BID SPECIFICATIONS
LEKTRIEVER FILING SYSTEM
CABELL COUNTY CLERK’S OFFICE
The Cabell County Commission (the Commission) will accept sealed bids for the following hereinafter described:
Bids will be accepted for a Lektriever 2000 File Unit with 22 letter/legal lateral and letter tray carriers, that are 116.98 inches wide. Each carrier will hold 9 letter trays for a total of 198 letter trays. Lektriever is to be 141 inches tall, 130.86 inches wide, and 59.5 inches deep including the work surface. Lektriever is to be installed in the Cabell County Clerk’s Office, Cabell County, West Virginia.
The Lektriever Filing System is to be equipped with the following options:
A Posting Board work surface that will be fixed stationary in the standing position at 40.5 inches above the floor,
A motorized locking security door, a standard task light above the media access opening, and capability for security pass code protection to limit access to sensitive media,
A 2-line 20-character alpha-numeric readout display located at the membrane touch-pon on the operator console,
A run-time meter, and,
A preventative maintenance indicator.
Lektriever Filing system must have the capacity to store 3,000 lateral file inches of letter sized media using existing top tab folders.
1.0 Scope:
This specification set forth the general product requirements for an automated electromechanical filing, storage and retrieval system.
2.0 Power Requirements
Each unit shall require a single-phase grounded electrical service of 20 amperes with a voltage of 105 VAC to 125 VAC from 50 to 60 Hz. The conveyor drive motor shall have an intermittent duty rating of 1 ˝ H.P.
Each unit shall be labeled with the UL Listing Mark to certify that the entire unit has met UL’s safety requirements.
3.0 Human Factors
The location of the operator control shall be within arm’s reach when sitting or standing at the work surface. At the sitting level, the bottom surface of the work surface shall be 27” from the floor and the top surface shall be 29 ˝” from the floor in the 11” pitch units and the 13” pitch units. In the standing position, the top surface shall be 40 ˝” from the floor.
4.0 Safety
Safety devices shall be designed to immediately stop the conveyor system if any obstruction exists between the carrier and work surface or steel sliding door. These devices will be designed “fail-safe”. A second non-identical protection system shall be incorporated to provide redundancy.
4.1 The primary safety system shall be comprised of two “floating safety bars” spanning the entire width of the operator access opening. The safety bars are located at the lower work surface level and at the upper security door level.
The control system shall incorporate both an electromechanical means and an electronic means to provide two non-identical methods to respond to safety bar activation. This redundant “fail-safe” method assures a proper safety response even in the event of a failure of one of the control system circuits. The safety system shall be monitored by the control at all times.
Additional safety devices also stop and prevent movement if any operator accessible panels have been removed.
4.2 A second protection system will be comprised of two “infrared light beams” spanning the entire width of the operator access opening. The light beams immediately stop movement when obstructed and are located at the lower work surface level and at the upper security door level. The light beams shall also provide media protection by stopping the machine if any media is excessively protruding from a carrier as it leaves the operator access opening.
4.3 Should any of the safety systems be activated, the unit will immediately stop all movement, an audible sound will alert the operator, and a message will be displayed on the operator console that identifies the activated safety device that stopped the unit.
After a safety device has stopped the unit, the unit shall be permanently prevented from operating until the safety systems have been restored to its normal operating condition by removing the cause of the safety detection.
After a safety device has stopped the unit, the unit shall not automatically restart until the operator intentionally starts the unit at the operator control console.
5.0 Carrier Positioning
The carrier positioning system shall be completely controllable by the operator control console and may be operated from either the standing or seated position to aid in the viewing of the carrier contents as they are rotated.
Selected carriers shall be automatically positioned at the operator work surface by using the shortest path method of rotation to optimize access time.
After using the scanning method to view moving carriers, movement will stop by automatically positioning the next accessible carrier at the operator work surface.
When the unit is turned on, a selected carrier will normally be moved directly to the operator without performing any initial cycling or indexing sequences, even if power has been removed from that unit.
A means shall also be provided to operate the unit manually, without the aid of power through the use of a hand crank. The hand crank shall be accessible by the operator from the front of the unit. A safety device shall prevent the motor from operating in the event that power has not been properly removed or disconnected while the unit is being operated manually with the hand crank feature.
