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Regular Agenda Item 3. C.
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| Regular BOS Meeting |
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| Information |
| Request/Subject |
| Contract Award (6 months)-Newspaper Advertising-Call for Bids No. 120219 |
| Background Information |
On October 23, 2019, the bid specifications for this contract were sent by certified mail to the two newspapers; Arizona Silver Belt and Payson Roundup, which are qualified by statute to provide these services in Gila County. The Arizona Silver Belt newspaper was the only qualified newspaper that submitted a bid for the 2020 contract year. The bid received did not conform to the pricing request and it was determined to be in the best interest of the County to reject the bid and rebid the printing and publishing service. In order to adjust this contract to a fiscal calendar year the new bid will be for a six-month contract awarded from January 1, 2020, to June 30, 2020.
On December 17, 2019, the Board of Supervisors rejected all bids submitted for Call for Bids No. 102319 to provide all advertising, publications, and printing required to be done or made by all departments of Gila County for calendar year 2020 and to authorize the Finance Department to rebid for a six-month contract for all advertising, publications, and printing.
ARS 11-255 (A) states, "The board shall contract annually for all advertising, publications, and printing required to be done or made by all departments of county government." In order to have the annual contract follow the County's fiscal contract year the solicitation that was provided to the Arizona Silver Belt and Payson Roundup is for a six-month contract award (January 1, 2020, through June 30, 2020) based on lowest responsive and responsible bid. |
| Evaluation |
| Bids were received from both newspapers and deemed responsive and responsible. Bids were opened by Betty Hurst and Mary Springer at 10 A.M. on Friday, December 20, 2019. The bid results and checklist of qualifications are attached to this agenda item. The Arizona Silver Belt newspaper submitted a bid of $2.98 per column inch and the Payson Roundup submitted a bid of $4.50 per column inch for the publishing of all official or legal notices, publications, and classified advertisements required or authorized to be completed by Gila County in the conduct of the County's business, and all other matters deemed necessary by the County to be published for a six month period (January 1, 2020, through June 30, 2020). |
| Conclusion |
| The Arizona Silver Belt had the lowest responsive and responsible bid of $2.98 per column inch for the publishing of all official or legal notices, publications, and classified advertisements required or authorized to be completed by Gila County in the conduct of the County's business, and all other matters deemed necessary by the County to be published for the six month period January 1, 2020, through June 30, 2020. |
| Recommendation |
| It is recommended that the Board of Supervisors award the six-month contract to the Arizona Silver Belt for advertising, publications, and printing required to be done or made by all departments and elected offices of Gila County. |
| Suggested Motion |
| Information/Discussion/Action to review the proposals received for Call for Bids No. 120219 to provide all advertising, publications, and printing required to be done or made by all departments of Gila County for a period of six months (January 1, 2020, to June 30, 2020) award to the lowest, most responsive, responsible and qualified bidder; and authorize the Chairman's signature on the award contract. (Mary Springer) |
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