Item No. 2.3
Discussion and consideration of setting a date for bidding process on moveable
shelving in the County Clerk's Office.
This item was discussion but no action taken until after with E. H. Hutton's
study is done and Workshop to be held on May 18, 1993.
COMMISSIONERS' COURT AGENDA REQUEST
"PLEASE FURNISH ONE ORIGINAL AND FIVE COPIES OF THIS F3E4UEST AND
D CUMENTS TO BE REVIEWED BY THE COURT
MADE BY: Patricia Dye
OFF{CE: Kerr County Clerk
MEETING DATE:~r~v__-~, 1993
TIME PREFERRED: 11 a , m.
SUBJECT: (PLEASE BE SPECIFIC) Discussion and set a date for
bidding process on moveable shelving in the County Clerk`s Office.
EXECUTIVE SESSION REQUESTED: YES _~~ NO
PLEASE STATE REASON FOR EXECUTIVE SESSION
ESTIMATED LENGTH OF PRESENTATION: 20 minutes
PERSONNEL MATTER - NAME OF EMPLOYEE: .~..
NAME OF PERSON ADDRESSING THE COURT: Patricia Dye
Time for submitting this request for Court to assure that the matter is posted in accordance
with Article 6252-17 1s as follows:
* Meetings held on Monday: 12:00 R.M. previous Wednesday
TH i S REQUEST RECE i VED BY: ~_
THIS REQUEST RECEIVED ON : ~
Ali Agenda Requests will be screened by the County Judge's Office to determine if
adequate information has been prepared for the Court's format consideration and action
at time of Court meetings. Your cooperation will be appreciated and contribute towards
your request being addressed at the earliest opportunity. See Agenda Request
Guidelines.
COUNTY CLERK - KERR COUNTY
SPECIFICATIONS FOR MOBILE SYSTEM/USF
GENERAL SPECIFICATIONS:
All major component parts included but not limited to the
tracks/rails, carriages, end panels and filing equipment must be
from one manufacturer to ensure that all warranties and
compatibility requirements are met.
Bidder to furnish all labor, materials, equipment, special tools,
supervision, and services required to complete high-density
mobile storage systems specified herein and shown on the
drawings. Carriages 1 and 1!2 of 2 on the drawing are shown
using existing shelving.
PRODUCTS:
Movement of this system is to be done by means of a chain and
sprocket drive system. ~e System will transmit
power through a direct drive to the drive wheels. Each handle
shall include an anti-roll safety lock. Gear reductions provided
shall allow for movement of more than one carriage at a time.
Each mechanical drive system shall provide ease of movement
throughout the system through a series of mechanically-operated
reductions. Gear ratio in this system is to be approximately
X000 lbs. to 1 lb. of pressure.
Tack Channel Housing/Rail:
All tracks to be supported by a track channel housing which shall
be constructed from 14 gauge cold-rolled steel with an
approximate 4" wide base of 12 gauge steel plate bolted or welded
to the bottom of the track channel. The track channel housing
should be anchored to the floor after leveling and the void area
between the floor. and the bottom of the steel plate is to be
filled with,a non-shrinking grout. Track or rail to have full
level capabilities and to be leveled to
between the track and the outside edges
to be filled with a neoprene gasket, so
order tv provide a flush floor that is
within 1/16". The space
of the track channel is
to have no exposed gaa in
free of gaps and spaces.

--~~
Page Two
Low profile rail to be approximately 5/$" square cold rolled
steel. Rails and deck to be level and flush with each other.
All rails shall be centered in the track housing and pinned
thereto. The rail, track channel and guide wheel configuration
shall eliminate the need for open or exposed guide channels in
the floor and deck area.
