TITLE
title
CONTRACT RENEWAL WITH SOUTHDATA INC.
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SPONSOR
sponsor
Ben Chavis, Tax Department; Charlie Collicut, Elections Department; BJ Barnes, Sherriff’s Department; and Harley Will, Finance Department (Susan Crotts, Purchasing)
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BACKGROUND
background
South Data Inc. provides billing and services for four County departments. This contract is utilized for printing, inserting and mailing of various forms by the above-mentioned departments. The budgeted amounts for each department is as follows:
Board of Elections: $ 58,700
Tax: $200,000
Finance: $ 15,000
Sherriff: $ 3,000
Total: $276,700
Forms covered under the original contract include:
• Valuation Notices
• Appeal Forms
• Real Property List Forms
• Patient Statements
• Health Insurance Claims Forms
• Jury Summons
• Account Receivable Statements
• Beverage License Renewal Letter
• Election Labels
• Discovery Notices
• Business Discovery Notices
• Business Listings
• Wildlife
• Elderly exemption applications
• Guilford County Board of Equalization and Review Brochure
• Guilford County Tax Department Property Tax Homestead Exclusion Brochure
• Listing Your Property Brochure
The three-year contract term began on January 15, 2015 and expired on January 14, 2018 and has two one-year renewal options. All of the parties are satisfied and wish to exercise the first renewal option for the fourth year of the contract.
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BUDGET IMPACT
budget impact
NO ADDITIONAL COUNTY FUNDS
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REQUESTED ACTION
requested action
Approve South Data Inc. contract renewal, in substantial form, in the amount of $276,700 to be effective January 15, 2018 for a term of 1 year.
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