Meeting Type: BCC Regular Meeting
Meeting Date: 8/16/2022
Item Status: New
From: Wanda Gautney, Purchasing Director / Dean Mott, Chief Clerk Probate Office / Michelle Howard, Anu Gary, Commission Office / Matthew Brown, Planning & Zoning Director / Kelly Childress, Council on Aging Director
Submitted by: Wanda Gautney, Purchasing Director
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ITEM TITLE
Title
Rental of Copy Machines for the Baldwin County Judge of Probate Office - Tag Section, Fairhope Commission Office, Planning & Zoning Department and Council on Aging Department
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STAFF RECOMMENDATION
Recommendation
Approve and authorize the Chairman to execute the rental agreements with Sharp Electronics Corporation for the rental of four (4) new copy machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Judge of Probate, Tag Section - Bay Minette, Alabama
Model: MX-M6071S
Price: $156.37 / month
Excess Charge / copy: $0.0049 BW
Location: Commission Office - Fairhope, Alabama
Model: BP-70C36
Price: $166.74 / month
Excess Charge/copy: $0.0072 BW / $0.0450 Color
Location: Planning & Zoning Department - Robertsdale, Alabama
Model: BP-70C55
Price: $249.43 / month
Excess Charge / copy: $0.0054 BW / $0.0400 Color
Location: Council on Aging Department - Robertsdale, Alabama
Model: MX-M5051
Price: $110.99 / month
Excess Charge / copy: $0.0049 BW
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BACKGROUND INFORMATION
Background: The Judge of Probate Office in Bay Minette, Fairhope Commission Office, Planning and Zoning Department and Council on Aging Department rental agreements on their current copy machines have expired. Sharp Electronics Corporation has submitted the rental agreements to replace the four (4) copy machines with new machines. The rental agreements are for thirty-six (36) months off the State of Alabama bid and will include all supplies, toner, and developer. We are currently paying a total amount of $650.46 per month for the four (4) machines. The new cost proposal will be $683.53 per month for all four (4) machines.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: $8,202.36 total per year for the 4 machines
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 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: 08/16/2022
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