5.6. SR 02-24-2003TO:
FROI~I:
DATE:
SUBJECT:
Item
HEHORANDUH
Mayor and City Council
Lori Johnson, Finance Director
February 24, 2003
Authorize Award of City Hall Automated Filing System
#5.6.
Bid package 31 for automated filing systems for the city hall expansion project was not
awarded when the rest of the project bids were awarded last July. Haldeman-Homme was
the only bidder on the project with a bid of $51,476. Staff requested that this bid not be
awarded until more research could be done to determine exactly which filing units were
included in the bid.
This bid package includes automated filing systems for the planning, attorney, and finance
departments. Staff from each of these departments has now had an opportunity to view the
systems proposed, and based on that site visit and each department's individual filing needs,
adjustments were made. The bid price for the adjusted units remained the same as the
original bid amount of $51,476. However, recently two reconditioned units have become
available at a significant savings of approximately $9,500 each. The reconditioned units are
the same as the new unit bid for the attorney so one reconditioned unit will be purchased for
that department. Although the finance department's file unit ~vas to be slightly different,
department staff has come up with modified ways of filing records so that a reconditioned
unit will meet the department's needs. The reconditioned units are two years old or less and
are in excellent condition. Staff is recommending the purchase of these two reconditioned
units and one new unit for the planning department. (The reconditioned units have been
put on hold for the city since another company is also interested in purchasing them). The
total bid for all three units is $ 32,417, a savings o f $19,059 from the original bid o f $ 51,476.
There will be an additional one pick up and delivery charge of $350 for the used units and a
monthly storage charge of $200 for the few months that the units need to be stored.
Action Requested
City Council is asked to authorize the purchase of one new Remstar Media Station for the
planning department and two reconditioned Remstar Media stations for the attorney and
finance departments from Haldeman-Homme at a total cost of $32,417, plus delivery and
storage for the reconditioned units.
S:\COUNCIL\Lori\autofiles.doc