Meeting Type: BCC Regular Meeting
Meeting Date: 7/18/2023
Item Status: New
From: Wanda Gautney, Purchasing Director/Terri Graham, Environmental/Development Director/Edward Fox, Deputy Environmental/Development Director
Submitted by: Susan Kilby-Aaron, Assistant Purchasing Director
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ITEM TITLE
Title
Competitive Bid #WG21-40 - Provision of Industrial Fittings, Hoses, and Accessories for the Baldwin County Commission
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STAFF RECOMMENDATION
Recommendation
Extend Bid #WG21-40 - Provision of Industrial Fittings, Hoses, and Accessories with Bay Side Rubber & Products, Inc., for an additional twelve (12) months at the same prices and terms stated in the original bid award on August 3, 2021. The extension will expire on August 3, 2024.
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BACKGROUND INFORMATION
Background: Terri Graham, Development and Environmental Director, is requesting that the Commission extend the bid for the Provision of Industrial Fittings, Hoses, and Accessories awarded to Bay Side Rubber & Products, Inc., on August 3, 2021, 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. The vendor, Bay Side Rubber & Products, Inc., who was awarded the bid, has submitted an email agreeing to extend their bid prices for an additional twelve (12) months. The extension will expire on August 3, 2024. Award Listing attached for review.
Previous Commission action/date:
07/06/2021 meeting: 1) Approved the specifications and authorized the Purchasing Director to place a competitive bid for the Provision of Industrial Fittings, Hoses, and Accessories for the Baldwin County Commission; 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.
08/03/2021 meeting: Awarded the bid to the lowest bidder, Bay Side Rubber & Products, Inc., in the amount of Cost plus 20% of Catalog Items as per the Award Listing.
07/05/2022 meeting: Extended Bid #WG21-40 - Provision of Industrial Fittings, Hoses, and Accessories with Bay Side Rubber & Products, Inc., for an additional twelve (12) months at the same prices and terms stated in the original bid award on August 3, 2021. The extension will expire on August 3, 2023.
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: 07/18/2023
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