10/23/2001 - Laserfiche WebLink

Home Browse Search

In reviewing the best choice, it was necessary to understand that the Finance Department needs to have access to the records as frequently as daily. Both Archives Management and Storage Solutions offer delivery of those needed records, but the cost is not desirable especially from Palm City. By driving to Storage Solutions, the only charge that is levied would be a one -dollar retrieval fee. Archives Management in Palm city is clearly too far to drive. While U -Store -It is located in Indian River County, its remote location makes it inconvenient for staff to retrieve a document. The cost for the storage is based on cubic foot displacement and the fee charged by Storage Solutions is $.47 per cubic foot. Based on an estimate of files that might have to be stored, the estimated monthly charlue would be $603.01 monthly. The charge for the same storage by Archives Management is S.25 per cubic foot, which is less expensive, but the distance negates the savings and the delivery costs are also high. U -Store -It provides storage in individual 100 square foot units that are air-conditioned and under scrutiny of closed circuit TV cameras. Each of those units can be rented for S75 per month. It is estimated that at least 6 units would be necessary. There is no retrieval service offered and the time and distance to send an employee to obtain a record is not cost effective. Overall, this type of storage is likely to continue until such time as more comprehensive solution to record storage is determined. That could be resolved with either a new facility providing for storage or space in existing county facilities becoming available. RECOMMENDATION: In light of the sensitivity of these particular financial records and the need for Finance personnel to have quick reasonable access to these documents, Storage Solutions offers the best value for the storage currently needed. Staff recommends that the Board waive the normal bidding procedure and authorize the use of Storage solutions for reasons stated above and authorize the Chairman to execute a rental agreement with Storage Solutions subject to the County Attorney's approval of the agreement documents. ON MOTION by Commissioner Macht, SECONDED by Commissioner Stanbridge, the Board unanimously waived the normal bidding procedure and authorized the use of Storage Solutions and authorized the Chairman to execute a rental agreement with Storage Solutions subject to the County Attorney's approval of the agreement documents; as recommended by staff. OCTOBER 23, 2001 AGREEMENT IS ON FILE IN THE OFFICE OF THE CLERK TO THE BOARD -100- `� nr ' �; � t; J