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RESOLUTION QUALIFYING AND AWARDING A CONTRACT TO UNIVERSAL MAILING SERVICE, INC. FOR SAMPLE BALLOT MAILING SERVICES, PURSUANT TO N.J.S.A. 40A:11-5 AND RFQ-25-087
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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 the “Board”) is vested with decision-making powers on behalf of the County; and
WHEREAS, pursuant to N.J.S.A. 19:32-1, et seq., the Office of the Superintendent of Elections (“Superintendent”) is responsible for the supervision of all elections in the County, the custody and maintenance of voter records, voter registration, and the custody and maintenance of voting machines; and
WHEREAS, on July 9, 2025, the Purchasing Agent issued RFQ-25-087 Mailing Services of Sample Ballots for the Passaic County Superintendent of Elections (“RFQ-25-087”) pursuant to N.J.S.A. 40A:11-5, seeking qualifications for vendors to provide sample ballot mailing services to the Superintendent’s Office; and
WHEREAS, on July 18, 2025, the Purchasing Agent unsealed responses received to RFQ-25-087, including a response from Universal Mailing Service, Inc.; and
WHEREAS, the Superintendent is recommending that the Board qualify and award a contract to Universal Mailing Service, Inc. to provide sample ballot mailing services, during a term beginning on September 1, 2025 and ending on August 31, 2027, for a total amount not to exceed one hundred forty-two thousand dollars ($142,000.00), all in accordance with the terms and conditions set forth in RFQ-25-087; and
WHEREAS, pursuant to N.J.S.A. 19:44A-20.4, this contract is being awarded under a fair and open procurement process, which requires that a contract be: publicly advertised in sufficient time to give notice in advance of the contract; awarded under a process that provides for public solicitation of proposals or qualifications; awarded and disclosed under criteria established in writing by the public entity prior to the solicitation of proposals or qualifications; and publicly opened and announced when awarded; and
WHEREAS, pursuant to N.J.S.A. 52:32-60-1, et seq., Universal Mailing Service, Inc. executed the Non-Involvement in Prohibited Activities in Russia or Belarus Certification, attached hereto and made part of this Resolution, certifying that it is not involved in prohibited activities in Russia and Belarus, and the County confirmed that Universal Mailing Service, 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. 5-01-22-141-001-E01, 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 July 30, 2025 meeting of the Health and Human Services Committee and is being recommended to the Board for approval.
NOW, THEREFORE, LET IT BE RESOLVED, pursuant to N.J.S.A. 40A:11-5(1)(l), the Board of County Commissioners of the County of Passaic hereby qualifies and awards a contract to Universal Mailing Service, Inc. for the provision of sample ballot mailing services to the Office of the Superintendent of Elections, during a term beginning on September 1, 2025 and ending on August 31, 2027, for a total amount not to exceed one hundred forty-two thousand dollars ($142,000.00), all in accordance with the terms and conditions set forth in RFQ-25-087.
LET IT BE FURTHER RESOLVED, that the Clerk to the Board, County Counsel, Purchasing Agent, Superintendent of Elections, and Director of the Board are authorized to take any other steps necessary to carry out the purpose of this Resolution.
NB August 12, 2025