Baldwin County, Alabama
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File #: 20-0944    Version: 1
Agenda section: Action Items Status: Passed
File created: 3/10/2020 Meeting type: Baldwin County Commission Regular
On agenda: 3/17/2020 Final action: 3/17/2020
Agenda item title: Competitive Bid #WG19-23 - Provision of Off-Site Printing, Mailing and Automated Management of the Quarterly Statements/Late Notices for Baldwin County Solid Waste Collections
Attachments: 1. SouthData Email, 2. WG19-23 Award Listing

Meeting Type:   BCC Regular Meeting

Meeting Date:  3/17/2020

Item Status:   New

From: Wanda Gautney, Purchasing Director/Terri Graham, Solid Waste Director

Submitted by:  Wanda Gautney, Purchasing Director

______________________________________________________________________

 

ITEM TITLE

Title

Competitive Bid #WG19-23 - Provision of Off-Site Printing, Mailing and Automated Management of the Quarterly Statements/Late Notices for Baldwin County Solid Waste Collections

Body

 

STAFF RECOMMENDATION

Recommendation

Extend Bid #WG19-23 -  Provision of Off-Site Printing, Mailing and Automated Management of the Quarterly Statements/Late Notices for Baldwin County Solid Waste Collections with SouthData, Inc., for an additional twelve (12) months at the same prices and terms stated in the original bid specifications awarded on April 2, 2019.  The extension will expire on April 2, 2021.

End

 

BACKGROUND INFORMATION

 

Previous Commission action/date: 

02/05/2019 meeting: 1) Approved the specifications and authorized the Purchasing Director to place a competitive bid for Provision of Off-Site Printing, Mailing and Automated Management of the Quarterly Statements/Late Notices for Baldwin County Solid Waste Collections; 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 is advertised.

 

04/02/2019 meeting:  Awarded the bid to the lowest bidder, SouthData, Inc., for the Provision of Off-Site Printing, Mailing and Automated Management of the Quarterly Statements/Late Notices for Baldwin County Solid Waste Collections as per the attached Award Listing.

 

Background:  Staff recommends the Commission extend the bid for the Provision of Off-Site Printing, Mailing and Automated Management of the Quarterly Statements/Late Notices for Solid Waste Collections that was awarded on April 2, 2019 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, SouthData, Inc., who was awarded the bid has submitted an email agreeing to extend the bid prices for an additional twelve (12) months.  The extension will expire on April 2, 2021.  Award Listing attached for review.

 

 

FINANCIAL IMPACT

 

Total cost of recommendation:  Approximately $142,000.00 per year

 

Budget line item(s) to be used:  54801.5150 & 54801.5252

 

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:  3/17/2020

 

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