Meeting Type: BCC Regular Meeting
Meeting Date: 11/7/2023
Item Status: New
From: Wanda Gautney, Purchasing Director
Submitted by: Susan Kilby-Aaron, Assistant Purchasing Director
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ITEM TITLE
Title
*Rental of Three (3) New Copy Machines for the Baldwin County Revenue Commission Appraisal Office Located in Robertsdale, Alabama, and the Judge of Probate Offices Located in the Fairhope and Foley Satellite Courthouses 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 three (3) new copy machines off the State of Alabama bid for thirty-six (36) months, effective on the date of full execution as follows:
Location: Baldwin County Revenue Commission Appraisal Office, Robertsdale, AL
Model: MX-3071
Price: $126.25/per month
Excess Charge Per Copy: $0.0079 B/W copy, $0.0450 Color copy
Location: Baldwin County Judge of Probate Office, Fairhope Satellite Courthouse
Model: MX-B376WH
Price: $48.74/per month
Excess Charge Per Copy: $0.0092 B/W copy
Location: Baldwin County Judge of Probate Office, Foley Satellite Courthouse
Model: MX-B376WH
Price: $49.68/per month
Excess Charge Per Copy: $0.0092 B/W copy
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BACKGROUND INFORMATION
Background: The current copy machine rental agreements for the Revenue Commission Appraisal Office located in Robertsdale, and Judge of Probate Offices located in the Fairhope and Foley Satellite Courthouses have expired. Sharp Electronics Corporation has submitted rental agreements to replace the copy machines with new machines. The rental agreement is for thirty-six (36) months and will be leased off the State of Alabama bid. The copy machine rental includes all supplies, toner, and developer. The new cost proposal will be $224.67 per month.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: $224.67 per month ($2,696.04 Annually)
Budget line item(s) to be used: 12051810.52210 and 10051300.52210
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 Contract Rental Agreement
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: 11/07/2023
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