Meeting Type: BCC Regular Meeting
Meeting Date: 6/24/2025
Item Status: New
From: Wanda Gautney, Purchasing Director; Felisha Anderson, Director of Archives and History
Submitted by: Jeanette Brown, Assistant Purchasing Director
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ITEM TITLE
Title
Rental of One (1) New Copy Machine for Archives and History Department Located in Bay Minette, Alabama, for the Baldwin County Commission
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STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the rental agreement with Sharp Electronics Corporation for one (1) new copy machine off the State of Alabama bid for thirty-six (36) months effective the date of execution as listed below:
Location: Archives and History Department - Bay Minette
Model: Sharp BP-70C55
Price: $216.59 /month
Excess Charge/copy: B/W $0.0054/copy Color $0.0400/copy
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BACKGROUND INFORMATION
Background: The current rental agreement for one (1) copy machine for the Archives and History Department located in Bay Minette is expiring. The old machine will be replaced with a new copier, which will be leased off the State of Alabama Contract. Sharp Electronics Corporation has submitted a new rental agreement to replace the old machine with a new machine. The rental agreement is for thirty-six (36) months and will include all supplies, toner and developer for the machine.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: $2,599.08/year
Budget line item(s) to be used: 10651906.52210
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 of Alabama 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: 06/24/2025
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 Rental Agreement to Contracts