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