Meeting Type: BCC Regular Meeting
Meeting Date: 10/7/2025
Item Status: New
From: Wanda Gautney, Purchasing Director; Teddy Faust, Revenue Commissioner
Submitted by: Jeanette Brown, Assistant Purchasing Director
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ITEM TITLE
Title
Lease of Postage Machine / Mailing System for Baldwin County Revenue Commission Office
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STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the lease agreement and addendum with Quadient Leasing USA, Inc. (Accurate Control) for the lease of a postage machine / mailing system off the State of Alabama bid for thirty-six (36) months effective upon full execution as follows:
Revenue Commission Office - Bay Minette, Alabama
IX7 - iX-7 Series Base w/ Mixed Size Feeder, Sealer, Drop Tray & Ink Cartridge
IXDS7 - Dynamic Weighing Platform for IX Series 7/7PRO Bases
IXWP10 - IX Series 10 lb Weighing Platform
WP10STDN - 10lb Scale Stand for IXWP10, ISWP10 & INWP10
IM16 - Letter Opener
ECERT-PROCESSING - e-Certify Processing Fee (Used for Lease Renewals ONLY)
CS-25ECERT1K - e-Certify Subscription - Level 2 (up to 1,000 e-Certs per year)
DS40I - DS40i Folder Inserter
DS40ITRIFOLD - DS40I TriFold Kit
Full Coverage Maintenance Contract:
$2,485.02 per quarter - total per year $9,940.08
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BACKGROUND INFORMATION
Background: The lease agreement with Quadient Leasing USA, Inc., (Accurate Control) for the postage machine / letter opener at the Revenue Commission office in Bay Minette is expiring. The old machine will be replaced with a new machine off the State of Alabama bid. The new postage machine / mailing system will handle the large volume of mail that is generated each day by the Revenue Commission office. The new lease agreement is for thirty-six (36) months at a cost of $9,940.08 per year. The addendum would only apply if the e-Certs were to exceed the 1,000 included in the lease agreement, which wouldn’t happen based on the last three years’ average of 600 - 700 e-Certs per year.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: $9,940.08 per year.
Budget line item(s) to be used: 12051810.52210 Reappraisal 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 Lease Agreement
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: 10/07/2025
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: N/A