Meeting Type: BCC Regular Meeting
Meeting Date: 7/7/2020
Item Status: New
From: Wanda Gautney, Purchasing Director/Terri Graham, Development Environmental Director/Ron Ballard, JDC Director/Ron Cink, Budget Director
Submitted by: Loren Lucas, Assistant Purchasing Director
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ITEM TITLE
Title
Rental of Three (3) New Copy Machines for the Baldwin County Solid Waste Collections Department, Juvenile Detention Center, and the Sales and Use Tax Department for the Baldwin County Commission
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: Baldwin County Solid Waste Collections - Robertsdale, AL
Model: MX6071
Price: $214.97 /month
Excess Charge/copy: $0.0054/BW, $0.0400 Color
Location: Baldwin County Juvenile Detention Center - Bay Minette, AL
Model: MX6071
Price: $211.28 /month
Excess Charge/copy: $0.0054/BW, $0.0400 Color
Location: Sales and Use Tax Department - Robertsdale, AL
Model: MX6071
Price: $219.67 /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 the Baldwin County Regional Juvenile Detention Center located in Bay Minette, Solid Waste Collections, and Sales and Use Tax Departments located in Robertsdale, Alabama have ended. The old machines will be replaced with new color copiers which will be leased off of the State of Alabama Contract. Sharp Electronics Corporation has submitted the rental agreements for the three (3) new copy machines for a total of $645.92 per month. The rental agreements are for thirty-six (36) months and will include all supplies, toner and developer. This is a cost savings of $148.24 per month.
FINANCIAL IMPACT
Total cost of recommendation: $645.92 per month
Budget line item(s) to be used: 52610.5223; 51750.5223; 54801.5223
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 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: 07/07/2020
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