Meeting Type: BCC Regular Meeting
Meeting Date: 7/16/2024
Item Status: New
From: Wanda Gautney, Purchasing Director; Dean Mott, Probate Chief Clerk
Submitted by: Jeanette Brown, Assistant Purchasing Director
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ITEM TITLE
Title
Rental of Three (3) Copy Machines for Baldwin County Judge of Probate Office Located in Bay Minette, Alabama
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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 three (3) new copy machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Probate Records Department - Front Office - Bay Minette
Model: BP-70M36
Price: $131.67/month
Excess Charge/copy: $0.0055 BW
Location: Probate Records Department - Back Office - Bay Minette
Model: BP-70M36
Price: $107.96/month
Excess Charge/copy: $0.0055 BW
Location: Baldwin County Judge of Probate Office - Bay Minette
Model: BP-70C55
Price: $203.55/month
Excess Charge/copy: $0.0054/BW and $0.0400/Color
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BACKGROUND INFORMATION
Background: The current copy machine agreements for the Judge of Probate Office located in Bay Minette have ended. The old machines will be replaced with new copiers which will be leased off the State of Alabama Contract. Sharp Electronics Corporation has submitted rental agreements to replace the three (3) old copy machines with new machines for thirty-six (36) months and will include all supplies, toner and developer. The current cost is $423.57 per month for the three (3) machines. The new cost proposal for the three (3) machines is $443.18 per month.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: $5,318.16 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?
No
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: 07/16/2024
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