Meeting Type: BCC Regular Meeting
Meeting Date: 12/2/2025
Item Status: New
From: Wanda Gautney, Purchasing Director
Submitted by: Jeanette Brown, Assistant Purchasing Director
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ITEM TITLE
Title
Rental of Two (2) New Copy Machines for Baldwin County Probate Offices Located in Bay Minette and Fairhope, 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 machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Probate Office - Elections - Bay Minette
Model: BP-51C31
Price: $148.82 per month
Excess Charge/copy: $0.0080 B/W, $0.0455 Color
Location: Probate Office - Fairhope Satellite Courthouse
Model: BP-51M36
Price: $149.57 per month
Excess Charge/copy: $0.0056 B/W
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BACKGROUND INFORMATION
Background: The current rental agreements for two (2) copy machines for the Probate Offices located in Bay Minette and Fairhope 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: $3,580.68 per year.
Budget line item(s) to be used: 10051300.52210 (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: 12/02/2025
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: Admin - upload to Contracts