In preparation of renovation and improvements being completed at the Yolo County Central Library and Archives Center, located at 226 Buckeye Street in Woodland, the General Services Department and Library are requesting approval of a $110,000 moving and storage contract with Pacific Records Management. Pacific will pack, palletize and store approximately 6,300 linear feet of archives and approximately 2,400 boxes of records. Library staff visited the storage location and is confident that County historical documents will be safe and secure during storage. The site features Sonitrol alarms at every entry point, along with access controls concerning entrance, along with digital cameras recording all activity. The contract includes storage for six months, however, should the project take longer, the contract can be extended to accommodate the County's timeline. Pacific Records Management was selected from the State of California Master Moving Contract.
Additionally, Library and General Services are requesting approval of a $412,848 expenditure to Aurora for purchase of an electronic mobile shelving system. This system includes anti tip rails, fire park features, spare shelves, supports and reinforcements for all elevations. This system will be custom built for the County, and will be installed in the Spring, as the project reaches conclusion. Aurora was selected after a lengthy review process, and has been deemed the most appropriate solution for Archives storage needs. Should a change order to this purchase order be required by the scope of the project, General Services and Library are requesting authorization for the Procurement Manager to issue change orders up to 10% of the purchase value ($41,284). Any changes exceeding 10% will be brought to Board of Supervisors for approval.
In October of 2016, the Board of Supervisors approved the 2017-2019 Capital Improvement Plan, which included necessary renovations and improvements to the Central Library and Archives in order to meet the adequate environmental controls to best preserve the County's archived collection. Design and engineering for the project occurred during the 2017-2018 fiscal year, with major construction scheduled for the 2018-2019 fiscal year. Renovations to the Central Library and Archives Center were conceptually approved by the Board of Supervisors on May 31, 2016, with additional financing requirements being addressed through the Yolo County Public Agencies Financing Authority 2017 Lease Revenue Bond Issuance.
Approval for this project and the associated budget was received on July 24, 2018.
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