6.0 Operator Control Console (OCC)
The operator control console shall be located at the front edge of the work surface for ease of control. The console will consist of a smooth surface washable keypad that includes a 2 line, 20-character alphanumeric display. The console also provides a protected index window to allow indexing notes to be maintained to aid in locating items stored in the unit.
The console alphanumeric display provides carrier selection information, unit and safety status information, and supplementary item information when the unit is operated in remote mode.
The console keys will provide the following basic features:
a. An “ON/OFF” key will turn the unit on and off.
b. Three green keys will either start automatic movement or manual up and down movement.
c. A “Stop” key will immediately stop all movement.
d. A “Light” key will turn overhead light on and off.
e. A “Door” key raises and lowers the optional access door.
f. A “Remote/Manual” key and status indicators control operating modes.
g. An “Info” key provides machine and service information.
h. “Function” keys will provide additional programmable features.
7.0 Control Circuits
The control circuits shall be solid state and designed with modular concept. The control circuits shall be readily serviceable from the front of the unit.
a. All accessible signals, control devices, and, line connections must be protected from static and EMI disturbances.
b. The conveyor drive motor must be protected against overload conditions.
c. In the event of a power outage, the conveyor drive motor must immediately brake to a stop and not restart without operator intervention.
Built-in diagnostics are provided to aid installation and maintenance.
8. Adjustable Work Surface
The work surface shall be adjustable for two heights; seated and standing. A release mechanism shall control two locking pins in the board assembly to secure the work surface in position. Vertical movement of the work surface shall be controlled by a rack and pinion of left and right with an adjustable torsion spring.
The work surface shall extend over the width of the unit (with 3/16” clearance on each side of unit) and extend out from the front 11 ˝”.
9.0 Conveyor Imbalance
The conveyor system shall be capable of transporting loads up to 600 lbs. maximum imbalance condition. The OCC shall notify the operator with an audible and visual display message when the imbalance load is more than 80% of the rated capacity of the machine. An information display will analyze the imbalance and provide suggestions as to how to rebalance the load to avoid exceeding the rated capacity of the unit.
In addition, the unit shall automatically stop and alert the operator anytime the imbalance exceeds the rated capacity of the unit.
10.0 Media Tray
Trays designed for the storage of media shall be constructed of steel. Trays shall be designed with handholds and skegs.
11.0 Standard Tray Sizes and Capacities. Refer to Tray Specifications.
12.0 Divider Support for Media
13.0 In a lateral configuration, each carrier shall have the following number of welded dividers: 77-2 102-4, 116-3, 130-8 included as standard. Movable dividers may be ordered which will be adjustable on 2” centers for the full width of the carrier.
14.0 Additional Safety Devices
Additional safety switches shall control the lower access panel and the right hand concealment panel so as to prevent the machine from automatically operating while these panels are not in place.
15.0 Mechanical Drive and Guide Components
Vertical Drive Conveyor Chains are American Standard #80-1” itch precisely guided throughout entire travel. In precise guiding of chains throughout entire travel of the vertical drive eliminates chordal action and slop inherent to normal chain operation and assures quiet, practically vibration free operation.
16.0 Carrier Stabilization Tracking
All carriers are stabilized through the use of four stabilizing rollers. These rollers move within two track systems. One-track system is located top and bottom, left and right of both RH & LH column supports. A Second internal vertical track combines efficient and controlled stabilization of the carrier in their rotation.
17.0 Cycle Time
Carriers
Per Unit Pitch Minimum Average Maximum
14 11” 2.5 sec. 6.7 sec. 13.5 sec.
16 11” 2.5 sec 7.6 sec. 15.3 sec.
18 11” 2.5 sec. 8.5 sec. 17.2 sec.
22 11” 2.5 sec. 10.3 sec. 20.9 sec.
10 13” 3.9 sec. 8.8 sec. 16.9 sec.
12 13” 3.9 sec. 10.4 sec. 20.2 sec.
14 13” 3.9 sec. 12.0 sec. 23.4 sec.
18 13” 3.9 sec. 15.2 sec. 29.9 sec.
18.0 Reliability
The equipment shall be designed for a service use of ten years when operated in eight hour shifts, fives shifts per week. The Unit is rated for 520 hours of actual conveyor time.
