Agenda

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AI- 55682

Commissioners Court

Meeting Date:	03/25/2024
Sole Source Declaration & Award 2024-267 Mobile Shelving Conversion
Submitted By:	Susan Hayes
Department:	Purchasing
Request Type:	CONSENT	Agenda Area:	Award

Information

Department Action

The County Clerk requests approval of William Benjamin Roach DBA Southwest Filing & Storage as the sole source provider of Elecompack movable shelving products and to approve contract no. 2024-267 to William Benjamin Roach DBA Southwest Filing and Storage to convert the Elecompack mobile shelving unit to manual operation.

Request includes a budget amendment for $13,722.98 from the County Clerk’s Records Management Fund to account 1025-08040-0001-41-40-0000-809001; project BDH0804-1025-080400001-809001.

Purchasing Department Action

Request Commissioners Court consideration and any action regarding: 1) approve William Benjamin Roach DBA Southwest Filing and Storage as the sole source provider in the state of Texas for the Elecompack brand high-density movable shelving products, including all parts and components (electrical and mechanical), and further allow exemption from the competitive bidding process per Local Government Code 262.024 (a) (7) (A); and 2) Approval of award of Contract No. 2024-267, Mobile Shelving Conversion, to William Benjamin Roach DBA Southwest Filing and Storage, per the attached documentation and authorize Purchasing Agent to execute same. slh

HR and/or IT Action

Budget Department Action

Funds available for budget amendment in the amount of $13,723 to cover price increase to FY 2024 adopted project - County Clerk mobile shelving conversion. (1025) - County Clerk Records Management.

Auditor's Office Action

Funds available in the County Clerk Records Management Fund (1025). Budget Amendment will be processed upon approval.

Commissioners Court

Mobile Shelving Conversion (Contract No. 2024-267) to William Benjamin Roach d/b/a Southwest Filing and Storage, grant an exemption from the competitive bid process per Local Government Code 262.024(7)(a) for William Benjamin Roach d/b/a Southwest Filing and Storage as the sole source provider in the state of Texas for Elecompack brand high-density movable shelving products, including all parts and components, and budget amendment in the amount of $13,723 for same, Purchasing.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:

Fund Transfers

Trans Amt:

$13,723

From:

To:

1025-08040-0001-41-40-0000-809001

Dept. Name:

Additional Line Items:

Remarks:

Attachments
Court Order 2024-324-03-25
Memo
Sole Source Declaration
ASRS Sole Source Letter
Sole Source Affidavit
Southwest Filing & Storage Quote
2252 Form
1295 Form
Journal Proof with Notes