HomeMy WebLinkAboutAgenda - 06-04-2002 - 8n t
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 4, 2002
Action Agenda
Item No. $-/I
SUBJECT: Bid Award. High Density Mobile Storage Shelving System for Social Services
DEPARTMENT: Purchasing and Social PUBLIC HEARING: (YIN) No
Services
ATTACHMENT(S): INFORMATION CONTACT:
Pam Jones, 245-2652
Bid Tabulation Nancy Boston 245-2800
Letter B inspection Report from State TELEPHONE NUMBERS:
Hillsborough 7324181
Chapel Hill 9684501
Durham 688-7331
Mebane 336-227-Ml
PURPOSE: To consider awarding a bid for a High Density Mobile Storage Shelving System for the
Department of Social Services (DSS).
BACKGROUND: State and Federal regulations require Social Services to maintain a case file that
contains all original documents pertaining to each diem. These records must be kept in a secure
location on premises at Social Services. Presently, 12,705 files are maintained in a room 17 by 32'
on wood shelves constructed by Public Works. The capacity of the shelves was surpassed some
time ago. Any flat surface In the room has become additional file storage. Beyond making file
retrieval and replacement inefficient, this room represents a significant fire risk. The North Carolina
Department of Human Services cited the County in March 2001 for not adequately protecting files an
records from fire, damage and theft. A copy of a letter dated March 20, 2001 from Eckel Wooten of
the North Carolina Department of Health and Human Services—Division of Social Services to then
County Commissioner Chair Stephen Halkiotis is attached.
The solution being proposed is the same shelving system installed in the records room at the DSS
Office at the Southern Human Services Center. The high density shelving system will double the
available filing space in the existing file room and is estimated to address the DSS filing needs for ter
years hence.
Bids were prepared and advertised on the Purchasing webeite. Seven biddem were invited to a site
visit/pre-bid meeting, of which five attended. Responses were received from two bidders. Per the
attached bid tabulation, Brannan Business Systems of Jamestown, North Carolina submitted the
lowest responsible bid that was responsive at a delivered and installed cost of$25,987.00 for an Aish
Saver MA-1000 System,
FINANCIAL IMPACT: Total coat of this action, if approved by the Board, would be$25,987,00.
Funds are available in the department's budget and are a result of under Spending during the current
year.
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RECOMMENDATION(S): The Manager recommends that the Dead award bid number 1271 for an
Aisle Saver MA-1000 high density mobile storage shelving system to Brannan Business Systems of
Jamestown, North Carolina,who submitted the lowest responsible bid that was responsive at a
delivered and installed cost of$25,987.00;and authorize the Purchasing Director to execute the
necessary paperwork.
BID TABULATION
BID # 232
BID FOR:HIGH DENSITY FILE SYSTEM &DAWARGEO TO:
CLOSINGDATE: 522-2002 BID PRICE:
CLOSING TIME 200PM BUDGETED AMOUNT:
VENDOR DELIVERY BIDCOSTDELIVERED
BRANNAN BUSINESS SYSTEMS WITHIN 56 $25.987.00
JAMESTOWN,NO DAYS
JE POPE COMPANY WITHIN 15 $33,195.43
RALEIGH,NO DAYS
INDOFF
SUMMERFIELD,NO NO BID
4
North Carolina Department of Health and Human Services
Division of Social Services
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