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County staff say vendor delivered postage machine to wrong building; commissioners to rebid or revisit contract
Summary
County officials reported a vendor delivered and installed a postage machine for the county warehouse instead of the courthouse floor covered by the recent procurement; commissioners agreed to place the item back on the agenda for clarification and rebid or award options.
County staff told the Williamson County Board that a recently approved contract for a postage machine was misdirected: the vendor installed a replacement unit at the county warehouse rather than the courthouse location the bid sought to replace.
Staff said the vendor had previously supplied machines in multiple county buildings and appeared to confuse which location the current procurement was intended to serve. The county attorney and procurement staff described two options: reject all bids and rebid the procurement, or award the contract to the one responding vendor after clarifying the scope.
Commissioners asked whether the vendor would honor the original price; staff said the vendor intended to create a new contract and would not automatically honor the prior price. Commissioners agreed to return the matter to a future agenda for a formal decision and to request an updated bid or contract documentation so the board could determine whether to rebid or proceed. A county staff member also said the circuit clerk’s office would assign local responsibility for maintaining the courthouse machine to avoid future miscommunication.
No formal motion to rebid was recorded at the meeting; staff said they would add the procurement to the next agenda with updated documentation.
