Meeting Type: BCC Regular Meeting
Meeting Date: 6/24/2025
Item Status: New
From: Wanda Gautney, Purchasing Director; Deidra Hanak, Personnel Director; Brian Underwood, Grants Director
Submitted by: Jeanette Brown, Assistant Purchasing Director
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ITEM TITLE
Title
Rental of Two (2) New Copy Machines for Personnel Department Located in Robertsdale, Alabama, and Grants 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 agreements with Sharp Electronics Corporation for two (2) new copy machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as listed below:
Location: Personnel Department - Robertsdale
Model: Sharp BP-70C55
Price: $278.78/month
Excess Charge/copy: B/W $0.0054/copy Color $0.0400/copy
Location: Grants Department - Bay Minette
Model: Sharp BP-70C45
Price: $190.04/month
Excess Charge/copy: B/W $0.0065/copy Color $0.0450/copy
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BACKGROUND INFORMATION
Background: The current rental agreements for two (2) copy machines located in Robertsdale Personnel Department and Bay Minette Grants Department are expiring. The old machines will be replaced with new copiers, which will be leased off the State of Alabama Contract. Sharp Electronics Corporation has submitted the new rental agreements to replace the old machines with new machines. The rental agreements are for thirty-six (36) months and will include all supplies, toner and developer for the machines.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: Personnel Department $3,345.36/year
Grants Department $2,280.48/year
Budget line item(s) to be used: 10051962.52210 & 10051150.52210
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 Agreements
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 Agreements to Contracts