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Regular Agenda Item 3. I.
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| Regular BOS Meeting |
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| Information |
| Request/Subject |
| 2020 Annual Newspaper Advertising - Call for Bids No. 102319. |
| 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 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. |
| Conclusion |
| Bids were opened by Betty Hurst, Stephanie Chaidez, and Donna Demers in Betty Hurst's office at 10 A.M. on Tuesday, November 12, 2019. The bid results and checklist of qualifications are attached to this agenda item. The Arizona Silver Belt newspaper submitted a bid of $2.48 per column inch for 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 calendar year 2020. The Arizona Silver Belt, however, did not provide pricing for a single publication as was required in the bid document, therefore, the bid is deemed non-responsive. |
| Recommendation |
| It is recommended that the Board of Supervisors reject the bid from the Arizona Silver Belt for advertising, publications and printing required to be done or made by all departments and elected offices of Gila County and authorize the Finance Department to rebid for a six-month contract for advertising, publications and printing from January 1, 2020, to June 30, 2020. In order to allow this contract to be adjusted to the fiscal year, an annual contract will be bid out in late spring 2020 for the fiscal year July 1, 2020, to June 30, 2021. |
| Suggested Motion |
| Information/Discussion/Action to reject 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. (Mary Springer) |
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