Meeting Type: BCC Regular Meeting
Meeting Date: 2/6/2024
Item Status: New
From: Wanda Gautney, Purchasing Director / Probate Judge, Harry D’Olive / Probate Chief Clerk, Dean Mott
Submitted by: Susan Kilby-Aaron, Assistant Purchasing Director
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ITEM TITLE
Title
Competitive Bid #WG22-19 - Provision of Off-site Printing, Mailing, and Automated Management of the Baldwin County Probate Renewal Notices
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STAFF RECOMMENDATION
Recommendation
Extend Bid #WG22-19 - Provision of Off-site Printing, Mailing, and Automated Management of the Baldwin County Probate Renewal Notices with Peregrine Corporation, for an additional twelve (12) months at the same prices, terms, and conditions as stated in the original bid award on March 2, 2022. The new extension will expire on March 2, 2025.
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BACKGROUND INFORMATION
Background: The Judge of Probate Office is requesting the Baldwin County Commission extend the bid for the Provision of Off-site Printing, Mailing, and Automated Management of the Baldwin County Probate Renewal Notices with Peregrine Corporation, awarded on March 2, 2022. The bid specifications contained a stipulation that the bid could be extended for up to two (2) additional years (2023 and 2024), in twelve (12) month increments by the Commission at their option, acceptable by the vendor. Any additional contract or extensions will be at the same prices, terms and conditions as stated in the bid. The vendor, Peregrine Corporation, has submitted an email agreeing to extend the bid prices for an additional twelve (12) months. The proposed extension will expire on March 2, 2025, and will be the final extension. Award Listing attached for review.
Previous Commission action/date:
02/07/2023 meeting: Extended Competitive Bid #WG22-19 - Provision of Off-site Printing, Mailing, and Automated Management of the Baldwin County Probate Renewal Notices to Peregrine Corporation, for an additional twelve (12) months at the same prices, terms, and conditions as stated in the original bid award on March 2, 2022. The new extension will expire on March 2, 2024.
03/02/2022 meeting: Awarded Bid #WG22-19 to Peregrine Corporation as per the award listing.
01/18/2022 meeting: Approved the specifications and authorized the Purchasing Director to place a competitive bid for the Provision of Off-site Printing, Mailing
and Automated Management of the Baldwin County Probate Renewal Notices; and 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.
FINANCIAL IMPACT
Total cost of recommendation: Approximately $25,000.00 per year
Budget line item(s) to be used: 10051300.51500 Contract Services
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: N/A