Meeting Type: BCC Regular Meeting
Meeting Date: 8/4/2020
Item Status: New
From: Wanda Gautney, Purchasing Director/Zach Hood, EMA Director
Submitted by: Loren Lucas, Assistant Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Rental of One (1) Copy Machine for the Baldwin County Emergency Management Agency Located in Robertsdale, 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:
Location: Baldwin County Emergency Management Agency - Robertsdale, Alabama
Model: MX-6071
Price: $222.32/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 agreement for the Baldwin County Emergency Management Agency (EMA) in Robertsdale, Alabama has ended. The old machine will be replaced with a new color copier which will be leased off the State of Alabama Contract. Sharp Electronics Corporation has submitted the rental agreement for the new copy machine for a total of $222.32 per month. The rental agreement is for thirty-six (36) months and will include all supplies, toner and developer. The monthly cost under the previous rental agreement was $291.88 per month. This is a cost savings of $69.56 per month, $834.72 per year.
FINANCIAL IMPACT
Total cost of recommendation: $222.32 per month
Budget line item(s) to be used: 52300.5223
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: 08/04/2020
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