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