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Home My WebLink AboutAgenda Report - August 7, 1991 (80)CITY OF LODI COUNCIL COMMUNICATION COUNCIL COMMUNICATION AGENDA TITLE: Purchase of %bbile Filing Systan for Police Department WEETING DATE: kqust 7, 1991 PREPARD BY: Police dzief RECDVENDED ACTION: That the City Ccu)cii authorize the purchase of one mechanical -assist rrobile file systErn man&dactured and sold by Tab Products, for the wrou of $11,281.77. BACK( JND INFWTION: With the growing n ber of active files, this system will provide for more records to be kept for a Iger period of time. The Records area is severely I invited in storage and filing space. This mobile storage and f 1 ing systm will provide a 1150/oirrcrease in filing space in a limited office area, as w I I as providing additional floor space for two omloyee Is asks and carpvier work stations being rroved frau another office. Tab storage files are of high quality and durability, and are used in many City departments, lei to standardization in the use of folders, dividers, and accessories. Although several manufacturers produce a bi le filing system, Tab systems are cnnsicer d a better overall valueirucause of safety features, alI-molded construction, a full -lith drive systam, and the ability to change gear ratios as height of the carriages increase. Stan isIaus Canty recently installed Tab mobile f i 1 i N systems in both Superior and Mm i c i pa 1 Court of fices, c iting out stand i ng duality and durability as features warranting selection of Tab system over other brands. Lodi M3wrial Hospital also utilizes Tab mobile filing systems due to their superiorhorlk record. MING: $11,275.00 for this systsn is included due to a 4%. Ppril price increase, most FAW:sm in the approved 1991-91 b xat. The $6.77 shortage is of which was absoried by the provider. FloYd Wirliwr_-, Chief of Police Prepared by Capta in J im Schick, Services Division Co mander n APPROVED: _`'r i � THOMAS A. PETERSON City Manager 04 CC -2 MEMORANDUM, Finance Department, Purchasing Division TO: Sandy Meyers, Department Secretary FROM: Joel Harris, Purchasing Officer DATE : July 18, 1991 SUBJECT: Tab Mobile Filing System On July 15, Tab representative John Enial ran submitted a revised quotation fcr your TAB Trac Mobile File System with Aurora shelving, which totalled $11,295.59, or within about twenty dollars of your budgeted amount of $11,275. However, the quotation included sales tax figured at 6%, rather than the 7.758 rate currently in effect. The total price of the system, when figured with the 7.35% tax rate, totalled $11,466.07, or $191 over your budgeted amount. I discussed the situation with John, and asked him to look at the $666.30 freight cost on the Aurora shelving. I -b responded with a revised freight rate of $482.00, which brought the total system cost to $11,281.77, or $6.77 over budget. The revised figures for the total system, then, are as follows: TAB Trac Mobile File System $8,095.80 Less Discount — 3,001.80 Subtotal $5 ,094.00 Freight 303.25 7.75% Sales Tax 394.79 Total TAB Trac Aurora Shelving 67,348.25 Less Discount — 4,041.50 Subtotal $T,—TOT, 7 5 Freight 482.00 7.75% Sales Tax 256.27 Total Aurora Shelving Installation $1,340.80 7.75% Sales Tax 103.91 Total Installation Grand Total $5,792.04 $4,045.02 $1,444.71 $11,281.77 CITY Or LODI Pa�fG�E �t�A2fijt.fc,�' i STAT/ o/! RR. y t N/ -jb�. REe ESENTEO BY: 'THE OFFICE PLANNING GROUP, INC. PROCUCTS CO �, TAB OF CENTRAL CALIFORNIA 11330 SUNRISE PARK DRIVE. SUITE B RANCHO COROOVA. CALIFORNIA SWWO TELEPHONE: (9 I5) 638-2999 FAX: (9 161 63B-3381 July 11, 1991 Joel E. Harris, Purchasing Manager City Of Lodi 1331 South Ham Lane Lodi, CA 95242 Dear Joel, Attached is a set of specifications for 'TU Is mechanical assist mobile file system. The following are some points I believe that makes TAB's system unique and of a high quality. Tracks of the system are laser leveled and grouted into place. The advantage of this is that the tracks will not sag, as occasionally happens when shims are used. When tracks are laser leveled, carriage drift is non-existent. All wheels are 5" in diameter and are double flanged. The large wheels with its sealed bearings allows movement ;with a minimum of effort and the double flange