Meeting Type: BCC Regular Meeting
Meeting Date: 11/7/2023
Item Status: New
From: Wanda Gautney, Purchasing Director
Submitted by: Susan Kilby-Aaron, Assistant Purchasing Director
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ITEM TITLE
Title
Rental of Three (3) New Copy Machines for the Baldwin County Parks Department, Emergency Management Agency and Baldwin County Animal Shelter 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 the rental of three (3) new copy machines off the State of Alabama bid for thirty-six (36) months, effective on the date of full execution as follows:
Location: Baldwin County Parks Department, Silverhill, AL
Model: MX-B376WH
Price: $48.74/per month
Excess Charge Per Copy: $0.0092 B/W
Location: Baldwin County Emergency Management Agency, Robertsdale, AL
Model: BP-70C65
Price: $240.20/per month
Excess Charge Per Copy: $0.0400 Color copy/$0.0054 B/W copy
Location: Baldwin County Animal Shelter, Summerdale, AL
Model: BP-70C55
Price: $215.87/per month
Excess Charge Per Copy: $0.0400 Color copy/$0.0054 B/W copy
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BACKGROUND INFORMATION
Background: The current copy machine rental agreements for the Parks Department, Emergency Management Agency and Baldwin County Animal Shelter have expired. Sharp Electronics Corporation has submitted rental agreements to replace the copy machines with new machines. The rental agreement is for thirty-six (36) months and will be leased off the State of Alabama bid. The copy machine rental agreement includes all supplies, toner, and developer. The new cost proposal will be $504.81 per month.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: $504.81 per month ($6,057.72 Annually)
Budget line item(s) to be used: 14457200.52210, 10052300.52210 & 10955410.52210
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 Contract 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: 11/07/2023
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