Meeting Type: BCC Regular Meeting
Meeting Date: 9/20/2022
Item Status: New
From: Wanda Gautney, Purchasing Director
Submitted by: Susan Kilby-Aaron, Assistant Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Rental of Four (4) Copy Machines for Baldwin County Building Inspection Department and Baldwin County Sheriff's Offices
Body
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 / scanner / fax machines off the State of Alabama bid for thirty-six (36) months effective the date of execution as follows:
Location: Baldwin County Building Inspection Department - Robertsdale
Model: BP-70C55
Price: $213.94 / month
Excess Charge / copy: $0.0054 B/W & $0.0400 Color
Location: Sheriff’s Office - Foley
Model: MX-M6071S
Price: $186.02 / month
Excess Charge / copy: $0.0049 / BW
Location: Sheriff’s Office - Fairhope
Model: MX-M6071S
Price: $182.51 / month
Excess Charge / copy: $0.0049 / BW
Location: Sheriff’s Office - Narcotics Division - Robertsdale
Model: MX-M6071S
Price: $186.02 / month
Excess Charge / copy: $0.0049 / BW
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: The current copy machine lease agreements for the Baldwin County Building Inspection Department and Baldwin County Sheriff’s Offices have ended. The old machines will be replaced with new copiers, which will be leased off the State of Alabama Contract. Sharp Electronics Corporation has submitted rental agreements to replace the old copy machines with new machines. The rental agreements are for thirty-six (36) months and will include all supplies, toner, and developer. We are currently paying $865.81 for these machines. The new monthly cost is $768.49 which is a cost savings of $97.32 per month.
FINANCIAL IMPACT
Total cost of recommendation: $9,221.88 per year
Budget line item(s) to be used: 10052710.52230 and 10052100.52230
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
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: 09/20/2022
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