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, 22ITBC031722MH-C, Printing Ballots for absentee voting in an amount not to exceed $76,610.00 to Tattnall Journal, Inc. dba Tattnall Ballot solutions (Reidsville, GA) to provide ballot printing services for the May 24, 2022 General Primary Election. Effective upon Board approval. (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)
Open and Responsible Government
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
On February 25, 2022, the Department of Purchasing & Contract Compliance issued a solicitation 22ITBC031722MH-C, 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”).
Scope of Work: This vendor 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 5% of 820,000 registered voters, size 11” or 14.” Ballots will be produced on a Sub 80lb Dominion 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 New Procurement
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $76,610.00
Prime Vendor: The Tattnall Journal, Inc. dba Tattnall Ballot Solutions
Prime Status: Non-Minority
Location: Reidsville, GA
County: Tattnall County
Prime Value: $76,610.00 or 100.00%
Total Contract Value: $76,610.00 or 100.00%
Total M/FBE Value: $-0-
Exhibits Attached
Exhibit 1: Final Bid Tab Ballot Printing
Exhibit 2: Tattnall Ballot Solutions Qualification
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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This Request: |
$76,610.00 |
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TOTAL: |
$76,610.00 |
Grant Information Summary
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Amount Requested: |
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Cash |
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Fiscal Impact / Funding Source
Funding Line 1:
100-265-2654-1459 - $76,610.00
Funding Line 2:
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Key Contract Terms |
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Start Date: 4/7/2021 |
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Cost Adjustment: |
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Would you select/recommend this vendor again?
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