Deck:
Deck is to be fabricated from a minimum 3/4" thick, industrial
grade, particle board. Plywood deck surface will not be
acceptable. Finished deck height from existing floor to measure
approximately 1-3/4" depending on levelness of the floor. The
particle board deck shall meet or exceed the following:
Modulus of Elasticity - approximately 300 psi
Modulus of Rapture - approximately 1800 psi
Internal Bond - approximately 80 psi
Density - approximately 48 lbs./cubic foot
The deck shall be provided to create a smooth, level flush
surface between tracks which will support the weight of personnel
without unreasonable deflection. The deck shall meet the
following requirements: Deck to be supported by steel deck
support channels placed under the deck equal distances apart to
provide support to hold a minimum load of 250 lbs. per square
foot and limit the deflection to approximately 3/8". A ramp of
same materials as floor shall be placed at the front of the
assembly. Ramp is not to extend past the front of the units into
the main access aisle. A 16 gauge stainless steel ramp threshold
shall be attached providing a smooth entry from existing floor to
system floor. Deck panels to be covered with carpeting provided
by County Clerk and installed by Vendor.
~Theels
Each carriage shall have (2) wheels per rail. Each wheel shall
be fitted with (2) permanently sealed and shielded bearings
housed in self-aligning flanged pillow block having a dynamic
load rating of 2,200 pounds per bearing. Wheels with single,
center wheel bearing are not acceptable. All wheels shall be a
minimum of 5" in diameter, precision ground and balanced and
...~ constructed of solid case hardened steel for smooth operation. A
minimum of (4) guide wheels are required per movable carriage.
Guide wheels are to be machined with flanges on both sides of the
wheel.
~'~ Page Three
Hiah Profile Carriage:
Carriages are to be unit welded steel construction capable of
supporting a minimum load of 1,000 pounds per carriage foot
without distorting in any manner. Fixed carriages shall be of
the same construction and height as the movable carriages and
anchored to the rails for a complete, homogeneous system.
Carriage splices shall be the bolted type design to maintain
proper unit alignment. There shall be no slippage, drag or
windup in any splice or welded joint, All mobile carriages shall
be fitted with full length 1" minimum solid stress proof steel
drive shafts connecting all wheels on drive side of the carriage
with 3/16" x 2" square key and couplings. 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
movable carriages. All carriages are constructed from 12 gauge
steel and formed into 5" high by 2" long C-shaped channels. The
carriage cross rail members are formed of the same material and
are welded in place to the C-shaped channel where required.
Axles: The axles are to be made from 1" diameter solid
stressproof steel. Mechanical properties of the stressproof
steel are tensile strength of 125,000 psi yield strength of
`~ 100,000 psi.
End Panels:
End panels are to be fabric covered in manufacturer standard
fabric. Color chosen by County Clerk. The mechanical handle is
to be painted.
Deck/Carpet Edginq:
Stainless steel edging 1" x 3/8" x 5'0" to line both sides of the
rail, on all rails. The edging to fit down into the track
channel at one end and the other side to cover the carpet edge by
1"
WARRANTY:
The Manufacturer of the Mobile Filing System must warrant that
this product shall be free of defects in materials for a minimum
of (5) years and workmanship for a minimum of two years from the
completion date of installation of the Product on Manual and
Mechanical Systems. If the product is found to be defective in
material and/or workmanship within said warranty period, the
Manufacturer shall repair or replace, the nonconforming product
or part at the customer's facility at no charge to the customer.
Page Four
UNIT SPACEFINDER SPECIFICATIONS:
Specifications for the purchase of legal size filing equipment.
The equipment shall utilize unit file boxes supported on steel
rails with the capability of sliding the total length of each
bank of equipment without interruption with the exception of
where workshelves are installed. All support components shall be
thoroughly cleaned, phosphatized and painted with a mar resistant
enamel. Unit assemblies shall be furnished in modules
of 45, 42, 33 and 30 inches in both single and double sided
assemblies. They shall be free-standing in legal depth and shall
be available in a standard height of 84". Unit spacefinder can
be used with different size documents. The unit framework my be
changed to accommodate binders, cards, discs, microforms,
computer grinout --any media you use, for future needs
The maximum height of a standard spacefinder unit assembly shall
not exceed 84 inches. Distance between levels should be at least
11 inches to permit maximum efficiency when in-filing and
~ minimize damage to records which may protrude from folders. Each
filing level is tilted forward at a 5 degree angle to further
enhance in-filing and to allow for greater recognition capabili~
of the folder's tab, particularly for top tab folders.
