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F. Publication of Legal Notices - RFP #4054 <br />The Board reviewed the following memo and attachments dated <br />January 27, 1994: <br />DATE: JANUARY 27, 1994 <br />TO: HONORABLE BOARD OF COUNTY COMMISSIONERS <br />THRU: JAMES E. CHANDLER <br />COUNTY ADMINISTRATOR <br />FROM: H.T. "SONNY" DEAN, DIRECTOR <br />DEPARTMENT OF GENERAL SER <br />SUBJECT: INDIAN RIVER COUNTY REQUEST FOR PROPOSAL NUMBER 4054 <br />PUBLICATION OF LEGAL NOTICES <br />BACKGROUND: <br />On January 12, 1994, the Purchasing Division received proposals to <br />advertise legal notices from the Vero Beach Press Journal and Sun <br />Newspapers. <br />Attached is the analysis made by County Attorney's office and their <br />opinion on the legal aspect of advertising with each proposer. <br />From Purchasing's view of the proposals, staff feels that a once•a <br />week publishing would not serve in the best interest of the County <br />for the following reasons. <br />1. It is our policy to advertise a bid at least two times in <br />the news media to be sure maximum notice has been given to <br />prospective vendors and/or contractors. Once a week publication <br />would cause undue delay in bid opening. In most cases what is <br />nox being accomplished in seven days could take in excess of two <br />weeks. <br />2. In 1993 there were 132 legal notices published to advertise <br />the bidding of equipment, services, and construction. This <br />figure will increase in 1994 due to the amount of work that is <br />being handled by various departments. With every day <br />publication, our present staffing is able to schedule bid <br />openings to the capacity that can be handled efficiently. Once <br />a week publication would slow the process down and staff would <br />not be able to meet deadlines at peak bidding times. <br />3. One of the primary purposes of advertising is to be sure <br />that the maximum number of vendors are made aware of a bid for <br />services or equipment. This notice helps insure that we receive <br />the best and most economical bid. With limited circulation of <br />Sun Newspapers the chance of maximum coverage would-be -some-what <br />deterred and could result in less participation by prospective <br />bidders. <br />RECOMMENDATIONS: <br />Based on the above, staff recommends the bid be awarded to the Press <br />Journal. <br />5 <br />SEB ® 8 1994 BuK 91 PnUF694 <br />