Meeting Type: BCC Regular Meeting
Meeting Date: 7/18/2023
Item Status: New
From: Wanda Gautney, Purchasing Director / Heather Gwynn, Sales & Use Tax Coordinator / Jana Murphy, Juvenile Detention Center Director
Submitted by: Wanda Gautney, Purchasing Director
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ITEM TITLE
Title
Rental of Two (2) Copy Machines for Baldwin County Sales and Use Tax Department and Baldwin County Juvenile Detention Center
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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 two (2) new copy machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Sales and Use Tax Department - Robertsdale, AL
Model: BP-70C55
Price: $219.43/month
Excess Charge/copy: $0.0054/BW, $0.0400 Color
Location: Baldwin County Juvenile Detention Center - Bay Minette, AL
Model: BP-70C55
Price: $209.88 /month
Excess Charge/copy: $0.0054/BW, $0.0400 Color
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BACKGROUND INFORMATION
Background: The current copy machine rental agreements for the Baldwin County Sales and Use Tax Department located in Robertsdale Alabama and Baldwin County Regional Juvenile Detention Center located in Bay Minette, Alabama have ended. Sharp Electronics Corporation has submitted the rental agreements for the two (2) new copy machines for a total of $436.31 per month for both machines. The rental agreement is for thirty-six (36) months and will be leased off the State of Alabama bid. The copy machine rentals include all supplies, toner, and developer.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: $2,633.16 per year - Sales Tax; $2,518.56 per year - Juvenile Detention Center
Budget line item(s) to be used: 10051750.52210 and 10552610.55210
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: 07/18/2023
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