Meeting Type: BCC Regular Meeting
Meeting Date: 2/2/2021
Item Status: New
From: Wanda Gautney, Purchasing Director/Teddy Faust, Revenue Commissioner/Dr. Brian Pierce, Coroner
Submitted by: Loren Lucas, Assistant Purchasing Director
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ITEM TITLE
Title
Lease of Copy Machines for the Baldwin County Revenue Commission Offices Located at the Fairhope and Foley Satellite Courthouses and the Coroner’s Office Located in Robertsdale
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 on the date of full execution as follows:
Location: Revenue Commission Office - Fairhope Satellite Courthouse
Model: MX-M3551
Price: $93.97
Excess Charge/copy: $0.0055 BW
Location: Revenue Commission Office - Foley Satellite Courthouse
Model: MX-M3551
Price: $95.78
Excess Charge/copy: $0.0055 BW
Location: Baldwin County Coroner’s Office
Model: MX-5071
Price: $197.96
Excess Charge/copy: $0.0054 BW, $0.0400 Color
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: The lease agreements for the copy machines currently in use at the Fairhope and Foley Revenue Commission Offices and the Baldwin County Coroner’s Office have ended. Sharp Electronics Corporation has submitted rental agreements for three (3) new copy machines that will be leased off the State of Alabama Contract. The proposed rental agreements are for a period of thirty-six (36) months and will include all supplies, toner and developer. Baldwin County is paying a total of $387.71 per month for the three (3) copy machines currently in use, and this amount would remain the same for the three (3) new machines under the proposed rental agreements.
FINANCIAL IMPACT
Total cost of recommendation: $387.71 per month
Budget line item(s) to be used: 51600.5223; 52400.5223
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: 02/02/2021
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