P TS
Twelve (12) gauge steel post assemblies shall consist of a base
channel and an upright post electrically welded into an "L" or
"T" shaped assembly. The post shall be pierced with double rows
of trapezoidal shaped holes sequentially numbered on 1 inch
centers. These holes are used to engage the mounting hooks of
the various types of filing media; i.e. rails, shelves, etc. The
foot of the post is to be boxed formed so that it is completely
closed for use with or without trim.
RAILS
Fourteen (14) gauge steel rails shall be channel formed at both
top and bottom edges for strength and rigidity. At least one
channel formation shall be formed toward the front to provide a
hanging ledge for unit boxes. The ends of the rails shall have
engaging hooks and steel locking tabs pierced and die formed to
the proper shape and size to engage the post openings. The
combination of special holes and engaging locks shall provide a
wedge fit which when locked into place by the steel locking tab
provides a structure that is rigid and away resistant without the
--~ use of braces, on mobile systems.
Page Five
UNIT BOX - PLASTIC
Plastic unit boxes shall be made from high impact polystyrene
into a single piece mold with a reinforced hanging hook
integrally molded at the top back of the box which allows the box
to hang at a 5 degree tilt: The outside edge of the front and
top shall have a round molded bead edge for stiffness and safety.
The bottom of the box is to have cross ribs molded on the
underside for stiffness. The box shall be
with a surface finish of SPI-SP#3 to provide a semi-gloss
appearance with a maximum resistance to chipping. The inside
bottom of the boxes shall have molded ribs to prevent records
from sliding or slumping, running front to back at the height of
1/16 of an~inch. 6" wide unit boxes should have a slotted bottom
and back for use with plastic file supports when required.
Legal size unit boxes are 5-7/8" wide and 9" high with a cut-away
on the upper corner front edge, 4" on the vertical and 6-1/2" on
the horizontal.
WORKSHELVES
Retractable workshelves in 42" lengths shall be made of a 14
gauge steel framework with special hook and locking steel tab
formation for engaging unit posts. The shelf shall extend 26"
~ from post to provide working surface. The 18 gauge shelf shall
slide easily on Accuride suspensions and retract completely when
not in use. A positive locking device should hold the shelf when
in the retracted position.
TRIM
The end panels shall be box-formed from 20 gauge cold rolled
steel for rigidity, and have brackets properly formed to engage
the top and bottom panels, and are interchangeable left to right
and single face or double face. Sizes are 81"H x 16-1/4"W.
Polycarbonate/ nylon fasteners shall lock the end panels into
place without the use of tools. Top and bottom panels shall be
made of 20 gauge cold rolled steel. Size 30"W and 42"W. They
shall engage the end panels top bracket, top hangers and/or
bottom rail in fashion which will provide a stable durable
finished assembly. Top hangers are to be 14 gauge base with an
18 gauge reinforcement and full depth to prevent sagging, with
the help of 16 gauge reinforcing bars either 29" or 41" long by
3/8"D x 1-1/4"H. All trim components are thoroughly cleaned,
phosphatized, and painted with a high-grade baking enamel.
--,.
Page Six
FLAT SHELVES•
Flat shelves•are made of 14-gauge steel ends and 18-gauge steel
bodies electrically spotwelded into a one-piece unit. The ends
of the rails have engaging hooks and locking tabs pierced and die
formed to the proper shape and size to engage in post openings.
The combination of special holes and engaging hooks provide a
wedge fit which, when locked..into place by the locking tab,
provides a structure that is rigid and sway resistant without the
use of cross braces. The back top edge and front edge channel
formed for strength and rigidity. Shelves are 30" and 42" long.
Slots are pierced in back and bottom of shelves on 1-1/8" centers
to accept file supports. The entire assembly is thoroughly
cleaned, phosphatized, and finished in a high grade,_
File supports must be constructed of 20 gauge steel with three
flanges to engage to slots in shelf surface and shelf back. File
supports are 6-3/8" high x 14" deep to provide maximum support
for books.
INSTALLATION•
1. Kerr County shall keep the job site clear and free of
equipment and debris before and during the installation.
Electricity, heat/AC, shall be provided to vendor.
2. Delivery and installation will be made during normal working
hours.
3. Vendor is responsible to coordinate all movement of
materials with Kerr County to minimize congestion problems.
