Meeting Type: BCC Regular Meeting
Meeting Date: 1/16/2024
Item Status: New
From: Harry D’Olive, Jr., Judge of Probate
Submitted by: Tammy Chance, Elections Coordinator
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ITEM TITLE
Title
Probate Office - Sale of Surplus Equipment on GovDeals.com
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STAFF RECOMMENDATION
Recommendation
1) Authorize the sale of the following equipment from Judge of Probate Elections Department by online auction on GovDeals.com:
Lot 1: Thirty (30) Apple Ipad 2 16GB with Otterbox cover and 72 Apple 30-pin to USB cables.
Lot 2: Three (3) HP OfficeJet 6100 ePrinter
Lot 3: 2012 Ford E250 Super Cargo Van with shelving, bins and drawers
VIN #1FTNS2ELXCDA11065 (14,247 miles)
Lot 4: Forty-nine (49) Nokia 2610 cell phones
2) Authorize the funds from the sale of Lots 1 - 3 to be reimbursed to the State of Alabama Help America Vote Act (HAVA) Grant Program if proceeds from sale exceed $5,000; and
3) Authorize the funds from sale of Lot 4 to be deposited into the General Fund.
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BACKGROUND INFORMATION
Background: Currently, the Probate Elections Department has four (4) lots of equipment/assets that are no longer in use and should be sold “as is” by online auction on GovDeals.com. The Apple iPads and Nokia cell phones were working properly when taken out of service and have been restored to factory settings. The OfficeJet ePrinters are unused. One printer is still in the manufacturer’s packaging. The 2012 Ford E250 Super Cargo Van, used by Election Coordinator and staff in Bay Minette, has a handicap accessible/wheelchair loader which is not operational at this time. The ramp has been serviced but is still of no use. Seals around all doors need to be replaced, which is currently causing leakage inside vehicle. The tires and battery also need to be replaced. The vehicle has been removed from service and staff recommends it be sold in “where is/as is” condition with not warranty included.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: Incoming Revenue
Budget line item(s) to be used: 100.61825 (Proceeds from Sale of Assets) Proceeds from the sale of Lot 4 in General Fund. Proceeds from Lots 1 - 3 will be reimbursed to the HAVA Grant Program.
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?
N/A
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: N/A
Individual(s) responsible for follow up: Rhonda Boutwell, Finance/Accounting and Tammy Chance, Probate Elections Coordinator
Action required (list contact persons/addresses if documents are to be mailed or emailed): Rhonda Boutwell will coordinate the auctioning of the items through GovDeals.com. After the sale of items and all transactions are completed, Tammy Chance will notify the State of Alabama with an updated HAVA inventory list.
Additional instructions/notes: Notify Sherry Smith in Purchasing to remove the vehicle from Fuelman and ACCA property insurance.