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Home My WebLink About5Q - Filing Systems New Police Facility 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT MEETING DATE: AGENDA #: PREPARED BY: July 17,2006 SQ Kelly Meyer, Asst. to the City Manager AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE PURCHASE OF HIGH-DENSITY FILING SYSTEMS FOR THE NEW POLICE FACILITY. DISCUSSION: Introduction The purpose of this agenda item is to authorize staff to purchase a high- density track filing system for evidence storage in the new Police Station. Historv As part of the award of the project for a new Police Station and City Hall, the Council approved a budget of $13.25 million dollars. A portion of that budget was identified for furniture, fixtures and equipment. The line item for furniture, fixtures and equipment was $300,000 and included the following items furniture, ceiling sails, track filing system, under counter refrigeration. Current Circumstances Instead of purchasing items such as furniture and equipment through the architect (who would have added an additional 6%) to the budget estimate, the Council authorized staff to solicit pricing for these items consistent with the City's purchasing policy. Chief O'Rourke has received two quotes for the track filing system that will be used in the Police Department property room for evidence storage. Basically, the system is a series of metal tracks on which sit large shelving systems. The shelves move easily along the track by rotating a handle. The system helps to maximize the amount of storage by eliminating the need for aisles between rows of filing cabinets. As such, the system allows us to better utilize the space within the police station allocated for evidence storage. ISSUES: Each quote received includes the total pricing for the Kardex system, including the product, installation, freight and tax, as follows: $16,483.10 $16,565.87 Staff recommends awarding the purchase to MidAmerica Systems as the low quote. FINANCIAL This item is $3,516.90 under the original estimate for the item, and funding is www.cityofpriorlake.com 1:\COUNCIL\AGNRPTS\2006\track fili~twffi~~m~c / Fax 952.447.4245 IMPACT: available under the furniture, fixtures and equipment line item in the Building Fund budget. ALTERNATIVES: 1. Motion and Second as part of the Consent Agenda to approve Resolution 06-XX authorizing the purchase of the Kardex track filing system from MidAmerica systems in an amount not to exceed $16,483.10. 2. Remove this item from the Consent Agenda for additional discussion. RECOMMENDED MOTION: Alternative #1. 1:\COUNCIL\AGNRPTS\2006\track filing system purchase.DOC WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION 06-xx A RESOLUTION AUTHORIZING THE PURCHASE OF KARDEX TRACK FILING SYSTEM FOR THE NEW POLICE STATION FROM MIDAMERICA BUSINESS SYSTEMS IN AN AMOUNT NOT TO EXCEED $16,483.10. Motion By: Second By: the construction of new Police Station and City Hall facilities is underway; and the intemal systems for the project, such as fumiture, phones, data, and audio visual equipment are to be solicited outside the construction or architect contracts in order to save project costs; and equipment designated for the new Police Station includes a track filing system to be utilized for storing evidence in the Property Management room; and staff has received quotes for this equipment and its installation consistent with the City's purchasing policy; and MidAmerica Business Systems has submitted the low quote; and the project estimate is within the budget provided for the project. NOW THEREFORE, BE IT HEREBV RESOLVED BV THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. Staff is hereby authorized to purchase the Kardex track filing system for the new Police Station from MidAmerica Business Systems in an amount not to exceed $16,483.10. 3. The Mayor and City Manager are hereby authorized to enter into the City's Standard Agreement with Contractor for the project. 4. Funding for this acquisition shall be allocated from the Building Fund Account 420-70205-570. PASSED AND ADOPTED THIS 17TH DAV OF JUL V, 2006. YES NO Haugen Haugen Dornbush Dornbush Erickson Erickson LeMair LeMalr Millar Millar Frank Boyles, City Manager I\COUNCI L \RESOLUTI\ADMINRES\2006\track fi Ii ng sy~dtyofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 ~ HALDEMAN-HOMME, INC. 430 INDUSTRIAL BOULEVARD MINNEAPOLIS, MINNESOTA 55413-2479 May 24, 2006 William O'Rourke City of Prior Lake Police Department Prior Lake Prior Lake, MN 55372 RE:SPACESAVERPROPOSAL Thanks again for giving Haldeman-Homme the opportunity to provide Spacesaver storage solutions for the Evidence Room REVIEW: Spacesaver Mobile Storage along with Modular Workstation RECOMMENDATION: PER SPECIFIED DRAWINGS TOTAL PROPOSED INVESTMENT: REVISED 06/15/2006 $16,565.87 MINNESOTA STATE SALES TAX INCLUDED. Lead time of 6 Weeks. ACCEPTED: Location Name Date Respectfully, HALDEMAN-HOMME, INC. By: Jim Burkart Note: This quotation for acceptance within 30 days. MID4RICA BUSINESS SYSTEMS 2500 Broadway ST NE Minneapolis, MN 55413 Phone:(612) 378-3800 Fax:(612) 378-3100 WWW.MID-AMERICA.COM Prior lake Police 16776 Fishpoint Rd SE Prior Lake, Mn 55372 iAttn: Bill O'Rourke pate: F.O.B. PO#: lSales Rep: Expiration: erms: Taxable: 6-06-06 Del Bill Bissonette 60 days Net 30 Yes Item # Description Qty Unit Price Extended Price 1 Movable Kardex Carriages 1 $4,184.00 $4,184.00 2 Shelving Heavy Duty 4 post 1 $5,564.00 $5,564.00 3 Hamilton Mail Center (per drawing) 1 $1,587.00 $1,587.00 4 Netlabels label Printing software N/C N/C 5 Installation I $3,050.00 $3,050.00 Subtotal: $14,385.00 Freight: $1,200.00 Tax: $898.10 Allow 4 to 5 weeks for Delivery Total: $16,483.10 By Executing below, is hereby duly authorized to provide products andl or services as outlined above to the Customer and the Customer agrees to pay Mid America for such products and services. Customer Signature: Customer Name/ Title: Date: Payments Terms: Net 30 Days Shipments are FOB SHIP POINT unless otherwise indicated above The Kardex Kompakt@ Me- chanical Assist System was designed to be an efficient high density storage system. A variety of configurations are available for efficient storage of almost any size or weight material: letter, legal, x-ray files, computer tapes, supplies, books, drugs, medical records, parts or inventory items. The carriages accept virtually any type of new or existing shelving. If your filing needs demand an economical filing system without sacrificing quality then consider the Mechanical Assist System by Kardex. Your local authorized Kardex dealer will help layout a custom system to accommodate your specific filing needs. KARDEX Information & Materials Manl{lomont Systems