wheels prevent the carriages from racking. Carriages are an all welded unit which insures maximum str- ength. A solid steel 3/4" diameter shaft connects all drive wheels. This eliminates wear, prevents racking and insures reliability. The decking is 3/4" particie board and will not warp as occasionally is the case when plywood Is used. A flush floor is provide for either carpet or tile covering and a neopreme strip closes the gap between track and deck material.This prevent staples, paperclips and other material from gathering and possibly damaging the system. Safety is also enhanced as individuals with high heels will not catch them on the rails or tracks. The entry ramp and stainless steel threshold pro- vides smooth access to aisles and with a minimum of wear when file carts are used. The entire installation is under warranty for a period of (5) years material and (2) years workmanship from date of install- ation. The warranty shall cover the entire installation again- st defects in materials and workmanship. Installation and any f PP.:jIWCTB CO TAB OF cr=NTRAL CALIFORNIA 11330 SUNRISE PARK DRIVE. SUITE 6 RANCH -D COROOVA. CALIFORNIA 95742 TELEPHONE: (916) 636-2999 FAX: (9 161 63B-3961 Joel E. Harris, Purchasing Manager City Of Lodi maintenance required is provided by our office in Rancho C ordova. Our installers and maintenance staff are factory trained and certified. A maintenance agreement at the end of the warrenty period is available if one is desired. Joel, if you require additional information or if references are required, please call on me. Sincerely; exe John F. Enj a' %/ran Systems Markt.Ahg Consultant SUBJECT: SPECIFICATIONS TAB-TRAC 80 SPEC;FICATIONS 8-1 JANUARY 1991 Scope or Work Total instalfation including shelving, carriages, deck and track assembly shall be performed by factory authorized Service Technicians, leaving installation complete, clean and ready to use. Responsibility it is the responsibilitycf the bidder to become fully informed as to the nature and extent of the work required and its relation to any other work in the building. Qualifications The entire system including the carriages, the deck and tracking assembly shall be manufactured by a firm regularly engaged in the manufacturing of steel movable storage systems for at least five years. Design Flexibility The manufacturer must have the ability to incorporate their shelving, existing shelving, or other manufacturer's shelving, utilizing all existing components with additional components. This flexibility shaft include the ability to install the entire system in any normal construction including a raised computer grid floor, and to recess the track in concrete floors. Workmanship Framing parts shall be straight, square, and plumb. All parts shall be aligned and securely fastened. Any connections requiring welding or boiting shall be finished and non-abrasive. Any exposed surface of the installation with which personnel may come in contact shall be smooth and non-abrasive. Colors Carriages are painted and finished with powder coat epoxy in decorator colors. End panels are available in a wide choice of laminates or fabrics. Page t JANUARY 1991 c. 8-1 Warranty "I•he entire installation is under warranty for a period cf (5) years material and (2) years workmanship from the date of installation for manual and mechanical systems, and (2) years material and workmansnip for electrical systems (5years on electricalnxA3=) . The warranty shall cover the entire installation against defects in materials and workmanship. Maintenance Agreement The bidder shalt offera maintenance agreement at the end of the warranty period to cover all parts and labor. Page 2 8-1 JANUARY 1991 Tab -Trac Low Profile Track and Rail Specifications i.o Tracks snail be designed to be attached on top cf concrete floor and to allow for adjustment so tracks can be leveled over an uneven floor. 1.1 Tracks shall be located and positioned properly, leveled and grouted, allowing at least 1/2" forgrout under high point of floor. The void area between the track and floor should be completely filled with a non -shrink grout. Shimming of the rails for leveling and/or support purposes is not acceptable. 12 Each track shall have a minimum base area of 4". 