4. Kerr County will provide carpet and Vendor to provide
adhesive which the vendor will install on particle deck.
5. Kerr County is responsible to remove the trash from the job
site.
6. Public Liability, Workers Compensation and Property Damage
Insurance will be carried by Vendor, and Certificates of
Insurance will be furnished upon request. Fire, tornado,
flood and other insurance at the job site will be furnished
and paid for by Kerr County.
~~

Page Seven
7. Each bidder shall attach with his bid a document stating
full compliance with these specifications. Or a document
listing any and all deviations from these specifications.
It is the desire of the owner to have each item fully
detailed and explained and identified with the appropriate
section and number. Failure to provide this document will
disqualify the bidder.
8. Each bidder shall furnish a list of systems that have been
installed for at least five (5) years with the types of sys-
tems installed and the names of person to contact and their
telephone numbers.
1
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COUNTY CLERK - KERR COUNTY
SPECIFICATIONS FOR MOBILE SYSTEMIUSF
rENERAL SPECIFICATIONSs
All major component parts included but not limited to the
tracks/rails, carriages, end panels and filing equipment must be
from one manufacturer to ensure that all warranties and
compatibility requirements are met.
Bidder to furnish all labor, materials, equipment, special tools,
supervision, and services required to complete high-density
mobile storage systems specified herein and shown on the
drawings. Carriages 1 and 1/2 of 2 on the drawing are shown
using existing shelving.
PRODUCTS:
Movement of this system is to be done by means of a chain and
sprocket drive system. T~~ ~ySrEh~ will transmit
power through a direct drive to the drive wheels. Each handle
,-~ shall include an anti-roll safety lock. Gear reductions provided
shall allow for movement of more than one carriage at a time.
Each mechanical drive system shall provide ease of movement
throughout the system through a series of mechanically-operated
reductions. Gear ratio in this system is to be approximately
~n~c~ lbs to 1 lb of pressure
Track Channel Housing/Rail:
All tracks to be supported by a track channel housing which shall
be constructed from 14 gauge cold-rolled steel with an
approximate 4" wide base of 12 gauge steel plate bolted or welded
to the bottom of the track channel. The track channel housing
should be anchored to the floor after leveling and the void area
between the floor and the bottom of the steel plate is to be
filled with a non-shrinking grout. Track or rail to have full
level capabilities and to be leveled to within 1/16". The space
between the track and the outside edges of the track channel is
to be filled with a neoprene gasket, so to have no exposed aap in
order to provide a flush floor that is free of gaps and spaces.
Page Two
Low profile rail to be approximately 5/8" square cold rolled
steel. Rails and deck to be level and flush with each other.
All rails shall be centered in the track housing and pinned
thereto. The rail, track channel and guide wheel configuration
shall eliminate the need for open or exposed guide channels in
the floor and deck area.
Deck• ~
Deck•is to be fabricated from a minimum 3/4" thick, industrial
grade, particle board. Plywood deck surface will not be
acceptable. Finished deck height from existing floor to measure
approximately 1-3/4" depending on levelness of the floor. The
particle board deck shall meet or exceed the following:
Modulus of Elasticity - approximately 300 ps}
Modulus of Rapture - approximately 1800 psi
Internal Bond - approximately 80 psi
Density - approximately 48 lbs./cubic foot
The deck shall be provided to create a smooth, level flush
surface between tracks which will support the weight of personnel
without unreasonable deflection. The deck shall meet the
following requirements: Deck to be supported by steel deck
support channels placed under the deck equal distances apart to
provide support to hold a minimum load of 250 lbs. per square
foot and limit the deflection to approximately 3i8". A ramp of
same materials as floor shall be placed at the front of the
assembly. Ramp is not to extend past the front of the units into
the main access aisle. A 16 gauge stainless steel ramp threshold
shall be attached providing a smooth entry from existing floor to
system floor. Deck panels to be covered with carpeting provided
by County Clerk and installed by Vendor.
