Meeting Type: BCC Regular Meeting
Meeting Date: 9/15/2020
Item Status: New
From: Wanda Gautney, Purchasing Director; Junius Long, Building Facilities Coordinator; Wayne Dyess, County Administrator; Harry D’Olive, Judge of Probate; Teddy Faust, Revenue Commissioner
Submitted by: Loren Lucas, Assistant Purchasing Director
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ITEM TITLE
Title
Rental of Six (6) Copy Machines for Various Departments 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 six (6) new copy machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Baldwin County Parks Department - Silverhill, AL
Model: MX-B350W
Price: $28.50/month
Excess Charge/copy: $0.0092/BW
Location: Baldwin County Building Maintenance Department - Bay Minette, AL
Model: MX-B350W
Price: $32.95/month
Excess Charge/copy: $0.0092/BW
Location: Baldwin County Animal Shelter - Summerdale, AL
Model: MX-5071
Price: $197.00/month
Excess Charge/copy: $0.0054/BW, $0.0400/Color
Location: Baldwin County Judge of Probate - Fairhope, AL
Model: MX-B376W
Price: $42.96/month
Excess Charge/copy: $0.0092/BW
Location: Baldwin County Judge of Probate - Foley, AL
Model: MX-B376W
Price: $43.79/month
Excess Charge/copy: $0.0092/BW
Location: Baldwin County Revenue Commission - Robertsdale, AL
Model: MX-3071
Price: $116.26/month
Excess Charge/copy: $0.0079/BW, $0.0450 Color
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: The current copy machine rental agreements for the various Departments have ended. The old machines will be replaced with new copiers which will be leased off the State of Alabama Contract. The current machines are being leased for a total amount of $447.60 per month. Sharp Electronics Corporation has submitted the rental agreements for the six (6) new copy machines for a total of $461.46 per month. The rental agreements are for thirty-six (36) months and will include all supplies, toner and developer.
FINANCIAL IMPACT
Total cost of recommendation: $461.46 per month
Budget line item(s) to be used: 55410.5223; 51300.5223; 51600.5223; 51995.5223; 57200P.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: 09/15/2020
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