Meeting Type: BCC Work Session
Meeting Date: 1/14/2020
Item Status: New
From: Wanda Gautney, Purchasing Director/Joey Nunnally, County Engineer/Frank Lundy, Maintenance Engineer/Eric Scott, Fleet Manager
Submitted by: Wanda Gautney, Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Rental of Four (4) New Copy Machines for Various Baldwin County Highway Offices Located at the Central Annex II Building in Robertsdale, Alabama
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: Highway Administration - Robertsdale Central Annex II - 3rd floor
Model: MX-6071
Price: $205.35/month
Excess Charge/copy: $0.0054 BW and $0.0400/color copy
Location: Highway Accounting - Robertsdale Central Annex II - 3rd floor
Model: MX-6071
Price: $205.35/month
Excess Charge/copy: $0.0054 BW and $0.0400/color copy
Location: Highway Construction Office - Robertsdale Central Annex II - 3rd floor
Model: MX-4071
Price: $148.27/month
Excess Charge/copy: $0.0079 BW and $0.0450/color copy
Location: Highway Permit Office - Robertsdale Central Annex II - 4th floor
Model: MX-6071
Price: $205.35/month
Excess Charge/copy: $0.0054 BW and $0.0400/color copy
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: The current copy machine rental agreements for the various Highway Offices located at the Central Annex II has ended. The old machines will be replaced with new copy machines which will be leased off the State of Alabama Contract. Sharp Electronics Corporation has submitted rental agreements to replace the four (4) copy 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 $857.72 per month for the old machines. The new copiers will cost $764.32 per month which is a cost savings of $1,120.80 per year.
FINANCIAL IMPACT
Total cost of recommendation: $9,171.84 per year
Budget line item(s) to be used: Various Highway Budgets
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 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: 01/21/2020
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