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BOOK W fg. ��J <br />John Bradley, representing Suddath Moving Systems (SMS), <br />protested the award of the bid to Astro/Laws (A/L) claiming that <br />SMS's bid was lower by $2,989 and they had been advised that all <br />bids met specifications. <br />Mr. Bradley recounted his perspective of the bid process and <br />described changes he believed occurred involving estimates for <br />moving records from the basement of the old courthouse and storage <br />boxes. By considering those factors, he stated his bid was $4,399 <br />less than A/L's. He detailed SMS's credentials and requested that <br />they be awarded the bid. <br />Commissioner Adams asked staff why they had recommended A/L <br />and General Services Director Sonny Dean and Superintendent of <br />Buildings and Grounds Lynn Williams advised of cost -savings offered <br />by A/L for rebates on returned cartons, A/L's billing method (only <br />for time necessary, not a flat price), more flexibility on day(s) <br />of move (no differential on weekday versus weekend price), and <br />because A/L is a local company (no time lost for travel). The RFP <br />was written to provide for flexibility, and price was only about <br />25% of the factor used in making their recommendation. They <br />believed all bidders were qualified, but recommended A/L as the <br />best company for this particular move. <br />Commissioner Adams stated her preference to use local vendors <br />whenever possible and saw no reason to deviate. <br />Administrator Chandler cited page 45 of the backup material <br />where A/L had indicated an estimated amount of $2,560 for the <br />basement and that figure had been removed from the specifications <br />in order for equal comparisons to be made, which lowered the A/L <br />bid, making a difference in the bids of $1,011. <br />Discussion followed. Commissioner Bird said there was some <br />confusion in his mind and asked that the item be deferred to the <br />following week in order to get a better understanding, but <br />Commissioner Adams disagreed that more information was necessary. <br />Additional explanations were offered by staff on the cost of <br />boxes and how the dollar amounts had been calculated. <br />Commissioner Bird was still confused about a $5,000 <br />difference. He was advised that it was the cost of boxes which had <br />been subtracted from the A/L bid which had not been included in the <br />SMS bid. It was also likely that not all furniture would be moved <br />from the old courthouse and, therefore, A/L's price would be <br />reduced and the SMS bid would not be reduced. <br />34 <br />November 15, 1994 <br />