Baldwin County, Alabama
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File #: 20-0945    Version: 1
Agenda section: Action Items Status: Passed
File created: 3/10/2020 Meeting type: Baldwin County Commission Regular
On agenda: 3/17/2020 Final action: 3/17/2020
Agenda item title: Rental of One (1) Copy Machine for the Baldwin County Commission Office at the Satellite Courthouse Located in Foley, Alabama
Attachments: 1. Rental Agreement Foley Courthouse

Meeting Type:   BCC Regular Meeting

Meeting Date:  3/17/2020

Item Status:   New

From: Wanda Gautney, Purchasing Director; Jeannie Pearson, Commission Executive Assistant; Anu Gary, Administrative Services Manager

Submitted by:  Wanda Gautney, Purchasing Director

______________________________________________________________________

 

ITEM TITLE

Title

Rental of One (1) Copy Machine for the Baldwin County Commission Office at the Satellite Courthouse Located in Foley, 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 machine off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:

 

Baldwin County Commission Office Satellite Courthouse, Foley, AL

Model:  MX-5071

Price:    $201.55 per month

Excess Charge/copy: $0.0054 B/W & $0.0400 Color

End

 

BACKGROUND INFORMATION

 

Previous Commission action/date:  N/A

 

Background:  The rental agreement for the copy machine in the Commission Office at the Foley Satellite Courthouse has ended.  The old machine will be replaced with a new color copier which will be rented off the State of Alabama Contract.  Sharp Electronics Corporation has submitted a rental agreement to replace the old machine with a new machine.  The rental agreement is for thirty-six (36) months and will include all supplies, toner and developer.  We are currently paying $216.92 per month for the machine.  The new cost proposal is $201.55 per month.  Total cost savings to the County for the machine will be $184.44 per year.

 

 

FINANCIAL IMPACT

 

Total cost of recommendation:  $2,413.60

 

Budget line item(s) to be used:  51993.5223

 

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 of Alabama Contract Standard 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:  03/17/2020

 

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