Meeting Type: BCC Regular Meeting
Meeting Date: 1/6/2026
Item Status: New
From: Wanda Gautney, Purchasing Director
Submitted by: Jeanette Brown, Assistant Purchasing Director
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ITEM TITLE
Title
Rental of Six (6) New Copy Machines for Various Departments for the 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 six (6) new copy machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Building Maintenance - Foley
Model: Sharp BP-71C31
Price: $155.51/month
Excess Charge/copy: B/W $0.0080/copy Color $0.0455/copy
Location: CIS Dept. - Annex II Upstairs - Bay Minette
Model: Sharp BP-51C36
Price: $152.99/month
Excess Charge/copy: B/W $0.0073/copy Color $0.0455/copy
Location: CIS Dept. - Annex II Downstairs - Bay Minette
Model: Sharp BP-51C36
Price: $152.99/month
Excess Charge/copy: B/W $0.0073/copy Color $0.0455/copy
Location: CIS Dept. - Annex IV Downstairs - Bay Minette
Model: Sharp BP51C36
Price: $152.99/month
Excess Charge/copy: B/W $0.0073/copy Color $0.0455/copy
Location: CIS Dept. - Shop at Central Annex - Robertsdale
Model: Sharp BP-51C36
Price: $151.56/month
Excess Charge/copy: B/W $0.0073/copy Color $0.0455/copy
Location: Citizen Services - Call Center at EMA - Robertsdale
Model: Sharp BP-51C36
Price: $151.56/month
Excess Charge/copy: B/W $0.0073/copy Color $0.0455/copy
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BACKGROUND INFORMATION
Background: The current rental agreements for six (6) copy machines located in various County Departments are expiring. Sharp Electronics Corporation has submitted new rental agreements to replace the current machines with new machines. The rental agreements are for thirty-six (36) months off the State of Alabama bid and will include all supplies, toner and developer.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: $917.60 per month; $11,011.20 annually.
Budget line item(s) to be used: Various Department Budgets
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
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: 01/06/2026
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