Meeting Type: BCC Regular Meeting
Meeting Date: 12/2/2025
Item Status: New
From: Wanda Gautney, Purchasing Director
Submitted by: Jeanette Brown, Assistant Purchasing Director
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ITEM TITLE
Title
Rental of Four (4) 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 four (4) new copy / scanner / fax machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Revenue Commission - Assessment Dept. - Bay Minette
Model: BP-51M31
Price: $94.66 per month
Excess Charge/copy: $0.0056 B/W
Location: Revenue Commission - Mapping Dept. - Bay Minette
Model: BP-71C45
Price: $198.44 per month
Excess Charge/copy: $0.0066 B/W, $0.0455 Color
Location: Baldwin County Central Annex Commission Office - Robertsdale
Model: BP-51C45
Price: $195.77 per month
Excess Charge/copy: $0.0066 B/W, $0.0455 Color
Location: Board of Registrars - Bay Minette
Model: BP-71C31
Price: $177.38 per month
Excess Charge/copy: $0.0066 B/W, $0.0455 Color
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BACKGROUND INFORMATION
Background: The current rental agreements for four (4) 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: Cost per year:
Revenue Commission Assessment Dept. $1,135.92
Revenue Commission Mapping Dept. $2,381.28
Central Annex Commission Office $2,349.24
Board of Registrars $2,128.50
Budget line item(s) to be used: 10051992.52210, 10051600.52210, 12051810.52210, 10051920.52210 (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 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: 12/02/2025
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 to Contracts