Meeting Type: BCC Regular Meeting
Meeting Date: 10/20/2026
Item Status: New
From: Wanda Gautney, Purchasing Director; Katrina Taylor, Grants and Compliance Manager
Submitted by: Jeanette Brown, Assistant Purchasing Director
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ITEM TITLE
Title
Rental of One (1) New Copy Machine for Baldwin County Grants Department Located in Fairhope, Alabama
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STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the Rental Agreement with Sharp Electronics Corporation for the rental of one (1) new copy machine off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Baldwin County Grants Department - Fairhope, AL
Model: Sharp BP-71C45
Price: $214.08/month
Excess Charge/copy: $0.0066 BW / $0.0455 Color
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BACKGROUND INFORMATION
Background: The Grants Department is requesting a new copy machine for their Fairhope office. They are experiencing workflow issues due to the lack of a high-capacity printer. The Budget Department will assume the full rental expense for the copy machine in Bay Minette that was previously shared with Grants. The rental agreement is 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: $2,568.96 annually
Budget line item(s) to be used: 11151700.52210 (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: 10/20/2026
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: Admin - upload to Contracts