Meeting Type: BCC Regular Meeting
Meeting Date: 3/5/2024
Item Status: New
From: Wanda Gautney, Purchasing Director / Junius Long, Facilities Maintenance Coordinator
Submitted by: Susan Kilby-Aaron, Assistant Purchasing Director
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ITEM TITLE
Title
Contract Extension for Competitive Bid #WG22-23 - Annual Generator Preventive Maintenance Services for the Baldwin County Commission
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STAFF RECOMMENDATION
Recommendation
Extend Competitive Bid #WG22-23 for the Annual Generator Preventive Maintenance Services with Power Systems of MS, for an additional twelve (12) months with the same prices, terms, and conditions stated in the original bid award on April 5, 2022. The Contract extension will expire on April 19, 2025.
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BACKGROUND INFORMATION
Background: Building Maintenance Department staff is requesting to extend the contract with Power Systems of MS, that was awarded on April 5, 2022, for an additional twelve (12) months. The bid specifications contained a stipulation that the bid could be extended for one (1) additional twelve (12) month period by the Commission at their option, if acceptable by the vendor. Any additional contract or extension will be at the same prices, terms, and conditions stated in the original bid. The vendor, Power Systems of MS submitted an email agreeing to extend the bid prices for an additional twelve (12) months. The final extension will expire on April 19, 2025. Contract and award listing attached for review.
Previous Commission action/date:
04/05/2022 meeting: Awarded Bid #WG22-23 - Annual Generator Preventive Maintenance Services to the lowest bidder, Power Systems of MS, as per the award listing and authorized the Chairman to execute the Contract. (Contract effective immediately upon the same date as its full execution for twenty-four (24) months with the option to renew for one (1) additional twelve (12) months.
02/15/2022 meeting: Approved the specifications and authorized the Purchasing Director to place a competitive bid for the Annual Generator Preventive Maintenance Services; 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: Variable
Budget line item(s) to be used: Various 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: 03/05/2024
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.