Meeting Type: BCC Regular Meeting
Meeting Date: 6/3/2025
Item Status: New
From: Wanda Gautney, Purchasing Director / Probate Judge, Harry D’Olive / Renee Hawsey, License Revenue Administrator
Submitted by: Wanda Gautney, Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Rental of Two (2) New Copy Machines for the Baldwin County Probate Offices Located in Bay Minette, and Foley, Alabama
End
STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the Rental Agreements with Sharp Electronics Corporation for two (2) new copy / scanner / fax machines off the State of Alabama bid for thirty-six (36) months, effective the date of execution per the list of machines below.
Location: Probate Office - Bay Minette
Model: Sharp BP-70M31
Price: $114.65/month
Excess Charge/copy: B/W $0.0055/copy
Location: Probate Office - Foley Courthouse
Model: Sharp BP-70M55
Price: $166.67/month
Excess Charge/copy: B/W $0.0049/copy
End
BACKGROUND INFORMATION
Background: The current Rental Agreements for the Baldwin County Judge of Probate Offices have ended. The old machines will be replaced with a new copier, which will be leased off the State of Alabama Contract. Sharp Electronics Corporation has submitted the Rental Agreements to replace the old copy machines with a new machine. The Rental Agreements are for thirty-six (36) months and will include all supplies, toner, and developer. The cost of the new machines will be a total of $281.32 per month.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: $281.32 per month
Budget line item(s) to be used: 10051300.52210 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: 6/03/2025
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