Submitted Application for a 2019 CIP Project

AppID19001
I. Administrative Section 
1. Project Name: State Archives Compact Mobile Shelving Extension
2. Project Description (One Sentence): While state agencies are creating digital records, the existing paper records scheduled for permanent retention in the state archives are voluminous and there is no room for growth; turning the current stationary shelving into mobile, compact shelving would double the space and allow for potential accessions.
3a. Project Location: County: Carson City
3b. Project Location: City: Carson City
4. Department (department requesting project): Administration
5. Division (division requesting project): Library & Archives
6. Agency (agency requesting project): Archives
7. Agency contact person: Cynthia C. Laframboise
8. Contact phone: 775-684-3319
9. Contact email: claframboise@admin.nv.gov
The Department ranking of this project:
10. The Department will rank their projects 1 through the lowest ranked project (e.g., If 5 projects were submitted by the Department a ranking of 1 would be assigned to the most important or most needed project and a ranking of 5 would be the least needed project). 112
11. Has this project been previously requested in a prior CIP? No
12. SPWD 4 digit Building No. (for existing buildings) 1675
13. Facility Condition Analysis Project No. (if recommended)
14. Is the property State Owned? Yes
15. If the facility is existing, is it State owned? Yes
II. Narrative Section 
16. Project Description: Remove and replace existing static shelving with compact mobile shelving. Will be phased in with one shelving section at a time for a total of three sections. Boxes will be moved out and stored in the records center. Phase I – first section, rows 1-12; Phase 2 - second section rows 13-25; Phase 3 - third section, rows 26-37. Boxes will be moved down into the state records center with 49 pallets of boxes for each phase. Shelving will be dismantled and sent to surplus. Deck installed and tiled. Then mobile shelving will be installed. Electrical hook-ups will be completed. These steps will occur for all three phases. Installation of the compact mobile shelving will increase the storage capacity of the State Archives by 10,000 cubic feet without expanding the footprint of the building as there is no ability for any expansion of the building itself.
17. Project Justification: The State Archives is the institutional memory of state government. Along with records management and micrographics and imaging, it is an integral part of the life cycle management of state government records. The State Archives is the legal custodian of the historical records of the territory and state as defined in state law, representing the official actions of all three branches of government as required by NRS 378.230 and 378.280. It preserves those records for the continuity of government and provides public access to them for citizen accountability and the maintenance of rights and entitlements. Archives staff provides leadership and professional guidance to local and tribal governments and local museums and historical societies and libraries through training classes in archival practices, preservation and disaster planning. This professional expertise cannot be found anywhere else in the state. The State Archives is the legal custodian of the historical records of the territory and state as defined and required by NRS 378.240 and 378.245; the records of the governors as required by NRS 378.290; the Secretary of State in accordance with NRS 378.260; the records of the Supreme Court by court order; and the records of the Legislature by arrangement with the Legislative Counsel Bureau.
18. Project Background Information: When the State Library and Archives building was built it was designed to have compact mobile shelving on both sides of the aisle. As a cost cutting measure, only one side of the storage area had moveable shelving installed. This would complete the original plan for the building.
19. Mechanical and/or Electrical Equipment Replacement Projects:
19a. Type of equipment to be replaced: stationary shelving units
19b. Year existing equipment was installed: 1991
19c. Manufacturer of existing equipment: unknown
19d. Model of existing equipment: unknown
19e. Are there any known hazardous materials? No
Environmental Considerations
20a. Hazardous Materials (Asbestos, Lead Paint, etc.): None
20b. Will the site require any hazardous material abatement? No
21. Ramifications if the Project is not Approved (short essay): State governmental agencies hold large numbers of paper records and in the past year, the archives accessioned 679 cubic feet of state government records. In many cases, it is not cost-effective or efficient to digitize records. For example, the document preparation, scanning, indexing, and two levels of quality control steps for 90 boxes required three different staff members for 12 months to complete. 17,000 cubic feet of hard copy records with an additional 7,000 cubic feet set to transfer to the State Archives from the records center would take decades to digitize. While electronic records make for quick access by multiple people, it is not possible to preserve an electronic record. Rapid changes in technology, obsolete or proprietary software, and constant migration complicate matters when it comes to digital preservation. Electronic records pose challenges such as the difficulty of tracing manipulation; need for supporting documentation to describe the contents, arrangement, codes, and technical characteristics; need for specialized personnel for the processing and maintenance of the records, introducing a new player in the normal clique of archivist, creator, and user. Archives across the country and around the world have been grappling with this issue for decades without a clear consensus of how to manage digital records permanently.
