Meeting Type: BCC Regular Meeting
Meeting Date: 6/21/2022
Item Status: New
From: Wanda Gautney, Purchasing Director / Ann Simpson, BRATS Director / Felisha Anderson, Archives Director / Deidra Hanak, Personnel Director
Submitted by: Wanda Gautney, Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Rental of Three (3) New Copy Machines for Various Departments for the Baldwin County Commission
Recommendation
STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the rental agreements with Sharp Electronics Corporation for three (3) new copy machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as listed below:
Location: BRATS - Robertsdale, AL
Model: Sharp MX-6071S
Price: $207.74/month
Excess Charge/copy: B/W $0.0054/copy Color $0.0400/copy
Location: Archives Department - Bay Minette, AL
Model: Sharp MX-6071S
Price: $215.61 /month
Excess Charge/copy: B/W $0.0054/copy Color $0.04/copy
Location: Personnel Dept. - Bay Minette, AL
Model: Sharp MX-6071S
Price: $273.62 /month
Excess Charge/copy: B/W $0.0054/copy Color $0.0400/copy
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: The current rental agreements for three (3) copy machines located in Robertsdale BRATS Office, and the Archives and Personnel departments located in Bay Minette are expiring. The old machines will be replaced with new copiers, which will be leased off the State of Alabama Contract. Sharp Electronics Corporation has submitted the new rental agreements to replace the old machines with new machines. The rental agreements are for thirty-six (36) months and will include all supplies, toner and developer for the machines.
FINANCIAL IMPACT
Total cost of recommendation: BRATS: $2,492.88/year; Archives: $2,587.32/year; Personnel: $3,283.44/year
Budget line item(s) to be used: Various Department Budgets
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 Rental Agreements
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: 6/21/2022
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