Wheels:
Each carriage shall have (2) wheels per rail. Each wheel shall
be fitted with (2) permanently sealed and shielded bearings
housed in self-aligning flanged pillow block having a dynamic
load rating of 2,200 pounds per bearing. Wheels with single,
center wheel bearing are not acceptable. All wheels shall be a
minimum of 5" in diameter, precision ground and balanced and
constructed of solid case hardened steel for smooth operation. A.
minimum of (4) guide wheels are required per movable carriage.
Guide wheels are to be machined with flanges on both sides of the
wheel.
Page Three
High Profile Carriage
Carriages are to be unit welded steel construction capable of
supporting a minimum load of 1,000 pounds per carriage foot
without distorting in any manner. Fixed carriages shall be of
the same construction and height as the movable carriages and
anchored to the rails for a complete, homogeneous system.
Carriage splices shall be the bolted type design to maintain
proper unit alignment. There shall be no slippage, drag or
windup in any splice or welded joint: All mobile carriages shall
be fitted with full length 1" minimum solid stress proof steel
drive shafts connecting all wheels on drive side of the carriage
with 3/16" x 2" square key and couplings. 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
movable carriages. All carriages are constructed from 12 gauge
steel and formed into 5" high by 2" long C-shaped channels. The
carriage cross rail members are formed of the same material and
are welded in place to the C-shaped channel where required.
Axles: The axles are to be made from 1" diameter solid
stressproof steel. Mechanical properties of the stressproof
steel are tensile strength of 125,000 psi yield strength of
100,000 psi.
End Panels:
End panels are to be fabric covered in manufacturer standard
fabric. Color chosen by County Clerk. The mechanical handle is
to be painted
Deck/Carpet Edainq:
Stainless steel edging 1" x 3/8" x 5'0" to line both sides of the
rail, on all rails. The edging to fit down into the track
channel at one end and the other side to cover the carpet edge by
1"
WARRANTY:
The Manufacturer of the Mobile Filing System must warrant that
this product shall be free of defects in materials for a minimum
of (5) years and workmanship for a minimum of two years from the
completion date of installation of the Product on Manual and
Mechanical Systems. If the product is found to be defective in
material and/or workmanship within said warranty period, the
Manufacturer shall repair or replace, the nonconforming product
or part at the customer's facility at no charge to the customer.
Page Four
i~NIT SPACEFINDER SPECIFICATIONS•
Specifications for the purchase of legal size filing equipment.
The equipment shall utilize unit file boxes supported on steel
rails with the capability of slid~.ng the total length of each
bank of equipment without interruption with the exception of
where workshelves are installed. All support components shall be
thoroughly cleaned, phosphatized and painted with a mar resistant
cool grey enamel. Unit assemblies shall be furnished in modules
of 45, 42, 33 and 30 inches in both single and double sided
assemblies. They shall be free-standing in legal depth and shall
be available in a standard height of 84". Unit spacefinder can
be used with different size documents. The unit framework my be
changed to accommodate binders, cards, discs. microforms
computer prinout --any media you use for future needs
The maximum height of a standard spacefinder unit assembly shall
not exceed 84 inches. Distance between levels should be at least
11 inches to permit maximum efficiency when in-filing and
`~~ minimize damage to records which may protrude from folders. Each
filing level is tilted forward at a 5 degree angle to further
enhance in-filing and to allow for greater reco~n~tion capability
of the folder's tab, particularly for top tab folders.
P TS
Twelve (12) gauge steel post assemblies shall consist of a base
channel and an upright post electrically welded into an "L" or
"T" shaped assembly. The post shall be pierced with double rows
of trapezoidal shaped holes sequentially numbered on 1 inch
centers. These holes are used to engage the mounting hooks of
the various types of filing media; i.e. rails, shelves, etc. The
foot of the post is to be boxed formed so that it is completely
closed for use with or without trim.
RAILS
Fourteen (14) gauge steel rails shall be channel formed at both
top and bottom edges for strength and rigidity. At least one
channel formation shall be formed toward the front to provide a
hanging ledge for unit boxes. The ends of the rails shall have
engaging hooks and steel locking tabs pierced and die formed to
the proper shape and size to engage the post openings. The
combination of special holes and engaging locks shall provide a
wedge fit which when locked into place by the steel locking tab
provides a structure that is rigid and sway resistant without the
use of braces, on mobile systems.
