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Regular Agenda Item 4. N.

Regular BOS Meeting

Meeting Date:	06/16/2020
Submitted For:	Mary Springer	Submitted By:	Mary Springer, Finance Director
Department:	Finance
Fiscal Year:	FY20-21	Budgeted?:	Yes
Contract Dates Begin & End:	07/1/2020 - 06/30/2021	Grant?:	No
Matching Requirement?:	No	Fund?:	New

Information

Request/Subject

Approve FY20-21 Contract Award to the Payson Roundup for Annual Newspaper Advertising - Call for Bids No. 041520

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." The last contract for publishing and advertising was a six-month contract awarded to the Arizona Silver Belt. The six-month contract was awarded to allow the new contract to be awarded based on a fiscal year.

Evaluation

On May 6, 2020, the bid specifications for this contract were sent by email with a read receipt to the two newspapers; Arizona Silver Belt and the Payson Roundup, which are statutorily 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, May 27, 2020. The bid results and checklist of qualifications are attached to this agenda item. The Arizona Silver Belt submitted a rate of $2.98 per column inch and the Payson Roundup submitted a rate of $2.49 per column inch.

Recommendation

The Board of Supervisors shall review all bids that have been submitted pursuant to Call for Bids No. 041520 and award a contract commencing July 1, 2020, through June 30, 2021. 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." Staff recommends awarding the annual publishing and advertising contract to the Payson Roundup which was the lowest, responsive and responsible bidder.

Suggested Motion

Information/Discussion/Action to review all bids submitted for Call for Bids No. 041520 to provide all advertising, publications, and printing required to be done or made by all departments of Gila County for fiscal year July 1, 2020, through June 30, 2021; award a contract to the Payson Roundup newspaper at the cost of $2.49 per column inch for all paid publishing and advertising and authorize the Chairman's signature on the contract for the award. (Mary Springer)

Attachments
Request for sealed proposals
Call for bids
Bid Results
Arizona Silverbelt Proposal
The Payson Roundup Proposal