Meeting Type: BCC Work Session
Meeting Date: 10/8/2019
Item Status: New
From: Wanda Gautney, Purchasing Director/Probate Judge, Harry D’Olive/Probate Chief Clerk, Dean Mott
Submitted by: Wanda Gautney, Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Rental of One (1) Copy Machine for the Baldwin County Judge of Probate Elections Division 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/scanner/fax machine off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Judge of Probate, Elections Division - Bay Minette, AL
Model: MX-3551
Price: $123.55/month
Excess Charge/copy: $0.0072 BW/ $0.045 Color
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: The current copy machine lease agreement for Judge of Probate, Elections Division located in Annex IV Building in Bay Minette has expired.
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 off the State of Alabama bid and will include all supplies, toner and developer. The new cost proposal is $123.55 per month.
FINANCIAL IMPACT
Total cost of recommendation: $1,482.60 per year
Budget line item(s) to be used: 51300.5223
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?
State Bid 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: 10/15/2019
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