Meeting Type: BCC Work Session
Meeting Date: 8/6/2019
Item Status: New
From: Wanda Gautney, Purchasing Director/Connie Dudgeon, Sheriff Office Finance Director
Submitted by: Wanda Gautney, Purchasing Director
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ITEM TITLE
Title
Copy Machine Rental for the Baldwin County Sheriff Offices Located in Foley, Fairhope, and Robertsdale, Alabama
Body
STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the rental agreements with Sharp Electronics Corporation for the rental of three (3) new copy machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Foley Sheriff’s Office - Foley
Model: MX-M6570
Price: $217.64/month
Excess Charge/copy: $0.0041/BW
Location: Fairhope Sheriff’s Office - Fairhope
Model: MX-M6570
Price: $213.53/month
Excess Charge/copy: $0.0041/BW
Location: Robertsdale Sheriff Office, Narcotics Division - Robertsdale
Model: MX-M6570
Price: $217.64/month
Excess Charge/copy: $0.0041/BW
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: The current copy machine rental agreements for the Sheriff Offices located in Foley, Fairhope and Robertsdale Narcotics Division has ended. The old machines will be replaced with new machines which will be leased off the State of Alabama Contract. Sharp Electronics Corporation has submitted the rental agreements to replace the three (3) copy machines with new machines. The rental agreements are for thirty-six (36) months and will include all supplies, toner and developer. We are currently paying a total amount of $759.60 per month for the three machines. The new cost proposal will be $648.81 per month. Total cost savings to the County for the three machines will be $110.79 per year.
FINANCIAL IMPACT
Total cost of recommendation: $759.60 per month
Budget line item(s) to be used: 52100.5223
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?
Standard State Contract
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: 08/20/2019
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