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 Currently, the existing filing system is at its maximum usage and is also outdated.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 quotati...
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