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DEPARTMENT OF MANAGEMENT SERVICES <br /> CITY CLERK'S DIVISION <br /> October 27, 1999 <br /> TO: The Honorable Mayor and City Council Members <br /> FROM: Steve G ity Manager <br /> Rolanda Jo s , Assistant C' Manager <br /> Celeste Harris City Clerk('' '� <br /> Bill Turner, Building Inspec ' ns Superviso <br /> RE: City Records Center <br /> The City of Decatur Records Center is presently located at the Municipal Services Center. <br /> The records center is approximately 825 sq. ft. and is located adjacent to the vehicle maintenance <br /> area. Because of its location and size, the city has outgrown the space and many city records, <br /> particularly permanent and historical records, have suffered the severe temperature extremes of <br /> the facility as well as the significant accumulation of dust from vehicle maintenance. <br /> The City has the opportunity to relocate its records center to the Library annex (formerly <br /> the Sears Automotive Center). The proposed center will be located on the second floor of the <br /> facility and its capacity will be almost doubled - to 1500 sq. ft. The proposed center offers a <br /> larger, temperature-controlled storage area, and security measures not afforded at the present site. <br /> Bill Turner and I contacted five qualified contractors requesting a proposal. Of the five <br /> contacted, three responded - Drywall Associates, Steve Horve Builders and Romano Company, <br /> Inc. After a review of the three proposals, the city is recommending a contract be awarded to <br /> Drywall Associates as the lowest, responsive quote of $22,814.00. Funding will be from <br /> Non-Departmental. <br /> Other associated costs for the proposed records center will include additional shelving <br /> and moving expenses. A quote was obtained from Clifton Moving and Storage to relocate the <br /> city's records from its present location at the Municipal Services Center to the new records <br /> center. That cost is $944.00. <br /> The proposal to relocate and construct a larger records center is the result of a study done <br /> by the Budget and Technology Division. As the city's records manager, the City Clerk will <br /> continue her review of the city's records program researching and investigating alternative <br /> methods of records storage, feasibility of contracting out microfilm, etc. <br /> Staff recommends approval of the attached resolution and will be available to answer <br /> questions. <br /> Attachment <br />