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Regular Agenda Item 3. D.

Regular BOS Meeting

Meeting Date:	11/20/2018
Submitted For:	Mary Springer	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Finance
Fiscal Year:	2018-2019	Budgeted?:	Yes
Contract Dates Begin & End:	1-1-19 through 12-31-19	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

2019 Contract Award for Annual Newspaper Advertising - Call for Bids No. 100518.

Background Information

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." Subsection (B) of that statute states, "Written notice of letting the contract shall be deposited in the post office by the clerk of the board, postage prepaid, addressed to the office of each qualified newspaper within the county, at least ten days prior to the opening of bids, calling for written bids for the advertising, publications and printing required by all county departments during the ensuing year, and stating on what day the bids received will be opened."

Evaluation

On October 10, 2018, 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.

Conclusion

Bids were opened by Stephanie Chaidez and Donna Demers in Stephanie Chaidez's office at 10 A.M. on Thursday, October 25, 2018. The bid results and checklist of qualifications are attached to this agenda item.

Recommendation

The Board of Supervisors needs to review all bids that have been submitted pursuant to Call for Bids No. 100518 and award a contract for calendar 2019.

ARS 11-255 (D) states, "The newspaper which is awarded the contract pursuant to subsection C may be referred to as the official newspaper of the county."

Suggested Motion

Information/Discussion/Action to review all bids submitted for Call for Bids No. 100518 to provide all advertising, publications and printing required to be done or made by all departments of Gila County for calendar year 2019; award to the lowest, responsible and qualified bidder; and authorize the Chairman's signature on the contract for award. (Mary Springer)

Attachments
Bid Result and Checklist
Arizona Silver Belt Bid
Payson Roundup Bid
Certified Letters Regarding Call for Bids No. 100518
Call for Bids-Bid Call No. 100518