Health, Life Safety, and/or Legal Issues
22. Please describe any health, life safety, and/or legal issues that will be resolved by completing this project (Short Essay): The State Archives is the legal custodian of the historical records of the territory and state as defined and required by NRS 378.240 and 378.245; the records of the governors as required by NRS 378.290; the Secretary of State in accordance with NRS 378.260; the records of the Supreme Court by court order; and the records of the Legislature by arrangement with the Legislative Counsel Bureau.
23. Proposed Project Schedule Impacts/Issues
23a. Will this project require relocating personnel or vacating the building for any period of time? No
23b. Explain:
23c. Has any design work been completed on the proposed project? Yes
23d. What is the latest date this project could be completed without disrupting your program? 12/31/2019
23e. What is the driving proposed completion date? Governor Sandoval will be transferring his governor's records to the State Archives after his term expires, combined with a large quantity of Department of Transportation records coming the archives after NDOT closed an off-site warehouse will completely fill the storage bay. There will be no additional room for future accessions.
III. Preliminary Construction Cost Estimate and Funding Sources Section 
Preliminary Construction Cost Estimate and Funding Sources (The SPWD will prepare all final cost estimates. This schedule is for preliminary purposes only.)
24. Land (if land must be purchased): 0
25. Offsite construction: 0
26. On-site Development: 0
27. Utility connection fees: 0
28. Water rights deeded: 0
29. Furniture, Fixtures and Equipment: 838,870.00
30. Specialty equipment:
31. Data and network equipment: 0
32. Telephone equipment costs: 0
33. Moving: 11,400
34. Renovation of vacated space: 0
35a. Correction of known deficiencies: 0
35b. (describe deficiencies)
36a. Any known commitments: 144,400
36b. (describe commitments) B&G to install electrical power supply to move the mobile shelving at $23,000; B&G to provide moving at $11,400. Placement of plywood subfloor and flooring $70,000. Disassemble existing stationary shelving $40,000.
37a. Known hazardous material abatement: 0
37b. (describe hazardous materials)
38. Total project costs: 983,270.00
NOTE: COSTS FOR EXTENDED LEASE AGREEMENTS MUST BE INCLUDED IN YOUR OPERATING BUDGET
39. Proposed funding of total project cost:
39a. Agency:
39b. Federal
39c. State 983,270.00
39d. Other/Donor
39e. (describe source of 'Other/ Donor' funding):
39f. Total: 983,270.00
40. Agency point of contact for outisde funding if 39a, 39b, or 39c funding sources are providing funds.
40a. Name
40b. Phone Number
40c. Email Address
IV. Site Analysis Section 
Site Analysis (New construction only)
41. Estimated land area to be acquired (acres) 0
42. Will this project require new parking spaces? No
43. Are utilities available to site? Yes
44. Will project require relocation of existing utilities? No
45. Are there any required offsite improvements (or right-of-way dedications)? No
46. Is the site in a flood plain? No
47. Is the site in an airport impact zone? No
48. Does the site contain any underground storage tanks? No
49. Does the site contain any adverse soil conditions? No
50. Will the site require an environmental assessment? No
51. Will rezoning or a special use permit be required? No
52. Will any Utility connection fees need to be paid? No
53. Will any water rights need to be deeded? No
54. Will construction traffic degrade existing access or facilities? No
55. Will the site require any hazardous material abatement? No
56a. Other site considerations affecting cost? (describe): Yes
56b. Describe Site Considerations:
V. Programming Section 
Programming (New construction, building remodels, and building additions only)
57. Has any architectural programming occurred?
(Programming is an architectural definition of the needs/problems that must be addressed by the project)
58. Has any advanced planning occurred in previous CIPs? No
59. Usable Square footage required (including storage space)
59a. New Construction SF: 0
59b. Remodel/Renovation SF: 4,740
59c. Addition SF 0
59d.Total project SF:
60. Occupancy type (Assembly, business, educational, factory/industrial, high hazard, institutional, mercantile, residential, storage, utility/miscellaneous) : Storage
61. Approximate number of staff to occupy facility: 0
62. Approximate number of visitors per day: 0
63. Will this project require funding for any furnishings, fixtures and equipment? Yes
64. For existing facilities, are there any known hazardous materials? (e.g., Asbestos, lead paint or underground storage tanks): No
65. How many years of future growth will this project accommodate? 15
66. List of required facilites (laboratory space, classroom space, office space, conference rooms, cafeterias, maintenance shops, garages) and any unusual related equipment required for your project: storage bay with compact mobile shelving throughout

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NOTE:  IF YOU ARE THE “AGENCY CONTACT PERSON”, AND HAVE NOT BEEN CONTACTED BY THE ASSIGNED PROJECT MANAGER BY APRIL 16, 2018, PLEASE CONTACT THEM.