Meeting Type: BCC Work Session
Meeting Date: 7/9/2019
Item Status: New
From: Wanda Gautney, Purchasing Director/Chief of Probate, Dean Mott/Kelly Childress, Council on Aging Coordinator/Vince Jackson, Planning & Zoning Director
Submitted by: Wanda Gautney, Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Copy Machine Rental for the Baldwin County Judge of Probate Office, Fairhope Commission Office, Planning & Zoning Department and the Council on Aging Department
Body
STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the rental agreements with Sharp Electronics Corporation for the rental of four (4) new copy machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Judge of Probate, Tag Section - Bay Minette, AL
Model: MX-M6070
Price: $134.42/month
Excess Charge/copy: $0.0049 BW
Location: Commission Office - Fairhope, AL
Model: MX-4071
Price: $166.05/month
Excess Charge/copy: $0.0065 BW/ $0.0450 Color
Location: Planning & Zoning Department - Robertsdale, AL
Model: MX-6071
Price: $243.25/month
Excess Charge/copy: $0.0054 BW/ $0.0400 Color
Location: Council on Aging Department - Robertsdale, AL
Model: MX-M5050
Price: $106.74/month
Excess Charge/copy: $0.0049 BW
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: The Judge of Probate, Fairhope Commission Office, Planning and Zoning Department and Council on Aging Department rental agreements on their current copy machines have expired. Sharp Electronics Corporation has submitted the rental agreements to replace the four (4) copy machines with new machines. The rental agreements are for thirty-six (36) months off the State of Alabama bid and will include all supplies, toner and developer. We are currently paying a total amount of $891.00 per month for the four machines. The new cost proposal will be $650.46 per month. This is a total cost saving of $240.54 per month.
FINANCIAL IMPACT
Total cost of recommendation: $7,805.52 per year for all machines
Budget line item(s) to be used: 51300; 51994; 52730; 56200
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: David Conner
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: 07/16/2019
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