Meeting Type: BCC Regular Meeting
Meeting Date: 9/2/2025
Item Status: New
From: Wanda Gautney, Purchasing Director; Kelly Childress, Council on Aging Coordinator; Renee Hawsey, License Revenue Administrator
Submitted by: Jeanette Brown, Assistant Purchasing Director
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ITEM TITLE
Title
Rental of Two (2) New Copy Machines and One (1) New Copy / Fax Machine 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 two (2) new copy / scanner machines and one (1) new copy / scanner / fax machine off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Baldwin County Budget/Purchasing Dept. - Bay Minette
Model: Sharp BP70-C55
Price: $274.19
Excess Charge/copy: B/W $0.0054/copy Color $0.0400/copy
Location: Baldwin County Council on Aging Dept. - Robertsdale
Model: Sharp BP-50M45
Price: $130.54
Excess Charge/copy: B/W $0.0049/copy
Location: Baldwin County Judge of Probate Office – Tag Section – Bay Minette
Model: Sharp BP-70M55
Price: $182.82
Excess Charge/copy: B/W $0.0049/copy
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BACKGROUND INFORMATION
Background: The current rental agreements for three (3) copy machines located in various County Departments are expiring. Sharp Electronics Corporation has submitted the rental agreements to replace the current 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: Budget Purchasing - $3,290.28 per year; Council on Aging - $1,566.48 per year; Judge of Probate - $2,193.84 per year.
Budget line item(s) to be used: 10051725.52210, 14056200.52210, 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: 09/02/2025
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.