Meeting Type: BCC Work Session
Meeting Date: 10/8/2019
Item Status: New
From: Wanda Gautney, Purchasing Director/Brian Peacock, CIS Director/Probate Judge, Harry D’Olive
Submitted by: Wanda Gautney, Purchasing Director
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ITEM TITLE
Title
Competitive Bid #WG19-52 - Provision of Onsite Document Scanning/Digital Image and Indexing Conversion Services for the Baldwin County Judge of Probate
Body
STAFF RECOMMENDATION
Recommendation
Award the bid to the lowest bidder, Business Systems & Consultants, Inc., for the Provision of Onsite Document Scanning/Digital Image and Indexing Conversion Services for the Baldwin County Judge of Probate as follows and authorize the Chairman to execute the Contract.
Total Cost per image per document: $0.46 per Image
Image Scanner Model: Canon G-1100/Panasonic KV-S8147 or Book Eye Scanner
End
BACKGROUND INFORMATION
Previous Commission action/date:
08/20/2019 meeting: 1) Approved the specifications and authorized the Purchasing Director to place a competitive bid for the Provision of Onsite Document Scanning/Digital Image and Indexing Conversion Services for the Baldwin County Judge of Probate; 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 Thursday, September 19, 2019, at 1:30 P.M. Four (4) bids were received. The lowest bid ws received from Business Systems & Consultants, Inc. The scope of work is to convert approximately 46,700 pages from the old Deed Books, Marriage Books and Marriage Records to digital images per Code of Alabama, Section 12-13-46, that states “The probate judge, deeming it necessary to recopy or rebind any books in his office, including maps or plats, in order to secure their contents from damage or loss must submit the same to the examination of the county commission, which, if it deem such rebinding or recopying necessary, must, upon its minutes, order the same to be made, and the probate judge must make the same in good and substantial books or binding and the county commission must allow him a reasonable compensation therefore.”
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. Bid Tabulation attached for review.
FINANCIAL IMPACT
Total cost of recommendation: Estimated $23,000.00
Budget line item(s) to be used: 51300
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, County Attorney
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: 10/15/2019
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 Vendors
Additional instructions/notes: N/A