FEASIBILITY STUDY FOR MOVEABLE SHELVING IN RECORDS STORAGE FACILITY STATION(Classified)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP74-00005R000100130005-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 3
• Document Creation Date: November 11, 2016
• Document Release Date: March 26, 1999
• Sequence Number: 5
• Publication Date: August 27, 1969
• Content Type: STUDY

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FEASIBILITY STUDY FOR MOVEABLE SHELVING
IN RECORDS STORAGE FACILITY
18-70, Directive No. 1, 27 August
1969, authorizes the preparation ot the subject study.
The record drawings for the existing building have been reviewed and it was
determined that the original design for the floor slabs was based on a live
load of 250# ft2. The moveable'shelving is based on the storage of boxes
10" high x 12" wide x 15" deep with an average weight of 30#/box. Approxi-
mately 1'-2"xl'-4" shall be allowed for the storage of each box. The boxes
will be stacked 10 shelves high. It is proposed that the area between each
column line be developed for the moveable shelving with fixed shelving placed
at the column line and five sections of moveable sections be placed in the
space between. Each section will be approximately 32 inches deep to permit
placement of storage boxes back 'to back. For each group of shelving, con-
sisting of five moveable racks, it will be necessary to provide an aisle space
of approximately three feet. Thus, the effective average loading of each bay
will 'be approximately 80 percent of the loading on each individual shelf.
Based on each box occupying l'-2" x 1'-4" and stacked 10 boxes high, the
effective loading will be approximately'160 pounds per square foot. In addi-
tion to this live load it will be desirable to fill the space between tracks.
for the shelving with concrete. This would be approximately 3 inches of con-
crete fill and if lightweight concrete is used, the dead load weight will be
approximately 20#/sq. ft. An average of 40 pounds can be placed in each box
without overloading the existing floor system. The forklift, which weighs
approximately 2000 pounds and carries loads up to 1000 pounds will operate
in the corridors and will not constitute as severe loading as the 250#/ft2
used for design.
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Representatives from two of the companies were present during the inspection 25X1A6a
and were very helpful in furnishing information concerning possible modifica-
tions to their standard shelving to suit our needs at
manufactures a laminated wood product and the other two are metal. 25X1A5a1
There was some concern as to whether wood would be acceptable because it is
combustable. However, Fire Insurance Underwriters indicate that insurance
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rates are the same whether materials are stored on wood or steel shelving.
The general concensus is that the wood shelving would not be any greater 25X1A6a
fire hazard for the type of material stored at than
the metal shelving. All three manufacturers mount their shelving on carriages
which travel on steel tracks. These tracks are carefully aligned so that min-
imum effort is required to move the files or moveable shelves along these
tracks. Their standard products are about 2' wide x 8' high x 20' long; how-
ever,they indicated that the height could be increased by using the wid:.r
shelf, required for the facility and the length increased to fit 25X1A6a
into !the area. The building is approximately 78 feet wide and this will be
divided into two storage areas of approximately 35 feet separated by an 8 foot
corridor. The suppliers indicated that they could build 35 feet long moveable
shelving by placing two synchronized motor drives on each shelf, one near each
end of the shelving in lieu of single drives used for shelving up to approxi-
mately 20 feet in length. An alternate to the long shelf would be to provide
two sections of shelving with a 3 foot aisle between; however, this would re-
duce the storage space considerably.
The mechanism for moving the shelving varies with each of the manufacturers
but each of the systems is relatively simple and should involve a minimum of
maintenance. There are several means of providing the necessary safety fea-
tures to-prevent someone from getting crushed between shelves. It is proposed
to permit the contractor the option of any one of several suitable systems,
since several are acceptable and this will preclude restrictive procurement.
Actually, there is no great danger of serious injury as the shelving is moved
by small motors.
One of the above manufacturers has given a tentative cost figure for furnishing
and installing shelving in the Records Storage Building at 25X1A6a
Center. The estimated cost is $850,000 including the installation of a.deck-
ing on the floor flush with the top of the tracks and the lighting system
which will be attached to the shelving. Consideration will be given to pro-
viding a lighting system not connected, to the shelving but it appears that a
more satisfactory system can be included with the shelving without increasing
the cost appreciably. In addition to the above costs, there will`be some
additional costs for the necessary removal of existing lights, modification of
the air.conditioning and alarm systems, and to providing a few additional
circuits to serve the motors which operate the shelving. Major modifications
to the power source are not anticipated. A separate contract is proposed to
accomplish these items of work. The scope of this work will not be known
until a detail survey is made of the building and the extent of the required
.-`modifications determined.
Consideration will be given to modifying the large work area at the entrance
to the storage area to provide a configuration that will permit more efficient
utilization of the storage area.
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It is proposed to prepare a performance type specification for the moveable
shelving. Prospective bidders will be furnished copies of the floor plan of
the building, data on the type of storage involved, minimum acceptance stan-
dards for materials and equipment. Also; the bidders will be given a list
of restrictions which will be imposed on them while installing the shelving.
Included in these restrictions will be an indication of the areas that the
contractor will be permitted to work at qny time. It is anticipated that
these restrictions may limit the contractor considerably during the first
weeks of the contract but will permit him access to larger areas as the Using
Service moves material into the completed shelving.
The,bidders.will furnish proposals indicating the proposed layout, the mater-
ials to be used, manner of installation and the contract cost. The volume
of storage, the acceptability of details of construction, and the contract
cost will all be considered in evaluating the proposals.
It appears that the cost for installing the shelving and making the necessary
modifications to the existing structure will be in excess of $900,000. This
is based on using the cost figures of one of the suppliers for the moveable
shelving. In order to provide the same amount of storage space using conven-
tional fixed shelving, it would be necessary to construct a building addition
half as large as the area used for storage in the existing building. There
are approximately 40,000 sq. ft. of storage area in the existing building.
Thus, it would be necessary to construct about 20,000 sq. ft. of new area to
provide the same increase in storage space. The cost for such a new building
including the cost of the alarm and air conditioning systems would be about
$350,000. The same type of fixed shelving as that used in the existing spare
would cost about $75,000.. Thus, it appears that the cost of moveable shelving
would be considerably greater than the cost for constructing a building
addition and installing fixed shelving. The above estimate for moveable
shelving appears to be exceptionally high for the scope of work involved and
it may not be representative of the actual bid price which the company may'
give with competitive bidding. It is suggested that the Using Service check
with one of the other suppliers to determine if the one estimate. is realistic.
This district has complied with the request that no direct contact be made
with prospective suppliers concerning the project. There will be approximately
7.,500 linear feet of moveable shelving and 1,100 feet of fixed shelving in
the building if the tentative plan for installing moveable shelving is followed.
On this basis, the cost of the moveable shelving including the decking and
lights would be in excess of $100 per foot. This seems to be unreasonable
and it is suggested that the Using Service check with the industry on the
cost before the use of moveable shelving is ruled out. There would be some
advantage in the operation and maintenance within the existing building with
moveable shelving. There would be some. slight savings in heating and air
'conditioning costs and there may be some savings in operations within the
more compact facility. The moveable shelves can be moved in less than five
seconds and this operation will not slow down the retrieval of material.
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