March 19, 2014 2:00 – 4:00 p.m. Kelvin Smith Library Room LL-01.
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Transcript of March 19, 2014 2:00 – 4:00 p.m. Kelvin Smith Library Room LL-01.
March 19, 20142:00 – 4:00 p.m.Kelvin Smith LibraryRoom LL-01
• Overview - company background *
• AssureVault services in the Records Management industry
• Library Repository Services and the Kent State University Project - 2011
• Explanation of the “chain of command” process for managing clients’ assets
• Technology impact or storage solutions – comparison to the Harvard model for library items
• General discussion of UCI collection makeup and potential requirements
• Survey of some members (completed June – September, 2013)
* Slides from May 6, 2013 meeting available upon request
Meeting Review – May 6, 2013
• A premier facility for UCI members and other invited institutions
• Asset to the University Circle community
• Designed to properly house archival collections, library items and specialty materials
• Proper environment and security with contents readily accessible, actively used by the members of UCI and the Greater Cleveland Community
• Designed to grow as collections are expanded or added, or as space in UCI facilities is repurposed
• Potential partnership between the developer & facility owner, the operations management company & UCI members – still in discussion phase
Vision
Construction Type•Windowless, concrete-block or brick construction•Pitched or slant roof preferred•When more than one client, library space to be an end unit only, for minimal adjacency•Vapor barrier as needed to achieve noted temperature and relative humidity specifications
Facility Environmental Specifications
Physical Environment•Temperature ranges from 63 oF to 68 oF (seasonal)•Relative humidity ranges from 25% to 39%, with 3% max daily, 5% max monthly fluctuations
•Cold storage with 35 oF and 50 oF storage areas and a transition chamber•Remote monitoring capability by institutions•Air filtration as part of HVAC
Fire Protection
•A local fire-safety vendor shall install the system and inspect the facility semi-annually•Continuously-monitored by trusted third party for smoke detection, rate-of-rise (temperature), and pipe discharge
• Immediate local fire and police response required upon alarm
Physical Security
•Controlled entrances•Video monitoring with 6 months of recording retained•Aisle motion detection•Glass-break detection•Contact alarms on all perimeter doors connected to library space•Immediate police or security response required upon alarm
Facility Security & Maintenance Specifications
Fire Protection•Dry-pipe, pre-action fire detection and prevention system throughout.•Smoke and temperature detection
Physical Environment
•Floor & ceiling moisture detection with audible and externally monitored reports•Motion-activated lighting fixtures•Quarterly infestation inspection and vermin traps•Shelving must be on smooth, non-damaging steel surfaces
•Designed for 1.2 and 2.4 cu. ft. cartons
•Separate acid free carton storage areas
•Catalog items at the carton and record level
•Maintain retention rules on items to meet destruction schedules
Carton Storage
•Two types of refrigerated space, 35 and 50 degrees
• Independent temperature and humidity control systems.
•Redundant chillers in case one malfunctions
•A dry “transition” room from the 50 degree chamber to room temperature
ColdStorage
General Storage Specifications
Cold Storage Layout
Ingest of Materials
All items to be staged in controlled, isolated
area
All items to be inspected for mold and insects during
staging
Items cataloged and placed into
containers and placed in storage racking
Survey Results
1. Eleven institutions responded to the storage survey. 2. Cleveland Public Library and The Rock and Roll Hall of Fame were invited to respond.3. The totals above reflect projected volumes through 2018 which is only a 1.5% growth over 2014 quantities.4. Where necessary, linear feet of records (paper, monographs, periodicals, etc.) were converted to 1.2 CF cartons.
•Reclaimed or “brownfield” lot•Approximately 28,000 square feet, 30 foot ceiling height
•Storage area - 24,000 square feet
•Office, Production, Cold Storage - 4,000 square feet
Track One:
New Construction
•Similar dimension•Masonry construction, glass block windows
•Reclamation project, LEED-certified construction elements
Track Two: Rehab Existing
Structure
A positive addition to the UCI/CWRU Master Plan!
Real Estate Building Pursuits: Two-track Strategy
Track 1: New Construction – Building Layout
Track 1: New Construction – Racking Layout
Track 2: Singer Steel Building(sites within 1 mile)
Track 2: Singer Steel Building
2100 Random Road
Track 2: Singer Steel Building Layout
Track 2: Singer Steel Building Racking & Cold Storage Layout
Track 2: Singer Steel Building
2100 Random Road
Preliminary Estimates – Construction Costs
UCI or CWRU to develop and own
facility?
Independent real estate
partnership or HF Group to hire contractor and own facility?
Select developer-builder to do the
work and own facility?
OptionsBuilding Development & Ownership Options
Next Phases Decision on building developer & owner
Complete project analysis and firm cost
quotes
Final pricing proposal & options based on
building ownership approach
Selection of project manager
Final proposal approval and contract completion
Architectural workCity and county permits
and approval
Q & A
Thank you!