Baldwin County, Alabama
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File #: 22-1475    Version: 1
Agenda section: Consent Status: Agenda Ready
File created: 9/6/2022 Meeting type: Baldwin County Commission Regular
On agenda: 9/20/2022 Final action:
Agenda item title: Rental of Four (4) Copy Machines for Baldwin County Building Inspection Department and Baldwin County Sheriff's Offices
Attachments: 1. Sharp Electronics Corp Rental Agreement - Building Inspection, Robertsdale, 2. Sharp Electronics Corp Rental Agreement - Foley Sheriff's Office, 3. Sharp Electronics Corp Rental Agreement - Fairhope Sheriff's Office, 4. Sharp Electronics Corp Rental Agreement - Robertsdale Sheriff's Office, Narcotics Division

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