Baldwin County, Alabama
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File #: 20-1229    Version: 1
Agenda section: Action Items Status: Passed
File created: 6/12/2020 Meeting type: Baldwin County Commission Regular
On agenda: 7/7/2020 Final action: 7/7/2020
Agenda item title: Rental of Three (3) New Copy Machines for the Baldwin County Highway Maintenance Facilities Located in Bay Minette, Silverhill, and Foley, Alabama
Attachments: 1. Copy Machine Rental Agreements

Meeting Type:   BCC Regular Meeting

Meeting Date:  7/7/2020

Item Status:   New

From: Wanda Gautney, Purchasing Director/Joey Nunnally, County Engineer

Submitted by:  Loren Lucas, Assistant Purchasing Director

______________________________________________________________________

 

ITEM TITLE

Title

Rental of Three (3) New Copy Machines for the Baldwin County Highway Maintenance Facilities Located in Bay Minette, Silverhill, and Foley, Alabama

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:  Highway Area 100 Maintenance Facility - Bay Minette, AL
Model:  MX-4071
Price: $149.76/month
Excess Charge/copy: $0.0079 BW and $0.0450/color copy

Location: Highway Area 200 Maintenance Facility - Silverhill, AL
Model:  MX-4071
Price: $161.43/month
Excess Charge/copy: $0.0079 BW and $0.0450/color copy

Location: Highway Area 300 Maintenance Facility - Foley, AL
Model:  MX-4071
Price: $164.53/month
Excess Charge/copy: $0.0079 BW and $0.0450/color copy

End

 

BACKGROUND INFORMATION

 

Previous Commission action/date:  N/A

 

Background:  The current copy machine rental agreements for three (3) Highway Maintenance Facilities have ended.  The old machines will be replaced with new copiers which will be rented off the State of Alabama Contract.  Sharp Electronics Corporation has submitted rental agreements to replace the three (3) old copy machines with new machines.  The rental agreements are for thirty-six (36) months and will include all supplies, toner and developer.  The monthly cost under the previous rental agreement was $495.06 per month for the three machines located at the Highway Barns.  The new cost proposal for the three machines will be $475.72 per month.  This is a cost savings of $19.34 per month, $232.08 per year.

 

FINANCIAL IMPACT

 

Total cost of recommendation:  $475.72 per month

 

Budget line item(s) to be used:  Highway Budgets 53111.5223, 53112.5223, 53113.5223

 

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 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