1.3 All track and rail lengths must extend under all stationary ranges. 1.4 Levelness of rails equais 1/16" maximum variation from true level within any module; 1/16" maximum variation between adjacent rails perpendicular to rail direction. 1.5 The rail is to be 5/8" square cold -rolled steel. Each section to be a minimum cf 8' with shorter sections used only to terminate each individual rail assembly. In addition, each end of the rail overlaps the track housing and is pinned to the track with a 1/4w diameter roll pin. 1.6 An rail connection joints shall provide horizontal and vertical continuity between rail sections and gradually transfer the concentrated wheel point load to and from adjoining rail sections. 1.7 The grout used shall be a ready -mixed high strength, controlled expansive grout with superior dynamic load stability, which when mixed with water will harden rapidly to produce a permanent foundation for the system. 1.8 Grout shall be non -corrosive, non-metallic and non -shrink. Specifications for the grout after curing is a minimum strength of 8,100 PSI. 1.9 Grout will reduce rair deflection, maintain alignment and eliminate separation. 1.10 All tracks are to be supported by a U-shaped track channel housing which shall be constructed from 14 gauge steel. A 12 gauge steel plate is bolted to the bottom cf the track channel. for leveling. Page 5 JANUARY 1991 j,1rt The rail shall sit in•the middle of the track channel housing and held in place by 5/16 high lances, which are pierced in the track channel which overlaps each track splice joint. 1.12 The space between the track and the outside edges of the track channel is to be filled with a neoprene, medium -density gasket in order to provide a flush floortnat is free of gaps and spaces. 1.13 Of Applicable) Anti -tip shall be mounted io the track housing and meet the building codes and seismic applications. Overhead anti -tips unacceptable. Page 6 IP JANUARY 1991 8-1 2.0 The deck is to be constructed cf 3/4" thick, 45 lbs. per square foot density industrial grade particle board. 2.1 Finished flooring shall be flush and level with the top of the rails. 2.2 There should be no open gaps or spaces between the decking ani- acks. 23 The ramp shall be constructed and finished in and cf the same material as the deck. 2.4 The ramp shatl not extend past the end cf the carriages into the main access aisle. 25 Decking and ramp shall be installed in a manner that will prevent warping, deformation and movement during nomlal operation and loading. 2.6 Deck to be supported by 2" wide support channels placed under the deck on 16" centers to provide support to hold a minimum of 250 pounds per square foot. 2.7 A 16 gauge stainless steel ramp threshold shall be attached providing smooth entry from existing floor to system floor. 2.8 Decking and ramp to be covered, the floor covering shall be supplied by the manufacturer or others. Page S JANUARY 1991 Tab -Trac Low Profile Carriayes (3" High) Specifications 8-1 3.0 All carnage side members shall consist cf 1" wide X 3" high X 14 gauge welded rectangular steel tubing capable of supporting 700 pounds per carriage foot. 3l Fixed carriages shall be of the same construction and -height as the movable carriages and anchored to the rails for a complete homogeneous system. 32 Carriage splices shall be the bolted type design to maintain proper unit alignment. There shall be no slippage, drag or windup in splice or joint. 3.3 Each carriage shalt have (2) wheefs per rail. Each wheel shall be fitted with (2) permanently sealed and shielded bearings housed in self aligning Ranged pillow block having a dynamic load rating of 2,200 pounds per bearing. Wheels with single, center wheel bearing are not acceptable. 3.4 All wheels shall be a minimum cf 3-7/8" in diameter, precision ground and balanced and constructed of solid case hardened steel for smooth operation. 35 A minimum of (4) guide wheels are required per movable carriage. Guide wheels are to be machined with flangeson both sides cf the carriage. 3.6 All mobile carriages shalf be fitted with full length 3/4" minimum solid stressproof st.:el drive shaft connecting all wheels on drive side of the carriage with 3/16" x 2" square key and couplings. 3.7 Complete drive shaft and wheei assemblies shall exhibit no play or looseness over the entire length of the carriage. 