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Resolution of the Mayor and Council of Princeton Authorizing the Purchase/ Renewal of Licenses for Microsoft Office 365 from SHI International Corp. for $208,558.06 utilizing New Jersey Cooperative Purchasing Alliance Contract CK04 BC-BID-24-38
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WHEREAS, the Municipality of Princeton has a need to purchase/renew licenses for Microsoft Office 365 for the purposes of maintaining operation of Princeton’s Microsoft email services, Microsoft Office services, and Microsoft Windows Server; and
WHEREAS, Princeton has researched available goods and services from qualified vendors that would serve its needs, and has determined that the sought-after goods and services may be purchased through New Jersey State Approved Cooperative Pricing System CK04-BERGEN, administered by the County of Bergen (“Bergen”), and known as the New Jersey Cooperative Purchasing Alliance (“NJCPA”), pursuant to N.J.S.A. 40A:11-11; and
WHEREAS, Bergen has awarded a Cooperative Pricing Agreement with SHI International Corp. (“SHI”), which is made available to local units through the above-referenced Cooperative Pricing System, known as BC-BID-24-38, Computer Equipment and Peripherals; and
WHEREAS, the Municipality of Princeton is a member of NJCPA; and
WHEREAS, pursuant to N.J.S.A. 52:34-6.2b.(3) (as amended by P.L. 2011, c. 139) and LFN 2012-10, a New Jersey municipality may purchase goods and services without public bidding under the Local Public Contracts Law through the use of a nationally-recognized and accepted cooperative purchasing contract that has been developed utilizing a competitive bidding or contracting process by another contracting unit within New Jersey; and
WHEREAS, consistent with the NJCPA Cooperative Pricing Agreement, SHI submitted a proposal dated December 1, 2025, to Princeton for Princeton’s procurement of the sought-after software licenses for the not to exceed contract amount of $104,279.03 per year for three (3) years for a total not to exceed $312,837.09; and
WHEREAS, the Local Public Contracts Law, pursuant to N.J.S.A. 40A:11-15, permits Princeton to authorize a contract for the provision or performance of goods or services for a period not to exceed 24 consecutive months and to include a provision for a one-year extension; and
WHEREAS, the initial term of the contract shall be for 24 months for a total amount not to exceed $208,558.06, with a provision for a one-year extension for an amount not to exceed $104,279.03; and
WHEREAS, the Certified Financial Officer has certified that the Municipality of Princeton has appropriated sufficient funds for this equipment in account 01-201-20-125-23A.
NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the Municipality of Princeton, County of Mercer, State of New Jersey, as follows:
1. The Mayor and Council, or their designee, are hereby authorized and directed to enter into an agreement with SHI International Corp. to purchase/renew licenses for Microsoft Office 365 for the purposes of maintaining operation of Princeton’s Microsoft email services, Microsoft Office services, and Microsoft Windows Server for a period of twenty-four months at an amount not to exceed $104,279.03 annually, or $208,558.06 for the term of the initial contract, with the option to extend the contract for one (1) one (1)-year term, without public bidding as permitted by law.
2. A copy of this Resolution and the contract will be kept on file in the Office of the Clerk.