General Information

Government Type

Special Service District

Entity

Jordan Basin Improvement District (Salt Lake County, Utah)

Public Body

Jordan Basin Improvement District

Notice Information

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Notice Title

Notice of Proposed Sole Source Procurement

Notice Tags

Business

Notice Type(s)

Notice

Event Start Date & Time

March 3, 2025 09:00 AM

Event End Date & Time

March 10, 2025 04:00 PM

Event Deadline Date & Time

03/10/25 04:00 PM

Description/Agenda

JORDAN BASIN IMPROVEMENT DISTRICT NOTICE OF PROPOSED SOLE SOURCE PROCUREMENT THIS IS NOT AN INVITATION FOR COMPETITIVE BIDS OR FOR PROPOSALS The Utah Code and the Procurement Policy of the Jordan Basin Improvement District ('JBID' or 'the District') provide that sole source procurements may be used under limited circumstances such as: (a) there is only one source for the procurement item; (b) transitional costs are a significant consideration and a cost-benefit analysis demonstrates that the award to a sole source is in the best interest of JBID; or (c) circumstances render a standard procurement process impractical and not in the best interest of JBID. The Procurement Officer of JBID has received a request to make the following sole source procurement for utility mailing services, and gives public notice of the same. The purpose of this notice is to provide public notice as required by law and to determine whether there are other interested and qualified vendors that meet the requirements of JBID for the proposed sole source procurement. Product and/or Service to be purchased: Services to be provided include computer sorting, laser printing, folding, inserting, post office prep, post office delivery, and postage paid. All data must be personally verified and confirmed with District staff before the statements are printed. The District's preprinted forms and envelopes for the utility bills must be stored at the vendor's facility at no additional charge. The vendor is responsible to maintain the District's inventory stock counts. When the stock gets low, the vendor must contact the District's staff to assist with the reorder process. The District requires that the vendor be able to store up to a 6-month supply of bill stock at no cost. All corrections to the monthly bill files such as due dates or message fields will be provided at no additional charge. The District requires that the vendor not charge for adding or changing variable data that will appear on the bills, such as service titles, amounts, or specialty messages. The vendor is required to provide the District with a monthly list of addresses that were not updated through the presort processing. The District requires that the vendor be able to send out over 60,000 statements monthly. Additionally, the vendor must provide the option of sending multiple statements or letters in a single packet. Contract Duration: March 2025 through March 2030. Proposed Sole Source Supplier: Freedom Mailing Services, Inc. 459 W. Center Street, Orem UT 84058. Estimated Total: Approximately 55,000 statements per month + 4% growth, $0.03 per statement. Statements 55,000 + 4% growth $0.3 per statement $20,592 annual Envelopes 55,000 + 4% growth $0.05 per envelope x 2 $68,640 annual Letterhead and misc. $5,000 annual Mailings Mailing statements, notices, flyers etc. $453,307 annual TOTAL (estimated) $547,539 annual Sole Source Justification: For the following reasons, including those listed above in the scope of services, and based on research performed by the undersigned, the District has determined this purchase will utilize the sole source procedures authorized by the Utah Procurement Code: - All provided services must be guaranteed within 24 hours, if the utility billing file is received and verified before 2:00 p.m. - Freedom Mailing is fully integrated with the District's billing software, Caselle, and provides ongoing updates at no extra cost. - Freedom Mailing is the only supplier of the above services required to ensure compatibility with the District's existing software, technology, and processes. - Transitional costs would be cost prohibitive. Dates and Deadlines: The following dates and deadlines shall be followed by JBID and by any person responding to this Notice: Notice Start Date: March 3, 2025 Notice End Date: March 10, 2025 Deadline for Comments and Contests: March 10, 2025 at 4:00 p.m. Earliest Date for Purchase: March 11, 2025 Action to be Taken: No action is required if you agree this proposed purchase is a valid sole source procurement. If you wish to comment or request additional information, or if you wish to contest this proposed sole source procurement, you are required to deliver your written comments, requests or contests to: Joel Thompson, District General Manager/Procurement Officer as follows: By Hand Delivery: Procurement Officer, Jordan Basin Improvement District 1253 West Jordan Basin Lane Bluffdale, Utah, 84065 By Mail: Procurement Officer, Jordan Basin Improvement District P.O. Box 629 Riverton, UT 84065 By E-mail: joelt@jbidut.gov Comments, requests for information and/or contests to this procurement shall be received by JBID on or before the date and time identified as the 'Deadline for Comments and Contests' listed above. Failure to contest this proposed sole source procurement on or before this deadline will preclude any challenge to this proposed procurement. Instructions for Contests: If you contest this procurement, you are required to submit the following information: (a) your name and contact information, to include a mailing address and e-mail address; and (b) a detailed explanation of the reasons you contest the proposed sole source procurement, including a documentation showing that there are other competing sources for the parts and services required by JBID. The detailed explanation may also provide written documentation that that the alternative parts and services meet or exceed the performance requirements of the proprietary parts and services required by JBID, and any other information that is relevant to this matter. Matters not addressed in writing in a contest to this procurement will not be considered by JBID, and will not be considered in any appeal. All comments will be evaluated before further action is taken on this proposed procurement. All contests will be duly investigated to determine the validity of the contest and a written determination will be made either supporting or denying the challenge. Inasmuch as this is a notice of a sole source procurement, quotes, bids or proposals will not be considered by JBID. A copy of information related to this sole source procurement will be made available for public inspection, upon request, at the main office of JBID at 1253 West Jordan Basin Lane, Bluffdale, Utah, 84065. Dated: February 11, 2025 Jordan Basin Improvement District /s/ Joel Thompson General Manager and Procurement Official https://jbidut.gov/notifications/

Notice of Special Accommodations (ADA)

PROVISIONS WILL BE MADE FOR PEOPLE WITH DISABILITIES. PLEASE CONTACT THE DISTRICT OFFICES FOR SPECIAL ARRANGEMENTS.

Notice of Electronic or Telephone Participation

Electronic meetings

Meeting Information

Meeting Location

1253 W Jordan Basin Ln
Bluffdale, UT 84065
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Contact Name

Shaun Mitchell

Contact Email

shaunm@svsewer.com

Contact Phone

(801)571-1166

Notice Posting Details

Notice Posted On

March 03, 2025 09:04 AM

Notice Last Edited On

March 03, 2025 09:04 AM

Deadline Date

March 10, 2025 04:00 PM

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