Meeting Type: BCC Regular Meeting
Meeting Date: 11/5/2019
Item Status: New
From: Wanda Gautney, Purchasing Director/Anu Gary, Administrative Services Manager/Keri Green, Administrative Support Specialist III/Vince Jackson, Planning Director
Submitted by: Wanda Gautney, Purchasing Director
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ITEM TITLE
Title
Rental of Two (2) New Copy Machines for Baldwin County Central Annex Commission Office Located in Robertsdale, Alabama and Foley Planning and Zoning Office Located in Foley, Alabama
Body
STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the rental agreements with Sharp Electronics Corporation for the rental of two (2) new copy machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Planning and Zoning Dept. - Foley, AL
Model: MX-6071
Price: $229.29/month
Excess Charge/copy: $0.0054 BW / $0.0400 Color
Location: Central Annex Commission Office - Robertsdale, AL
Model: MX-6051
Price: $191.93/month
Excess Charge/copy: $0.0054 BW / $0.0400 Color
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: The current copy machine rental agreements for Central Annex Commission Office located in Robertsdale and Planning and Zoning Office located in Foley have expired. Sharp Electronics Corporation has submitted the rental agreements to replace the old 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. The new cost proposal is $421.22 per month. Cost savings of $133.37 per month for both machines.
FINANCIAL IMPACT
Total cost of recommendation: $5,054.64 per year
Budget line item(s) to be used: 51989.223 & 52730.5223
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 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: 11/05/2019
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