Meeting Type: BCC Regular Meeting
Meeting Date: 3/3/2026
Item Status: New
From: Wanda Gautney, Purchasing Director; Mark Acreman, Assistant County Engineer; DJ White, Highway Fleet Manager; Renee Hawsey, Probate Administrator of Motor Vehicles & Tags
Submitted by: Jeanette Brown, Assistant Purchasing Director
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ITEM TITLE
Title
Rental of Five (5) 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 five (5) new copy machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Highway Department - Accounting - Robertsdale
Model: Sharp BP-71C55
Price: $247.65/month
Excess Charge/copy: B/W $0.0055 / Color $0.0404
Location: Highway Department - Permit - Robertsdale
Model: Sharp BP-71C55
Price: $247.65/month
Excess Charge/copy: B/W $0.0055 / Color $0.0404
Location: Highway Department - Construction - Robertsdale
Model: Sharp BP-71C36
Price: $202.31/month
Excess Charge/copy: B/W $0.0073 / Color $0.0455
Location: Highway Department - Administration - Robertsdale
Model: Sharp BP-71C55
Price: $247.65/month
Excess Charge/copy: B/W $0.0055 / Color $0.0404
Location: Judge of Probate Court - Bay Minette
Model: Sharp BP-71C36
Price: $182.40/month
Excess Charge/copy: B/W $0.0073 / Color $0.0455
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BACKGROUND INFORMATION
Background: The current rental agreements for five (5) 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: $1,127.66 per month; $13,531.92 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: 03/03/2026
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