19.0 Installation
The equipment shall be installed in the Cabell County Clerk’s office located in Room 108 of the Cabell County Courthouse, 750 5th Avenue, Huntington, WV 25701-2072.
20.0 Proposals
Bid proposals are to include a complete cost for the Lektriever Filing System and necessary on-site end user training.
All bids shall be valid for sixty (60) days from the date of opening.
Sealed bids are to be delivered by mail or messenger to the Cabell County Commission, Suite 300 – Courthouse, 750 5th Avenue, Huntington, WV 25701 on or before 10:00 A.M., on Thursday, September 2, 2010 at which time they will be publicly opened and read aloud during the regularly scheduled County Commission meeting. Regular Commission office hours are from 8:30 a.m. to 4:30 p.m., Monday – Friday.
Questions about bid procedures should be directed to Stephen Zoeller at the Cabell County Commission, Suite 300 – Courthouse, 750 5th Avenue, Huntington, WV 25701-2072 or by telephone at 304-526-8634.
Questions concerning bid specifications or the Lektriever Filing System should be directed to Ms. Karen Cole, County Clerk - Suite 108 Courthouse, 750 5th Avenue, Huntington, West Virginia or by telephone at 304-526-8625.
After bids are opened, they will be reviewed by Commission staff and others, who will make a recommendation to the Commission.
General Requirements
Bidder will be evaluated on, but not limited to, past experience, ability to accomplish the goals as outlined in the specifications, ability to provide support and maintenance, the technical merit of proposal, the ease of utilizing software, as well as price. Bidders are encouraged to provide as much detail as necessary to assist the county in evaluating their proposals.
General Conditions
A. Vendor’s employees must not smoke in or on job premises.
B. Vendor to secure all required permits/licenses.
C. Vendor must provide a warranty on for Installation and a Warranty for Equipment.
D. Vendor shall provide proof of Public Liability and Property Damage Insurance in the amount of $100,000.00 and $300,000.00, respectively and shall name the Cabell County Commission as an additional insured on the policy.
E. Vendor must certify that both WV Worker’s Compensation and Unemployment premiums are current, if applicable.
F. A Corporate Surety Bidder’s Bond in the amount of five percent (5%) of the bid, or a Certified Check on a solvent bank in the amount of five percent (5%) of the bid made payable to the Cabell County Commission shall accompany the bid.
See Delivery.
Bids will only be considered from firms that have an established reputation for performing the type of work specified herein.
The successful bidder shall pay all royalties and license fees and shall hold and save the Commission and Cabell County West Virginia, its officers, agents, servants, and employees harmless from liability of any nature and kind, including costs and expenses for or on account of any patented or un-patented invention, process, article, or appliance manufactured or used on the performance of this contract. In this respect, the successful bidder shall defend all suits or claims for infringement of any patent or license right.
In case of default by the bidder, the Commission may procure the bid from other sources and hold the bidder responsible for any excess costs occasioned thereby. In case of error by the bidder in preparing the bid proposal, the Commission may, prior to the award of the bid, reject such proposal upon presentation of a petition accompanied by a sworn affidavit of error, which sets forth the error, the cause thereof, and sufficient evidence to substantiate the claim.
Cabell County, West Virginia is generally exempt from Federal and State taxes. Quotations must be separated to show the amount to be added for taxes of any kind if applicable. The Commission will furnish the successful bidder with tax exemption numbers. Also, the successful bidder must furnish proof that it is in good standing with the West Virginia State Tax Department and that they are current on their business taxes and/or licenses.
Property Taxes
The successful bidder must furnish proof that all current Cabell County real estate and property taxes due and payable have been paid.
All sealed bid proposals shall be delivered by mail or messenger prior to bid opening time as announced, at which time the bids shall be opened and read aloud. Bids should be plainly marked “BID – LEKTRIEVER FILING SYSTEM – CABELL COUNTY CLERK’S OFFICE” on the outside of the bid package or envelope.
The bid will be awarded within approximately thirty (30) days of bid opening date. All bid prices submitted are to be firm through delivery and acceptance of subject equipment. The Commission reserves the right to accept or reject any or all bids or to waive formalities and to award the bid in the manner deemed to be in the best interest of Cabell County, West Virginia. Following award of bid, a purchase order will be issued to the successful bidder.
