Meeting Type: BCC Regular Meeting
Meeting Date: 7/20/2021
Item Status: New
From: Wanda Gautney, Purchasing Director/Brian Peacock, CIS Director
Submitted by: Loren Lucas, Assistant Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Competitive Bid #WG21-03 - Provision of Microcomputer Systems and Peripheral Equipment for the Baldwin County Commission
Body
STAFF RECOMMENDATION
Recommendation
Due to SHI International Corporation submitting a letter dated July 8, 2021, informing the County that the company will no longer be able to provide the County with several items in “Group 1-2.1: Laptops”, “Group 1-3.1: Desktop PCs” and “Group 1-4: Monitors” at the awarded bid prices, as was required in the bid specifications relating to Competitive Bid #WG21-03 - Provision of Microcomputer Systems and Peripheral Equipment for the Baldwin County Commission, take the following action:
1) CANCEL the bid award that was made to SHI International Corporation during the 01/05/2021 Baldwin County Commission regular meeting (Agenda Item BE1).
End
BACKGROUND INFORMATION
Previous Commission action/date:
01/19/2021 meeting: Due to the identification of a typographical error listed in Bid #WG21-03 Award, took the following actions: 1) RESCINDED the action taken by the Baldwin County Commission, during its January 5, 2021, regular meeting related to Agenda Item BE1 which awarded the “Group 1-1: Servers” portion of competitive Bid #WG21-03 to SHI International Corporation; and 2) AWARDED “Group 1-1: Servers” of competitive Bid #WG21-03 to the lowest bidder, Technical & Scientific Application, Inc. dba TSA, Inc.
01/5/2021 meeting: Awarded Bid #WG21-03 - Provision of Microcomputer Systems and Peripheral Equipment for the Baldwin County Commission to the lowest bidder, SHI International Corporation as per the attached Award Listing.
11/03/2020 meeting: 1) Approved the specifications for the Provision of Microcomputer Systems and Peripheral Equipment and authorized the Purchasing Director to place a competitive bid; 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 was advertised.
Background: The Commission, during the January 19, 2021, meeting, awarded bid #WG21-03 - Provision of Microcomputer Systems and Peripheral Equipment to the lowest bidder by groups. “Group 1-2.1: Laptops”, “Group 1-3.1: Desktop PCs” and “Group 1-4: Monitors” to SHI International Corporation. SHI International Corporation sent a letter on July 8, 2021, stating that several items in these groups can no longer be provided at the original bid prices. CIS Department is requesting that the bid award to SHI International Corporation be cancelled and the items in these groups be purchased off the Alabama State Contract for the remainder of the bid award term.
FINANCIAL IMPACT
Total cost of recommendation: Variable
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: 07/20/2021
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