Action 19.
Regular Board of Supervisors Meeting
- Meeting Date:
- 06/07/2011
- Title:
- Award of Bid for Legal Advertising
- Submitted By:
- Dave Seward, Procurement
- Department:
- Procurement
Presentation:
No A/V Presentation
Recommendation:
Approve
Document Signatures:
BOS Signature Required
# of ORIGINALS
Submitted for Signature:
Submitted for Signature:
2
NAME
of PRESENTER:
of PRESENTER:
Dave Seward
TITLE
of PRESENTER:
of PRESENTER:
Procurement Director
Mandated Function?:
Federal or State Mandate
Source of Mandate
or Basis for Support?:
or Basis for Support?:
Docket Number (If applicable):
Agenda Item Text:
Approve an award of contract for Legal Advertising Services in accordance with, and as per responses received to Invitation for Bids (IFB) No. 11-45-PUR-03 to ___________ at a cost of $_______ per column inch for the period of July 1, 2011 through June 30, 2012.
Background:
Department Recommendation: Approve the award of Invitation for Bids No. 11-45-PUR-03 for Legal Advertising Services to the Arizona Range News, as the lowest responsive and responsible bidder, for the period of July 1, 2011 through June 30, 2012.
In accordance with ARS §11-255, the Board shall contract annually for all advertising, publications and printing required to be done by all departments of county government. IFB No. 11-45-PUR-03 was released on April 25, 2011. The bid was advertised in the San Pedro Valley News on May 5 & May 12, 2011, posted on the County procurement website and mailed to six newspaper publishing firms within Cochise County. Three bids were received by the bid closing date and time of May 19, 2011, 4:00 P.M. MST. The bids were evaluated by procurement staff and a bid tabulation is attached.
The Procurement Department is recommending an award of contract to the Arizona Range News as the lowest responsive and responsible bidder meeting all the requirements of the bid solicitation. However, the Procurement Department does acknowledge that the Sierra Vista Herald has a wider readership base than the Arizona Range News based on their average annual paid subscriptions and area of distribution. The San Pedro Valley News was awarded the contract for July 1, 2010 through June 30, 2011.
In accordance with part four, Section 1.0 of the bid specifications, the Board of Supervisors will award the Contract to the lowest and best bidder, as determined in the discretion of the Board. The Board may base its decision upon a number of factors, including but not limited to the number of readers and subscribers, the area of distribution, the total cost to the County, and the convenience of publication.
In accordance with ARS §11-255, the Board shall contract annually for all advertising, publications and printing required to be done by all departments of county government. IFB No. 11-45-PUR-03 was released on April 25, 2011. The bid was advertised in the San Pedro Valley News on May 5 & May 12, 2011, posted on the County procurement website and mailed to six newspaper publishing firms within Cochise County. Three bids were received by the bid closing date and time of May 19, 2011, 4:00 P.M. MST. The bids were evaluated by procurement staff and a bid tabulation is attached.
The Procurement Department is recommending an award of contract to the Arizona Range News as the lowest responsive and responsible bidder meeting all the requirements of the bid solicitation. However, the Procurement Department does acknowledge that the Sierra Vista Herald has a wider readership base than the Arizona Range News based on their average annual paid subscriptions and area of distribution. The San Pedro Valley News was awarded the contract for July 1, 2010 through June 30, 2011.
In accordance with part four, Section 1.0 of the bid specifications, the Board of Supervisors will award the Contract to the lowest and best bidder, as determined in the discretion of the Board. The Board may base its decision upon a number of factors, including but not limited to the number of readers and subscribers, the area of distribution, the total cost to the County, and the convenience of publication.
Department's Next Steps (if approved):
Next Steps/Action Items/Follow-up: Execute the contract, monitor contract performance
Impact of NOT Approving/Alternatives:
County will be in violation of ARS §11-255 which requires that the Board shall contract annually for all advertising, publications and printing required to be done or made by all departments of county government.
To BOS Staff: Document Disposition/Follow-Up:
Original contracts to be hand carried to Katie Howard.
Fiscal Impact
- Fiscal Year:
- One-time Fixed Costs? ($$$):
- Ongoing Costs? ($$$):
- County Match Required? ($$$):
- A-87 Overhead Amt? (Co. Cost Allocation $$$):
- Source of Funding?:
Fiscal Impact & Funding Sources (if known):
Based on the annual estimated volume/usage, the annual costs by each bidder is as follows:
Sierra Vista Herald - $56,267.00
The Tombstone News - $88,005.50
Arizona Range News - $27,722.57
Sierra Vista Herald - $56,267.00
The Tombstone News - $88,005.50
Arizona Range News - $27,722.57