Meeting Type: BCC Regular Meeting
Meeting Date: 1/6/2026
Item Status: New
From: Wanda Gautney, Purchasing Director; Jay Dickson, Planning & Zoning Director; Dana Lambert, Accounting Manager; Robin Benson, Accounts Payable Supervisor
Submitted by: Jeanette Brown, Assistant Purchasing Director
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ITEM TITLE
Title
Rental of Two (2) New Copy Machines for Planning and Zoning and Accounts Payable Departments Located in Foley and Bay Minette, Alabama, 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 two (2) new copy/scanner/fax machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Planning and Zoning Dept. - Foley, AL
Model: Sharp BP-71C55
Price: $260.55/month
Excess Charge/copy: $0.0055 B/W / $0.0455 Color
Location: Finance and Accounting Dept. - Accounts Payable - Bay Minette, AL
Model: Sharp BP-71C55
Price: $269.83/month
Excess Charge/copy: $0.0055 B/W / $0.0455 Color
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BACKGROUND INFORMATION
Background: The current copy machine lease agreements for Planning and Zoning and Accounts Payable Departments located in Foley and Bay Minette have expired. Sharp Electronics Corporation has submitted the rental agreements to replace the old copy 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:
Planning & Zoning Dept. $260.55 per month; $3,126.60 annually.
Accounts Payable Dept. $269.83 per month; $3,237.96 annually.
Budget line item(s) to be used: 10052730.52210; 10051700.52210 (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: 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