3.8 AT splices and connections between drive shafts and axles shall be by means cf securely retained coupling method. 3.9 Rubber bumpers shall be mounted to the carriage face to protect material which may extend beyond the shelf face and provide positive stop for all movabie carriages. 3.10 The carriage crossrail members are to be formed into C-shaped channels frcm 12 gauge steel. The crossrails shalt be attached io the carriage side tubes with 5/16" x 18 keps nuts. Page .0 r JANUARY 1991 8-1 Tab -Trac Mechanical Drive Specifications 4.0 Mechanical assist systems are moved mechanically by means cf a chain and sprocket reduction drive system which is operated by hand. Each movable carnage is provided with a continuous drive shaft driving ail drive wheels. 4.1 The mechanical assist handle shall be cf (3)spoke design. The transfer cf power from the mechanical handle to the driveshaft shall be direct drive chaindriven. 4.2 All chains and sprockets shall be concealed for safety, yet be readily accessible for ease of maintenance. Exposed chains and sprockets are unacceptabfe. 4.3 The gearing mechanism of the drive assembly must be easily accessible and able to accept larger or smaller sprockets depending on media weight changes. Page 11 JANUARY 1991 Tob=TW Fk)Wvd End Paneb SHOD ns 5.0 Each end panel shail be designed to allow ri< «-le anri aasv Gprvirp to a!t components and be adjustable. 5.1 All end panels shall be of one piece construction, joints or seams are unacceptable- Panels will be the ful height and width of the range with finished End panel color wM be chosen by end user. Page 16 TM SCAB • TRAC CARRIAGE SECTION JULY 1985 T -T # 1-3 • PACE o IDLER WHEEL • CARRIAGE W!2 SEALED BALL BEARINGS MANUAL VERSION � i FLANGED WHEEL \ 1 c. 12 GAUGE STEEL S" HIGH X 2'• FLANGE. ALL WELDED CONSTRUCTION IDLER WHEEL W/2 SEALED ! G (� BALL BEARING CARRIAGE FLANGE MOUNTED BALL BEARING MECHANICAL -ASSIST CHAIR{ VERSION GUARD Y" DIA STEEL �� •.. DRIVE SHAFT �` DRIVE WHEEL CHAIN \ / TIGHTENER ��• Icy `�� I i 12 GAUGE STEEL R t 6'• HIGH X Y' FLANGE, ALL WELDED i CONSTRUCTION I' IDLER WHEEL vv/2 COUPLING SEALED BALL BEARING �1•" FLANGE MOUNTED •• BALL BEARING MECHANICAL DRIVE 1C" DIA STEEL DRIVE SHAFT _CARRIAGE END CAP SAFETI SWEEP DRIVE WHEEL CARRIAGE \ GEAR CONTROL BOX MOTOR L CARRIAGE ELECTRICAL. VERSION MANUAL OVERRIDE 12 GAUGE STEELS" HIGH X Y' CONSTRUCTION sPACUNXe Post$ its 1 JULY 1985 T -T #1-3 TAS-TRACTM MANUAL SYSTEM PACE 8 NEOPRENE SEAL HELVING CARRIAGE OPTIONAL QUAL ENTR`! RAMP RAIL ECK REINFORCING G �- .................. a JULY 1985 T -T #1-3 TAS-TRACTM MANUAL SYSTEM PACE 8 NEOPRENE SEAL HELVING CARRIAGE OPTIONAL QUAL ENTR`! RAMP RAIL ECK REINFORCING G RESOLUTION NO. 91-141 A RlSGLU1I0N OF THE LORI CITY CXT'VC7I. APPROVIlVC THE PLIXIIASE OF ONE NIECHWCAL ASSIST TAB PRODUCTS MOBILE FILING SYSIFK APPROVED IN THE 1991-92 BUDGET FOR THE LODI POLICE DEPARTMENT WHEREAS, Lodi Municipal Code, Section 3.20.070, authorizes dispensing with bidding procedures for purchases of supplies or property when the City Council determines that the purchase or method of purchase would be in the best interests of the City; and VMERM a mobile records filing sys tem was approved in the 1991-92 Fiscal Year Budget for the Lodi Police Department, and that Department wishes to purchase a file system manufactured and sold by Tab Products; and WHEREAS, Tab products have a reputation for outstanding quality and durability and are now used in many City Departments, allowing for standardization in the use of folders, dividers, and accessories; NOW, THEREFORE, BE IT RE90LVED, that the Lodi City Council hereby approves the purchase of one Tab Products mechanical -assist mobile filing system for the Lodi Police Department in the amount of $11,281.77, an increase of $6.77 over the amount approved in the 1991-92 Fiscal Year budget. Dated: August 7, 1991 I hereby certify that Resolution No. 91-141 was passed and adopted by the Lodi City Council in a regular meeting held August 7, 1991 by the following vote: Ayes: Council Members - Pennino, Pinkerton, Sieglock, Snider and H i nchman (Mayor) Noes: Council Members - None Absent: - Council Members - None Alice M. Rei the City Clerk 91-141 RE591141/TXTA.02J