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Regular Agenda Item 3. D.

Regular BOS Meeting

Meeting Date:	05/05/2020
Submitted For:	Mary Springer	Submitted By:	Mary Springer, Finance Director
Department:	Finance
Fiscal Year:	FY20-21	Budgeted?:	Yes
Contract Dates Begin & End:	7/1/2020-6/30/21	Grant?:	No
Matching Requirement?:	No	Fund?:	New

Information

Request/Subject

Request to Advertise Request for Sealed Proposals (RFSP) No. 041520-Annual Newspaper Contract

Background Information

On October 23, 2019, the bid specifications for this contract were sent by certified mail to 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 a new RFSP was advertised for a six-month contract to begin on January 1, 2020, through June 30, 2020. The Arizona Silver Belt was awarded that six-month contract.

A.R.S. § 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."

The formal Request for Sealed Proposals (RFSP) No. 041520 is calling for written bids for the advertising, publications, and printing required by all county departments during the ensuing year (July 1, 2020 through June 30, 2021) and stating on what day the bids received will be opened.

Evaluation

The Board of Supervisors needs to authorize the advertisement of RFSP No. 041520 so that a newspaper may be selected to provide all advertising, publications, and printing required to be done or made by all departments of county government for the period July 1, 2020 through June 30, 2021.

Conclusion

A.R.S. § 11-255 requires that the Board of Supervisors award an annual newspaper contract; therefore, the Board needs to authorize RSP No. 041520 in order to select the most qualified newspaper and award the annual contract. The contract will begin on July 1, 2020 through June 30, 2021.

Recommendation

Staff recommends that the Board of Supervisors authorize the advertisement of RFSP No. 041520.

Suggested Motion

Information/Discussion/Action to authorize the advertisement of Request for Sealed Proposals No. 041520-Annual Newspaper Contract to solicit bids for an annual contract for all advertising, publications, and printing required to be done or made by all departments of county government for the period July 1, 2020 through June 30, 2021. (Mary Springer)

Attachments
Exhibit H - Request to Advertise RFP No. 041520
Request to Advertise Request for Sealed Proposals No. 041520
Notice of Request for Sealed Proposals No. 041520