Meeting Type: BCC Regular Meeting
Meeting Date: 1/28/2025
Item Status: New
From: Wanda Gautney, Purchasing Director; Teddy Faust, Revenue Commissioner
Submitted by: Jeanette Brown, Assistant Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Upgrade Existing Copy Machine for Baldwin County Revenue Commission Office Located in Bay Minette, Alabama
End
STAFF RECOMMENDATION
Recommendation
Take the following actions:
1) Approve upgrading the existing copy machine for the Revenue Commission Office located in Bay Minette with a new color copier and authorize the Chairman to execute the rental agreement with Sharp Electronics Corporation off the State of Alabama bid for thirty-six (36) months effective the date of execution as listed below:
Location: Revenue Commission Office - Bay Minette
Model: BP70C36
Price: $152.70/month
Excess Charge/copy: Color $0.0450/copy, B/W $0.0072/copy
2) Authorize staff to process the invoice in the amount of $808.29 from Sharp Electronics Corporation buying out the remaining time on the existing rental agreement.
End
BACKGROUND INFORMATION
Background: The Revenue Commissioner would like to upgrade their Black and White copy machine to a new Color Copy/Scanner that would allow the print ability in 8.5x11 (Letter), 11x17 (Ledger), and 8.5x14 (Legal) with additional paper drawers to fit their needs. The current desk top printer that they have in place is out of service due to mechanical issues. The buyout cost of the existing lease is $808.29 for the black and white Sharp MX-M4051 Serial # 25009456 copy machine. The new color machine will be off the State of Alabama Contract. Sharp Electronics Corporation has submitted a new rental agreement for color copier. The rental agreement is for thirty-six (36) months and will include all supplies, toner, and developer. The cost of the new machine will be $152.70 per month with the buyout cost of the old machine at a one-time cost of $808.29.
Previous Commission action/date:
04/19/2022 meeting: Approved and authorized the Chairman to execute the rental agreements with Sharp Electronics Corporation for two (2) new copy/scanner machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as listed below: Location: Revenue Commission Office - Bay Minette; Model: Sharp MX-M4051; Price: $89.56/month; Excess Charge/copy: B/W $0.0049/copy and Location: Revenue Commission Office - Central Annex, Robertsdale; Model: Sharp MX-M3051; Price: $70.84/month; Excess Charge/copy: B/W $0.0055/copy.
FINANCIAL IMPACT
Total cost of recommendation: $808.29 buyout of existing machine and $152.70 per month for new color copier
Budget line item(s) to be used: 10051600.52210 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 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: 01/21/2025
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: N/A