Meeting Type: BCC Regular Meeting
Meeting Date: 9/18/2018
Item Status: New
From: Wanda Gautney, Purchasing Director; Guy Busby, Constituent Services Director
Submitted by: Wanda Gautney, Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Rental of One (1) Copy Machine for the Baldwin County Legislative Delegation Office Located in Bay Minette, Alabama
Body
STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the rental agreement with Sharp Electronics Corporation for the rental of one (1) new copy machine off the
State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Baldwin County Legislative Delegation Office, Bay Minette, AL
Model: MX-2630N
Price: $97.06/month
Excess Charge/copy: $0.0079/BW and $0.045/Color
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: The current copy machine lease agreement for Baldwin County Legislative Delegation Office has ended. The old machine will be replaced with new a copier, which will be leased off the State of Alabama Contract. Sharp Electronics Corporation has submitted a rental agreement to replace the old copy machine with a new machine. The rental agreement is for thirty-six (36) months and will include all supplies, toner and developer. We are currently paying $37.03 for their machine. The new cost proposal for the copier will be $97.06 per month. The cost increase is due to the State of Alabama Contract not having the same small copier like the Legislative Delegation currently has and adding color copies to their machine.
FINANCIAL IMPACT
Total cost of recommendation: $97.06 per month
Budget line item(s) to be used: 51904.5233
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?
N/A
Reviewed/approved by: Standard State Bid Rental Agreement
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: 09/18/2018
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