Meeting Type: BCC Regular Meeting
Meeting Date: 12/5/2022
Item Status: New
From: Wanda Gautney, Purchasing Director/Judge Harry D’Olive/Probate Chief Clerk, Dean Mott/Matt Huffman, Office Manager Board of Registrar
Submitted by: Wanda Gautney, Purchasing Director
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ITEM TITLE
Title
Rental of Two (2) New Copy Machines for the Baldwin County Judge of Probate Office Located in the Fairhope Satellite Courthouse and Board of Registrar’s Office Located in Bay Minette, Alabama
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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 two (2) 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 Office - Fairhope Satellite Courthouse
Model: BP-50M55
Price: $132.80/month
Excess Charge/copy: $0.0049/BW
Location: Board of Registrar’s Office - Bay Minette
Model: BP-70C36
Price: $159.03 /month
Excess Charge/copy: $0.0072/BW, $0.0450/Color
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BACKGROUND INFORMATION
Background: The Judge of Probate Office located in the Fairhope Satellite Courthouse and the Board of Registrar’s Office located in Bay Minette copy machine agreements have expired. Sharp Electronics Corporation has submitted the rental agreements to replace the old copy machines with new machines. The rental agreement is for thirty-six (36) months off the State of Alabama bid and will include all supplies, toner and developer.
Previous Commission action/date: N/A
FINANCIAL IMPACT
Total cost of recommendation: $1,593.60/year Probate; $1,908.36/year Board of Registrar
Budget line item(s) to be used: 10051300 & 10051920
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 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: 12/05/2022
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