Meeting Type: BCC Regular Meeting
Meeting Date: 6/1/2021
Item Status: New
From: Wanda Gautney, Purchasing Director/Dean Mott, Chief Clerk
Submitted by: Loren Lucas, Assistant Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Rental of Three (3) Copy Machines for the Baldwin County Judge of Probate Offices Located in Bay Minette, 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: Probate Records Department - Bay Minette
Model: MX-M3571
Price: $117.66/month
Excess Charge/copy: $0.0055 B/W
Location: Probate Records Department - Bay Minette
Model: MX-M3571
Price: $117.66/month
Excess Charge/copy: $0.0055 B/W
Location: Baldwin County Judge of Probate Office - Bay Minette
Model: MX-5071
Price: $188.25/month
Excess Charge/copy: $0.0054 B/W and $0.04/color
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: The rental agreements for the copy machines currently in use at the Judge of Probate offices located in Bay Minette, Alabama, 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 $423.48 per month for the three (3) copy machines currently in use. The proposed cost for the three (3) new machines is $423.57 per month.
FINANCIAL IMPACT
Total cost of recommendation: $5,082.84 per year
Budget line item(s) to be used: 10051300.52230
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: 06/01/2021
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