The Commission shall have the right under this bid at any time to make additions
and deletions to the specifications. Such changes, when deemed by the
Commission to result in costs to the successful bidder in excess of the cost,
which would have been incurred, by said bidder had the original specifications
been followed, will constitute extra work, the payment for which will be subject
to negotiation between the Commission and the successful bidder. Conversely
such changes when deemed by the Commission to result in lesser cost to the
successful bidder than would have been incurred had the original specifications
been followed, will constitute lesser work, for which a deduction from the
awarded bid price shall be negotiated between the successful bidder and the
Commission. Only such additions and deletions as are specified in writing by
the Commission to the successful bidder shall be made.
The successful bidder shall not assign, transfer, convey, or otherwise dispose of the contract or the right to execute it or the right, title or interest to it or any part thereof or assign any of the monies due or to become due under the contract without prior written consent of the Commission.
Each bidder shall state in their proposal the expected number of calendar days necessary for the delivery of the materials and the time necessary to complete the job following the award of the bid. The Commission will assess liquidated damages in the amount of fifty dollars ($50.00) per calendar day in the event that delivery is not made on or before the date specified by the bidder. Subject materials and supplies will be inspected by qualified personnel or by an individual of their choice for condition and compliance with specifications upon delivery. Following inspection and installation of subject materials and supplies, and final acceptance, payment in full for the installation of subject materials and supplies will be scheduled and paid within sixty days.
Standards of Quality and Codes
All work must conform to all rules and regulations of all governmental authorities and agencies having jurisdiction over the project, including, but not limited to:
1. Federal Occupational Safety & Health Administration Regulations (OSHA)
2. WV Department of Environmental Protection
3. WV Bureau of Public Health
4. WV State Fire Marshal
5. WV Department of Natural Resources
For the Owner’s Record, Vendor shall submit, upon request, copies of permits, licenses, certifications, inspection reports, releases, notices, receipts for fee payments, correspondence and records established in conjunction with compliance with standards and regulations bearing upon performance of work.
The Copeland “Anti-kickback” Act
The Copeland Anti-kickback Act makes it a crime for anyone to require any laborer or mechanic
employed on a Federal or Federally Assisted project to Kickback any part of his or her wages.
Contract Work Hours and Safety Standards
The contract work hours and Safety Standards Act requires overtime pay for laborers and mechanics at a rate of one and one-half times the basic rate of pay for hours worked on covered contracts in excess of 40 hours in a workweek. This Act also requires the assessment of liquidated damages at the rate of $10 per day for each day that each laborer and mechanic worked without payment of the required overtime compensation. The Act has no job site limitations.
Equal Opportunity Requirements
Title V of the Civil Rights Act of 1964, provides that no person shall be excluded from participation, denied program benefits or subjected to discrimination on the basis of race, color or national origin.
Section 3 of the HUD Act of 1968, as amended, provides that to the greatest extent feasible, opportunities for training and employment shall be given to lower-income residents of the project area and the contracts for work to be performed be awarded to business firms located in or owned in substantial part by persons residing in the project area.
Section 109 of the HUD Act of 1974, as amended provides that no personal shall be excluded from participation (including employment), denied program benefits or subjected to discrimination on the basis of race, color, national origin, or sex under any program or activity funded under Title I of the HUD Act of 1974, as amended.
Executive Order 11246, as amended, provides that no persons shall be discriminated against, on the basis of race, color, religion, sex or national origin in any phase of employment.
Executive Order 11625, provides that grantees establish affirmative action programs for minority business enterprise utilization. Vendors are required to utilize maximum efforts to realize goals set forth in such programs.
Hold Harmless Clause
The Vendor shall, during the term of the contract including any warranty period, indemnity, defend, and hold harmless the County its officials, employees , agents, and representatives thereof from all suits, actions, or claims of any kind, including attorney’s fees, brought on account of any personal injuries, damages, or violations of rights, sustained by any person or property in consequence of any neglect in safeguarding contract work or on account of any act or omission by the Vendor or his employees, or from any claims or amounts arising from violation of any law, bylaw, ordinance, regulation or decree. The Vendor agrees that this clause shall include claims involving infringement of patent or copyright.
At no time shall the Vendor permit any mechanics or similar liens to attach to the County’s premises on account of labor or material furnished to the Vendor or claimed to have been furnished to the Vendor, in connection with its work hereunder.