Meeting Type: BCC Work Session
Meeting Date: 8/14/2018
Item Status: New
From: Wanda Gautney, Purchasing Director; Charlie Jones, Chief Deputy; Connie Dudgeon, BCSO Finance Manager
Submitted by: Wanda Gautney, Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Competitive Bid #WG18-09 - Provision of Uniforms for the Baldwin County Sheriff’s Office and Corrections Center
Body
STAFF RECOMMENDATION
Recommendation
As a result of Leo’s Uniforms submitting an email dated July 24, 2018, informing
the County that the company would not be able to provide the County with the 5.11 Raincoat at the bid price submitted, as was required in the bid specifications relating to Competitive Bid #WG18-09 - Provision of Uniforms for the Baldwin County Sheriff’s Office and Corrections Center, take the following actions:
1) RESCIND the portion of the motion made during the March 6, 2018, Baldwin County Commission meeting (Agenda Item BB2) awarding the item listed below to the lowest bidder, Leo’s Uniforms:
Item #2 - Raincoat Reversible Hi Visibility 5.11 Style 48125 - $59.95
2) AWARD the bid to the next lowest responsible bidder, Galls, LLC, for the item listed below:
Item #2 - Raincoat Reversible Hi Visibility 5.11 Style 48125 - $105.00
End
BACKGROUND INFORMATION
Previous Commission action/date:
01/16/18 meeting: 1) Approved the specifications for the Provision of Uniforms for the Baldwin County Sheriff’s Office and Corrections Center and authorized the Purchasing Manager to place a competitive bid; and 2) Further, authorize the Chairman/Purchasing Division Commissioner for the Baldwin County Commission to approve any necessary addendums or clarifications if required after the bid is advertised.
3/06/18 meeting: Awarded the bid to the lowest responsible bidders, who met the specifications, Leo’s Uniforms; Bob Barker Company, Inc.; Galls, LLC; GT Distributors of Georgia, Inc.; Uniforms and More, LLC, for the Provision of Uniforms for the Baldwin County Sheriff’s Office and Corrections Center as per the attached Award Listing.
Background: The Commission during the March 6, 2018, meeting awarded the Uniform bid to the lowest responsible bidders for each item listed on the bid. Leo’s Uniforms was awarded the bid for the 5.11 Reversible Hi Visibility Style 48125 Raincoat. Leo’s sent an email on July 24, 2018 stating that he could not provide the Raincoat at the original bid price of $59.95 that he was awarded. That he would not be able to change brands without increasing his price.
The Code of Alabama Section 41-16-57 (a) states “If at any time after the award has been made the lowest responsible bidder notifies the awarding authority in writing that the bidder will no longer comply with the terms of the award to provide the goods or services to the awarding authority under the terms and conditions of the original award, or the awarding authority documents that the lowest responsible bidder defaults under the terms of the original award, the awarding authority may terminate the award to the defaulting bidder and make an award to the second lowest responsible bidder for the remainder of the award period without rebidding, provided the award to the second lowest responsible bidder is in all respects made under the terms and conditions contained in the original bid specifications and is for the same or a lower price than the bid originally submitted to the awarding authority by the second lowest responsible bidder.”
The second lowest responsible bidder, Gall’s, LLC, has stated in an email dated August 2, 2018, they will honor their bid price that was submitted in their bid response in February, 2018. The item and price are listed as follows:
Item #2 - Raincoat Reversible Hi Visibility 5.11 Style 48125 - $105.00N/A
FINANCIAL IMPACT
Total cost of recommendation: Varible
Budget line item(s) to be used: 52100 and 52200
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: 8/21/18
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 Vendors
Additional instructions/notes: N/A