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CONSENT ITEM 5E <br /> <br /> <br />MEMORANDUM <br /> <br />DATE: January 27, 2014 <br /> <br />TO: Honorable Mayor and City Councilmembers <br />Patrick Klaers, City Administrator <br /> <br />FROM: Amy Dietl, City Clerk <br /> <br />SUBJECT: Purchase of Central File Storage System <br /> <br />Budgeted Amount: Actual Amount: Funding Sources: <br />$25,000.00 $23,568.25 Building Repair and <br />Maintenance Fund <br /> <br />Discussion <br /> <br />In order to achieve Council goal 1 (maintain city records), the 2014 Capital Improvement Plan <br />(CIP) contains a $25,000 item for the purchase of a central file storage system (a copy of the CIP <br />detail page is attached). The price quoted by American Filing Solutions includes freight, <br />delivery, assembly, and installation. The estimated production lead time is four weeks. <br /> <br />The Mobiletrak5 System was customized by American Filing Solutions based on measurements <br />of the vault storage room in the basement at City Hall. The system will contain a combination of <br />archive box storage space, slatted shel for <br />file folders (which is compatible with the current labeling system), and two locking cabinets to <br />store human resource files and other confidential paperwork. All components of the system will <br />roll on a track system which allows for maximum storage space while offering ease of access to <br />the files stored within the system. Staff believes that with this system, all City documents will be <br />safely and conveniently stored in one location; the fire proof vault storage room. <br /> <br />Requested Action <br /> <br />The City Council is requested to authorize the purchase of a central file storage system from <br />American Filing Solutions in the amount of $23,568.25. <br /> <br />Attachments <br /> <br />Attachment A: CIP Detail Sheet <br />Attachment B: Central file storage system quote and specification/drawing sheet <br />