Meeting Type: BCC Regular Meeting
Meeting Date: 6/3/2025
Item Status: New
From: Wanda Gautney, Purchasing Director; Chief Deputy, David White; Kim Kelly, Sheriff Office Finance Director
Submitted by: Jeanette Brown, Assistant Purchasing Director
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ITEM TITLE
Title
Rental of Three (3) New Copy Machines for Various Baldwin County Sheriff's Offices Located in Bay Minette, and Robertsdale, Alabama
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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 three (3) new copy machines off the State of Alabama Contract for
thirty-six (36) months effective the date of execution as listed below:
Location: Sheriff’s Office - Community Corrections - Bay Minette
Model: Sharp BP-70M65
Price: $183.59/month
Excess Charge/copy: B/W $0.0049/copy
Location: Sheriff’s Office - Transportation Section - Bay Minette
Model: Sharp BP-70M65
Price: $183.59/month
Excess Charge/copy: B/W $0.0049/copy
Location: Sheriff’s Office - Patrol Division - Central Annex II, Robertsdale
Model: Sharp BP-70M65
Price: $181.87/month
Excess Charge/copy: B/W $0.0049/copy
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BACKGROUND INFORMATION
Background: The Rental Agreements for three (3) copy machines located in various Sheriff’s Offices are expiring. Sharp Electronics Corporation has submitted the rental agreements to replace the current machines with new machines. The Rental Agreements are for thirty-six (36) months and will be rented off the State of Alabama bid and will include all supplies, toner and developer for the machines shown above.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: $549.05 per month
Budget line item(s) to be used: 10052100.52210 Rental Expense
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 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: 06/03/2025
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: Admin - Upload agreements to Contracts.