Meeting Type: BCC Regular Meeting
Meeting Date: 2/6/2024
Item Status: New
From: Wanda Gautney, Purchasing Director / Frank Lundy, County Engineer / Mark Acreman, Assistant County Engineer / Orie King, Highway Facilities Maintenance Manager
Submitted by: Susan Kilby-Aaron, Assistant Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Competitive Bid #WG22-14A - Provision of Fence Installation and Repair on County Right-of-Ways for the Baldwin County Commission
End
STAFF RECOMMENDATION
Recommendation
Extend Bid #WG22-14A for the Provision of Fence Installation and Repair on County Right-of-Ways with Harris and Company, LLC for an additional twelve (12) months with the same prices, terms, and conditions stated in the original bid award on March 2, 2022. The Contract extension will expire on March 2, 2025.
End
BACKGROUND INFORMATION
Background: Highway Department is requesting the Commission extend the bid for the Provision of Fence Installation and Repair on County Right-of-Ways with Harris and Company, LLC., that was awarded on March 2, 2022, for an additional twelve (12) months. The bid specifications contained a stipulation that the bid could be extended for two (2) additional twelve (12) month periods by the Commission at their option, if acceptable by the vendor. Any additional contract or extensions will be at the same prices, terms, and conditions stated in the original bid. The vendor, Harris and Company, LLC, submitted an email agreeing to extend the bid prices for an additional twelve (12) months. The final extension will expire on March 2, 2025. Contract and award listing attached for your review.
Previous Commission action/date:
01/02/2022 meeting: 1) Approved the specifications and authorized the Purchasing Director to place a competitive bid for the Provision of Fence Installation and Repair on County Right-of-Ways; and 2) Further, authorized the Chairman/Purchasing Division Commissioner for the Baldwin County Commission to approve any necessary addendums or clarifications if required after the bid was advertised.
02/01/2022 meeting: Authorized the Purchasing Director to re-bid for the Provision of Fence Installation and Repair on County Right-of-Ways and authorized the Chairman/Purchasing Division Commissioner for the Baldwin County Commission to approve any necessary addendums or clarifications if required after the bid was advertised.
03/02/2022 meeting: Commission awarded the bid for the Provision of Fence Installation and Repair on County Right-of-Ways to the lowest bidder, Harris and Company, LLC as per the award listing and authorize the Chairman to execute the Contract. (Contract is effective immediately upon the same date as its full execution for twelve (12) months with the option for two (2) additional twelve (12) month renewals.
02/07/2023 meeting: Extended Competitive Bid #WG22-14A for the Provision of Fence Installation and Repair on County Right-of-Ways with Harris and Company, LLC for an additional twelve (12) months with the same prices, terms, and conditions stated in the original bid award on March 2, 2022. The extension will expire on March 2, 2024.
FINANCIAL IMPACT
Total cost of recommendation: Variable
Budget line item(s) to be used: Various Highway Department Budgets
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
N/A
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: 02/06/2024
Individual(s) responsible for follow up: Wanda Gautney, Purchasing Director
Action required (list contact persons/addresses if documents are to be mailed or emailed): Letter to Vendor
Additional instructions/notes: Administration - extend contract and set reminders