Meeting Type: BCC Regular Meeting
Meeting Date: 10/20/2020
Item Status: New
From: Wanda Gautney, Purchasing Director/Madison Steele, Horticulturist
Submitted by: Loren Lucas, Assistant Purchasing Director
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ITEM TITLE
Title
Competitive Bid #WG18-39A - Annual Rental of Portable Toilets for the Baldwin County Commission
Body
STAFF RECOMMENDATION
Recommendation
Extend Competitive Bid WG18-39A - Annual Rental of Portable Toilets to A & M Portables, Inc., for an additional twelve (12) months at the same prices and terms stated in the original bid award on November 20, 2018. The new extension will expire on November 20, 2021.
End
BACKGROUND INFORMATION
Previous Commission action/date:
09/04/2018 meeting: 1) Approved the specifications and authorized the Purchasing Director to place a competitive bid for the Provision of Portable Toilets; 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.
10/16/2018 meeting: 1) Approved the Purchasing Director to re-bid for the Annual Rental of Portable Toilets; and 2) 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.
11/20/2018 meeting: Awarded the bid for the Annual Rental of Portable Toilets to A & M Portables, Inc., as per the attached Award Listing.
10/15/2019 meeting: Extended Competitive Bid WG18-39A - Annual Rental of Portable Toilets to A & M Portables, Inc., for an additional twelve (12) months at the same prices and terms stated in the original bid award on November 20, 2018. This extension will expire on November 20, 2020.
Background: The Parks Department is requesting that the Commission extend the bid for the Annual Rental of Portable Toilets with A & M Portables, Inc., that was awarded on November 20, 2018, for 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. Any additional contract or extensions will be at the same prices, terms and conditions stated in the bid. The bid was previously extended for one (1) twelve (12) month period which will expire on November 20, 2020. The vendor, A & M Portables, Inc., has submitted an email agreeing to extend the bid prices for an additional twelve (12) months. The proposed extension will expire on November 20, 2021. Award Listing attached for review.
FINANCIAL IMPACT
Total cost of recommendation: Estimated $53,000.00 per year
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: 10/20/2020
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