Meeting Type: BCC Regular Meeting
Meeting Date: 10/2/2018
Item Status: New
From: Wanda Gautney, Purchasing Director; Joey Nunnally, County Engineer; Frank Lundy, Maintenance Engineer
Submitted by: Wanda Gautney, Purchasing Director
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ITEM TITLE
Title
Rental of One (1) Copy Machine for the Baldwin County Highway Department Located in Silverhill, Alabama
Body
STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the rental agreement with Sharp Electronics Corporation for one (1) new copy/scanner machine off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Highway Parks Building, 22300 West Blvd., Silverhill, Alabama
Model: MX-3070V
Price: $113.98/month
Excess Charge/copy: $0.0079 BW & $0.0450 Color
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: The current rental agreement for the Baldwin County Highway Department copy machine at the Parks Building in Silverhill, Alabama has ended.
This machine will be used by Highway Construction and Consultant inspectors. The old machine will be replaced with a new copier, which will be leased off the State of Alabama Contract. Sharp Electronics Corporation has submitted the 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. The cost of the new machine will be $113.98 per month. We are currently paying $117.00 per month for the old machine. The cost savings will be $36.24 per year.
FINANCIAL IMPACT
Total cost of recommendation: $113.98 per month
Budget line item(s) to be used: 53120.5223
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 Contract 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: 10/02/2018
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