Meeting Type: BCC Regular Meeting
Meeting Date: 5/21/2019
Item Status: New
From: Wanda Gautney, Purchasing Director/Teddy Faust, Revenue Commissioner/Brian Peacock, CIS Director/Adam Scarborough, Assistant CIS Director
Submitted by: Wanda Gautney, Purchasing Director
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ITEM TITLE
Title
Competitive Bid #WG19-32 - Provision of Services to Convert Microfilm to Digital Images for the Baldwin County Revenue Commission
Body
STAFF RECOMMENDATION
Recommendation
Award the bid to the lowest bidder, Scanning America, Inc., for the Provision of Services to convert Microfilm to Digital Images as follows and authorize the Chairman to execute the Contract.
Cost per Digitally converted Microfilm Image: $0.008 per Image
Image Scanner Model: NextScan Eclipse 1200
End
BACKGROUND INFORMATION
Previous Commission action/date:
03/19/19 meeting: 1) Approved the specifications and authorized the Purchasing Director to place a competitive bid for the Provision of Services to Convert Microfilm to Digital Images; and 2) Further, authorized the Chairman/ Purchasing Division Commissioner for the Baldwin County Commission to approve any necessary addenda or clarifications if required after the bid is advertised.
Background: Bids opened in the Purchasing Conference Room on April 12, 2019, at 1:30 P.M. Eight (8) bids were received. The lowest bid was received from Scanning America, Inc. The scope of work is to convert approximately 2,147,400 microfilm images of public records to digital PDF file format. Recommend the Commission award the bid to the lowest bidder, Scanning America, Inc., as per the attached bid tabulation and authorize the Chairman to execute the Contract.
Twenty (20) Vendors registered on the County website were notified by email and sent a postcard, via U.S. Postal Service notifying them of this solicitation.
FINANCIAL IMPACT
Total cost of recommendation: estimated $20,000.00
Budget line item(s) to be used: 51810.5499.3
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?
Standard County Contract
Reviewed/approved by: David Conner
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: 05/21/2019
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 Bidders
Additional instructions/notes: N/A