Title
Clerk's Office Bradford High Density Mobile Shelving
History
The Village Clerk's Office is outgrowing its storage area and has been offered a larger storage area in the basement of the Village Hall. This new area will accommodate the existing records along with future growth of records from other departments.
With the Clerk's Office being the keeper of the records for the entire Village it is necessary that the Village records are kept in an organized and uniformed filing system. Currently, the existing filing system is at its maximum usage and is also outdated.
During the 07/08 budget process the Bradford Mobile Shelving Storage system was initially introduced as part of the Clerk's budget. This system is similar to the new filing constructed in the Police Station in 2007 which houses all of the Police records. The amount that was budgeted was $24,000.00. It was determined at that time that the item could not be funded that year and that this project would need to be reintroduced for consideration during the 08/09 budget cycle.
As the Clerk's Office began to review their budget requests for the 08/09 fiscal year, the costs for the system were reviewed with a representative from the Bradford Systems Corporation. The Clerk's Office was notified that in January of 2008 the cost for materials for this project were increased by approximately 12%which in turn increased the price by $2,798.35. We were also notified that if the system were to be purchased after May 1, 2008, the total cost will be increased again totaling 28.1% over the original quote, thus increasing the original cost by over $6,000.00. These price changes are based on the cost of steel which could continue to rise as we go forward.
In order to minimize the price increases over the next year, and any potential increase for materials in the future, the Clerk's Office is requesting the Board consider purchasing this system prior to May 1, 2008.
The proposal includes a quotation from the Bradford Systems Corporation, a company that has recently been awarded a State of Illinois state purchase contract for these storage systems. Purchasing this equipment from Bradford assures the Village the most competitive pricing available because of the state purchasing agreement.
The details of the Bradford plan are illustrated in the attached quote and drawings. The cost breakdown is below:
February ‘07 April 30, 2008 May 1, 2008
Total Mobile materials $13,773.00 $15,119.75 $16,631.73
Mobile Discount (5,881.07) (6,456.13) (7,101.75)
Total Mobile Net $ 7,891.93 $ 8,663.62 $ 9,529.98
Total Shelving Materials $10,323.85 $13,060.15 $15,672.18
Shelving Discount (3,613.35) (5,406.90) (6,488.28)
Total Shelving Net $ 6,710.50 $ 7,653.25 $ 9,183.90
Total Spacesaver Net Materials $14,602.43 $16,316.87 $18,713.88
Off-Contract Net Materials 3,042.00 3,595.00 3,595.00
Installation of Spacesaver Product 3,855.50 4,272.41 5,168.63
Installation of Off-Contract Materials 237.00 237.00 237.00
Inside Delivery 1,501.00 1,501.00 1,501.00
Estimated Freight 181.00 295.00 290.00
TOTAL $23,418.93 $26,217.28 $29,510.51
In reviewing the funding for this facility improvement, Park/Facilities Division Director Frank Stec indicated that currently there is $192,800.00 budgeted for on going brick tuck-pointing for the Village Campus. Director Stec stated that due to the timing issues that surround this project, should the Village Board desire it, he could consider cutting back the tuck-pointing project by $30,000.00 from the $192,800.00. The $30,000.00 will be for the system $26,217.20, plus $3,400.00 for the necessary build-out of the new storage space in the Village hall.
Financial Impact
The total cost of this proposal is an amount not to exceed $26,217.28.
The total cost to build-out the new storage area is an amount not to exceed $3,400.00
The total budget adjustment to the Clerk's Office budget is in amount not to exceed $29,617.28
Recommended Action/Motion
I move to approve waiving the bidding process;
And
Award the contract to Bradford Systems Corporation for the purchase and installation in accordance with the Bradford Quote for high density storage systems and shelving for the Clerk's Office storage area for a cost not to exceed $26,217.28;
And
Approve the cost to build-out the new storage area in an amount not to exceed $3,400.00;
And
Authorize the Interim Village Manager to execute the contract.