Meeting Type: BCC Regular Meeting
Meeting Date: 2/6/2024
Item Status: New
From: Wanda Gautney, Purchasing Director/Teddy Faust, Revenue Commissioner/Dr. Brian Pierce, Coroner; Cliff McCollum, Legislative Delegation Director
Submitted by: Susan Kilby-Aaron, Assistant Purchasing Director
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ITEM TITLE
Title
Rental of Four New Copy Machines for the Baldwin County Revenue Commission Offices Located at the Fairhope and Foley Satellite Courthouses, Coroner’s Office Located in Robertsdale and the Legislative Delegation Office Located in Fairhope, Alabama for Baldwin County Commission
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STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the rental agreements with Sharp Electronics Corporation for the rental of four (4) new copy machines off the State of Alabama bid for thirty-six (36) months effective on the date of full execution as follows:
Location: Baldwin County Revenue Commission Office - Fairhope Satellite Courthouse
Model: BP-50M36
Price: $105.04
Excess Charge/copy: $0.0055 BW
Location: Baldwin County Revenue Commission Office - Foley Satellite Courthouse
Model: BP-50M36
Price: $107.06
Excess Charge/copy: $0.0055 BW
Location: Baldwin County Coroner’s Office - Robertsdale, AL
Model: BP-70C45
Price: $188.61
Excess Charge/copy: $0.0045 BW, $0.0650 Color
Location: Baldwin County Courthouse - 2nd Floor - Office of Senator Chris Elliott
Fairhope, AL
Model: BP-70C31
Price: $123.86
Excess Charge/copy: $0.0079 BW, $0.0450 Color
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BACKGROUND INFORMATION
Background: The lease agreements for the copy machines currently in use at the Fairhope and Foley Revenue Commission Offices, the Baldwin County Coroner’s Office and Senator Chris Elliott’s Office have ended. Sharp Electronics Corporation has submitted rental agreements for four (4) new copy machines that will be leased off the State of Alabama Contract. The proposed rental agreements are for a period of thirty-six (36) months and will include all supplies, toner, and developer. The total cost for the copy machine rentals is $524.57 per month.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: $524.57 per month
Budget line item(s) to be used: 10051600.52210, 10052400.52210. 10451904.52210
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
Standard State of Alabama Contract Rental Agreement
Reviewed/approved by: N/A
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: 02/06/2024
Individual(s) responsible for follow up: Wanda Gautney, Purchasing Director
Action required (list contact persons/addresses if documents are to be mailed or emailed): Letter to Vendor
Additional instructions/notes: N/A