Meeting Type: BCC Regular Meeting
Meeting Date: 1/6/2026
Item Status: New
From: Wanda Gautney, Purchasing Director; Marlana Hanner, Board of Education Purchasing Supervisor
Submitted by: Jeanette Brown, Assistant Purchasing Director
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ITEM TITLE
Title
Rental of One (1) New Copy Machine for Baldwin County Board of Education 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 the rental of one (1) new copy/scanner machine off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Board of Education Superintendent Office - Bay Minette, AL
Model: Sharp BP-71M55
Price: $223.60/month
Excess Charge/copy: $0.0049 B/W
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BACKGROUND INFORMATION
Background: The current copy machine rental agreement for the Board of Education Superintendent Office located in Bay Minette has ended. Sharp Electronics Corporation has submitted a rental agreement to replace the old copy machine with a new machine. The Rental Agreement is for thirty-six (36) months off the State of Alabama bid and will include all supplies, toner and developer. The Baldwin County Commission is required by the Code of Alabama 1975, Section 16-9-24, to provide office equipment to the Baldwin County Board of Education Superintendent and his assistants. Code Section attached for review.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: $223.60 per month; $2,683.20 annually.
Budget line item(s) to be used: 10058100.52210 (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: 01/06/2026
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