Department
Registration & Elections
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
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Request approval of the lowest responsible bidder - Registration and Elections, 21ITBCRE090820C-MH, Printing Ballots for Absentee Voting in an amount not to exceed $89,320.00 $64,816.39 Tattnall Journal, Inc. dba Tattnall Ballot Solutions (Reidsville, GA) to provide ballot printing services for the November 2nd, Municipal Election and November 30th Run-off Election. Effective upon BOC approval through December 31, 2021. with two renewal options (HELD ON 12/1/21) (APPROVED AS AMENDED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-373, all competitive sealed bids of more than $49,999.99 shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
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Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background (First sentence includes Agency recommendation. Provide an executive summary of the action that gives an overview of the relevant details for the item.)
On September 20, 2021, the Department of Purchasing & Contract Compliance issued a solicitation 21ITBCRE090820C-MH, Printing Ballots for Absentee Voting. Based on the budget estimate of $100,000 per election for the services provided by the User Department, the Department of Purchasing & Contract Compliance threshold requirements made the solicitation a formal solicitation and was issued as an Invitation to Bid - Commodity (“ITBC”). Bids were due on September 20, 2021. Purchasing issued a clarification to request that each bidder provide the Dominion Certification for the ballot secure paper and to confirm the requirement of each Bidder’s procedures in order to comply with providing emergency ballots if needed on the same day.
Scope of Work: This contract will provide the ballot style setup, provide pre-filled ballots for test deck and print ballots for non-partisan absentee, advance voting and Election Day, based on 820,00 registered voters. Ballots will be produced on a Sub 80lb Domnion ImageCast VoteSecure IR security ballot paper.
The purpose of this Invitation to Bid - Commodity (“ITBC”) is to establish an indefinite quantity, firm fixed price contract to be used as the primary source for the commodities/goods listed in the attached specifications. Commodities will be ordered from time to time in such quantity as may be needed to fill any requirements of the County. As it is impossible to determine the precise quantities that may be needed during the contract period, the Vendor is obligated to deliver in minimum/maximum quantities contracted for in accordance with the specific conditions of this bid.
The Bidder declares that he understands that the quantities shown for the unit prices items are the estimated annual use and are subject to either increase or decrease, and that should the quantities of any of the items of work be increased, the Bidder proposes to provide the item(s) at the unit prices stated herein; and should the quantities be decreased, the Bidder also understands that the item(s) will be provided at the unit price bid and will make no claim for anticipated profits for any decrease in quantities; and that actual quantities will be determined upon order, at which time adjustments will be made to the contract amount by direct increase or decrease.
Community Impact: None
Department Recommendation: Recommend approval.
Project Implications: Compliance with state election laws
Community Issues/Concerns: Absentee ballots availability
Department Issues/Concerns: Compliance with state election laws
Contract Modification: This is a new procurement.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
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Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Bid Tabulation Sheet
Exhibit 2: Contractor Performance Report
Contact Information (Type Name, Title, Agency and Phone)
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Contract Attached
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No
Previous Contracts
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No
Total Contract Value
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Original Approved Amount: |
$0.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$64,816.39 |
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TOTAL: |
$64,816.39 |
Grant Information Summary
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Amount Requested: |
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Cash |
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Match Required: |
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In-Kind |
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Start Date: |
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Approval to Award |
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End Date: |
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Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
350-265-2880-1459: Elections, Registration & Elections, Printing - $88,970.00
Funding Line 2:
350-265-2880-1160: Elections, Registration & Elections, Professional Services - $250.00
Funding Line 3:
350-265-2880-1456: Elections, Registration & Elections, Postage - $1000.00
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Key Contract Terms |
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Start Date: 1/1/2021 |
End Date: 12/31/2021 |
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Cost Adjustment: |
Renewal/Extension Terms: |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
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Report Period Start: |
Report Period End: |
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