Page Five
UI~IIT BOX - PLASTIC
Plastic unit boxes shall be made from high impact polystyrene
into a single piece mold with a reinforced hanging hook
integrally molded at the top back of the box which allows the box
to hang at a 5 degree tilt: The outside edge of the front and
top shall have a round molded bead edge for stiffness and safety.
The bottom of the box is to have cross ribs molded on the
underside for stiffness. The box shall be cool grey in color,
with a surface finish of SPI-SP#3 to provide a semi-gloss
appearance with a maximum resistance to chipping. The inside
bottom of the boxes shall have molded ribs to prevent records
from slidino or slumping, running front to back at the height of
1/16 of an inch. 6" wide unit boxes should have a slotted bottom
and back for use with plastic file supports when required.
Legal size unit boxes are 5-7/8" wide and 9" high with a cut-away
on the upper corner front edge, 4" on the vertical and, 6-1/2" on
the horizontal.
WORKSHELVES
Retractable workshelves in 42" lengths shall be made of a 14
gauge steel framework with special hook and locking steel tab ~
formation for engaging unit posts. The shelf shall extend 26"
from post to provide working surface. The 18 gauge shelf shall
slide easily on Accuride suspensions and retract completely when
not in use. A positive locking device should hold the shelf when
in the retracted position.
TRIM
The end panels shall be box-formed from 20 gauge cold rolled
steel for rigidity, and have brackets properly formed to engage
the top and bottom panels, and are interchangeable left to right
and single face or double face. Sizes are 81"H x 16-1/4"W.
Polycarbonate/ nylon fasteners shall lock the end panels into
place without the use of tools. Top and bottom panels shall be
made of 20 gauge cold rolled steel. Size 30"W and 42"W. They
shall engage the end panels top bracket, top hangers and/or
bottom rail in fashion which will provide a stable durable
finished assembly. Top hangers are to be 14 gauge base with an
18 gauge reinforcement and full depth to prevent sagging, with
the help of 16 gauge reinforcing bars either 29" or 41" long by
3/8"D x 1-1/4"H. All trim components are thoroughly cleaned,
phosphatized, and painted with a high-grade baking enamel.
Page Six
FLAT SHELVES:
Flat shelves are made of 14-gauge steel ends and 18-gauge steel
bodies electrically spotwelded into a one-piece unit. The ends
of the rails have engaging hooks and locking tabs pierced and die
formed to the proper shape and size to engage in post openings.
The combination of special holes and engaging hooks provide a
wedge fit which, when locked. into place by the locking tab,
provides a structure that is rigid and sway resistant without the
use of cross braces. The back top edge and front edge channel
formed for strength and rigidity. Shelves are 30" and 42" long.
Slots are pierced in back and bottom of shelves on 1-1/8" centers
to accept file supports. The entire assembly~is thoroughly
cleaned, phosphatized, and finished in a high grade
baked enamel.
File supports must be constructed of 20 gauge steel with three
flanges to engage to slots in shelf surface and shelf back. File
supports are 6-3/8" high x 14" deep to provide maximum support
for books.
-' INSTALLATION:
1. Kerr County shall keep the job site clear and free of
equipment and debris before and during the installation.
Electricity, heat/AC, shall be provided to vendor.
2. Delivery and installation will be made during normal working
hours.
3. Vendor is responsible to coordinate all movement of
materials with Kerr County to minimize congestion problems.
4. Kerr County will provide carpet and Vendor to provide
adhesive which the vendor will install on particle deck.
5. Kerr County is responsible to remove the trash from the job
site.
6. Public Liability, Workers Compensation and Property Damage
Insurance will be carried by Vendor, and Certificates of
Insurance will be furnished upon request. Fire, tornado,
flood and other insurance at the job site will be furnished
and paid for by Kerr County.
Page Seven
7. Each bidder shall attach with his bid a document stating
full compliance with these specifications. Or a document
listing any and all deviations from these specifications.
It is the desire of the owner to have each item fully
detailed and explained and identified with the appropriate
section and number. Failure to provide this document will
disqualify the bidder.
Specifications of Nbveable
Shelving in the County
Clerk's Office