Meeting Type: BCC Regular Meeting
Meeting Date: 11/19/2019
Item Status: New
From: Wanda Gautney, Purchasing Director/Judge Harry D’Olive/Probate Chief Clerk, Dean Mott/Betty Sweet, Registrar Chair Person
Submitted by: Wanda Gautney, Purchasing Director
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ITEM TITLE
Title
Rental of Two (2) New Copy Machines for the Baldwin County Judge of Probate Office Located in the Fairhope Satellite Courthouse and Board of Registrar’s Office Located in Bay Minette
Body
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 machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Judge of Probate Office - Fairhope Satellite Courthouse
Model: MX-M6051
Price: $120.45//month
Excess Charge/copy: $0.0049/BW
Location: Board of Registrar’s Office - Bay Minette
Model: MX-M4071
Price: $159.38 /month
Excess Charge/copy: $0.0065/BW, $0.0450/Color
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: The Judge of Probate Office located in the Fairhope Satellite Courthouse and the Board of Registrar’s Office located in Bay Minette copy machine agreements have expired. Sharp Electronics Corporation has submitted the rental agreements to replace the old copy machines with new machines. The rental agreement is for thirty-six (36) months off the State of Alabama bid and will include all supplies, toner and developer. We are currently paying $351.56 per month for the machines. The new cost proposal is $279.83 per month. Total cost savings to the County for the machines will be $71.73 per year.
FINANCIAL IMPACT
Total cost of recommendation: $1,445.40/year Probate; $1,912.56/year Bd. Of Registrar’s
Budget line item(s) to be used: 51300 & 51920
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 Bid Agreement
Reviewed/approved by: David Conner, County Attorney
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: 11/19/2019
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