Meeting Type: BCC Regular Meeting
Meeting Date: 9/1/2026
Item Status: New
From: Wanda Gautney, Purchasing Director; Kim Kelly, BCSO Finance Manager
Submitted by: Jeanette Brown, Assistant Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Rental of Eight (8) New Copy Machines for Various Departments Located in Bay Minette, Alabama, for the Baldwin County Sheriff’s Office
End
STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the rental agreements with Sharp Electronics Corporation for the rental of eight (8) new copy machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Sheriff’s Office Support Services - Bay Minette
Model: Sharp BP-71M65
Price: $200.79/month
Excess Charge/copy: $0.0049 B/W
Location: Sheriff’s Office Administration Office - Bay Minette
Model: Sharp BP-71M65
Price: $213.81/month
Excess Charge/copy: $0.0049 B/W
Location: Baldwin County Jail / Records Division - Bay Minette
Model: Sharp BP-71M65
Price: $200.79/month
Excess Charge/copy: $0.0049 B/W
Location: Corrections Medical Dept. - Bay Minette
Model: Sharp BP-71M65
Price: $213.81/month
Excess Charge/copy: $0.0049 B/W
Location: Sheriff’s Office Civil Dept. - Bay Minette
Model: Sharp BP-71M65
Price: $213.81/month
Excess Charge/copy: $0.0049 B/W
Location: Corrections Center Docket Room - Bay Minette
Model: Sharp BP-71M65
Price: $213.81/month
Excess Charge/copy: $0.0049 B/W
Location: Sheriff’s Office Warrants / Jail Division - Bay Minette
Model: Sharp BP-71M65
Price: $213.81/month
Excess Charge/copy: $0.0049 B/W
Location: Corrections Center Administration Office - Bay Minette
Model: Sharp BP-71M65
Price: $213.81/month
Excess Charge/copy: $0.0049 B/W
End
BACKGROUND INFORMATION
Background: The current rental agreements for eight (8) copy machines located in various departments for the Sheriff’s Office have ended. Sharp Electronics Corporation has submitted 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: $7,540.92 annually - Sheriff’s Office; $12,672.36 annually - Corrections Center
Budget line item(s) to be used: 10052100.52210 & 10052200.52210 (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: 09/01/2026
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