, the Purchasing Agent issued SB-25-037, Catalog Bid for the Purchase of HVAC Filters for Various County of Passaic Departments and Institutions (hereafter “SB-25-037”) seeking sealed proposals from qualified bidders for HVAC Filters for various Passaic County Departments, to be used on an as-needed basis; and
WHEREAS, on February 19, 2025, bids were unsealed for SB-25-037 by the Purchasing Agent with one respondent, Filterbuy, Inc.; and
WHEREAS, on February 24, 2025, the Purchasing Agent issued SB-25-040, Expand Pool Catalog Bid for the Purchase of HVAC Filters for Various County of Passaic Departments and Institutions (hereafter “SB-25-040”) seeking sealed proposals from an expanded pool of qualified bidders for HVAC Filters for various Passaic County Departments, to be used on an as-needed basis; and
WHEREAS, on March 6, 2025, bids were unsealed for SB-25-040 by the Purchasing Agent with one respondent, Brookaire Company, LLC; and
WHEREAS, the Superintendent of Buildings and Grounds is recommending an award of contract to the vendors listed below for a two (2) year contract term beginning June 1, 2025, and expiring on May 31, 2027:
WHEREAS, the Superintendent of Buildings and Grounds is recommending that the Board authorize an appropriation in an amount not to exceed one hundred thousand dollars ($100,000.00) per year, with a total amount appropriated in the contract term not to exceed two hundred thousand dollars ($200,000.00); and
WHEREAS, Filterbuy, Inc., and Brookaire Company, LLC, have offered their prices to members of the Passaic County Cooperative #38PCCP; and
WHEREAS, funds are available in Account No. 5-01-20-112-001-207, 5-01-20-112-004-207, 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 years’ County budget(s), which is attached to and made part of this Resolution; and
WHEREAS, this matter was discussed at the March 12, 2025 meeting of the Public Works Committee, and is being recommended to the Board for approval.
NOW, THEREFORE, LET IT BE RESOLVED, pursuant to N.J.S.A. 40A:11-1, et seq. the Board of County Commissioners of the County of Passaic authorizes an award of contract to vendors listed above for HVAC Filters catalog % discount pricing under SB-25-037 and SB-25-040, for the County of Passaic Departments and Institution for a term beginning June 1, 2025 and expiring May 31, 2027.
LET IT BE FURTHER RESOLVED, that the Chief Financial Officer is authorized to appropriate one hundred thousand dollars ($100,000.00) per year, with a total amount appropriated in the contract term not to exceed two hundred thousand dollars ($200,000.00) to be used by the various departments for hardware supplies and equipment on an as-needed basis.
LET IT BE FURTHER RESOLVED, that the Clerk of the Board, County Counsel, Director of the Board of County Commissioners, and Purchasing Agent are authorized to execute agreements with the vendors listed herein and take any other steps necessary to carry out the purpose of this Resolution.
KJB March 25, 2025