Meeting Type: BCC Regular Meeting
Meeting Date: 9/1/2026
Item Status: New
From: Wanda Gautney, Purchasing Director
Submitted by: Jeanette Brown, Assistant Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Rental of Five (5) New Copy Machines for Various Departments 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 five (5) new copy machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Juvenile Detention Center - Bay Minette
Model: Sharp BP-71C55
Price: $256.16/month
Excess Charge/copy: $0.0055 B/W, $0.0405 Color
Location: Sales and Use Tax / License Inspection Department - Robertsdale
Model: Sharp BP-71C55
Price: $270.24/month
Excess Charge/copy: $0.0055 B/W, $0.0405 Color
Location: Area 100 Highway Maintenance Barn - Bay Minette
Model: Sharp BP-71C45
Price: $198.44/month
Excess Charge/copy: $0.0066 B/W, $0.0455 Color
Location: Area 200 Highway Maintenance Barn - Silverhill
Model: Sharp BP-71C45
Price: $214.08/month
Excess Charge/copy: $0.0066 B/W, $0.0455 Color
Location: Area 300 Highway Maintenance Barn - Foley
Model: Sharp BP-71C45
Price: $218.20/month
Excess Charge/copy: $0.0066 B/W, $0.0455 Color
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BACKGROUND INFORMATION
Background: The current rental agreements for five (5) copy machines located in various County Departments have expired. Sharp Electronics Corporation has submitted new 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: Annual Cost: $3,073.92 - JDC; $3,242.88 - Sales and Use Tax; $2,381.28 - Area 100; $2,568.96 - Area 200; $2,618.40 - Area 300
Budget line item(s) to be used: 10552610.52210; 10051750.52210; 11153111.52210; 11153112.52210; 11153113.52210 (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