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Home My WebLink About06/02/2015 Waive Bid Process & Accept Proposal for Double Faced Electronic Message Sign ReplacementVt Mount Prospe ! Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM {— To: ACTING VILLAGE MANAGER DAVID STRAHL -- j FROM: TV SERVICES PRODUCTION COORDINATOR SUBJECT REQUEST TO WAIVE BID PROCESS AND ACCEPT PROPOSAL FOR DOUBLED FACED ELECTRONIC MESSAGE SIGN REPLACEMENT IN AN AMOUNT NOT TO EXCEED $52,273 DATE: JUNE 2, 2015 BACKGROUND The Village of Mount Prospect installed a new electronic message sign at the corner of Elmhurst Road and Northwest Highway in 2004. The high visibility in the downtown area allows easy dissemination of information to the community. The Clerk's Office receives 3 to 7 requests for messages a week and was now able to upload them to the electronic Civic Events Sign. After 5 years of usage, it became apparent this sign did not meet operational expectations, as it required numerous and costly repairs. In 2009, due to the extended down time and long-distance service repairs, staff determined the most efficient and cost effective option was to replace the sign and software with a local vendor. Despite the relatively short-term life of the electronic message sign, the technology of electronic message signs had significantly improved between 2004 and 2009. In late 2009 the Village received three (3) bids; the bid was awarded to the lowest bidder All -Right Sign, Inc. The bid provided for the 2009 White Way 20MM RGB double faced sign, manufactured by White Way Sign Company, Mount Prospect, Illinois. After installation by All -Right Sign, Inc. all service, parts and training were provided by the White Way Sign Company. Since early 2014 there have been significant issues with the White Way Sign which is running a proprietary hardware unit inside the monument that has embedded Windows XP built into it. When the Village converted over to Windows 7, compatibility issues became a problem; the embedded Windows XP in the sign, cannot be upgraded to Windows 7. In April of 2014, Microsoft stopped supporting Windows XP. Over a period of several months personnel from both the IT Division and the Public Works Department along with the White Way Signs technician were able to work together resolving issues on a temporary basis. However, by mid -year, the only technician with the knowledge to evaluate and resolve sign issues left the White Way Sign company. Without a qualified technician to replace him and subsequent bankruptcy of White Way Signs in November of 2014, the sign became increasingly difficult to operate due to Windows XP compatibility issues. This caused extended periods of downtime. For the last several months the sign has been up and running thanks to the technical abilities and modifications to the sign by Mr. Robert Rundell in our IT Division. While the modifications allow the sign to function, there remain two (2) major deficits: 1) The software and parts are proprietary — to the now bankrupt, White Way Signs; and, 2) While the sign software is being accessed, the Civic Events sign goes dark until the software updates the messages to the sign. DISCUSSION Staff surveyed a number of local municipalities utilizing electronic message boards; the overall recommendation was Watchfire, from Danville, IL. Watchfire signs are currently installed at the Village of Roselle, Village of Addison, Village of Wheeling, City of Prospect Heights, ABT Electronics and at Randhurst Village in the circle outside of Hampton Inn, to name a few. Watchfire conducted an on-site demonstration which included confirmation the Watch Fire sign could be installed at the monument housing the existing sign. The existing Civic Events Sign is comprised of 20mm red, green and blue LEDs that can produce a full range of colored text. Staff compared the benefits of Watchfire's most popular signs comprised of 10 mm RGB LEDs and 12 mm RGB LEDs. The newer technology and smaller LED sizes bring increased clarity and view ability of the sign at closer distances and more varied angles. Both signs are capable of graphics but the smaller, 10 mm LED has a more detailed appearance. The cost differential is under $2500 between the two. The new software offered by Watchfire, Ignite, is intuitive; Windows 7 based, and features a user friendly interface to the sign. Unlike the current sign, a Watchfire sign can perform updates of new messages without shutting down the display. Software updates are available through the Watchfire's customer support site. The sign software can be operated from a staff computer through the Wi-Fi system currently being employed by the current sign. Watchfire has a five (5) year warranty on parts and a ten (10) year assurance on part availability. They offer generous buyback programs on existing signs and warehouse the working parts from those repurchased. These parts are used for customers who have signs beyond the age of ten years. Since Watchfire is based out of Danville, IL, parts are shipped and available within 24 hours. Staff requested proposals from five (5) sign companies recommended by both Watchfire and municipal contacts. The Village received two (2) bid proposals with prices for 10 mm and 12 mm RGB LED configurations and two (2) different sizes of replacement units. The current cutout in the monument is 2'-1" high by 10'-2" wide and the current sign fits snugly inside. The 1'-5" high by 10'-2" wide sign proposed is smaller than the current sign. This sign would fit inside the current cutout of the existing monument, but would need to have a frame work built around it to fill in the entire cutout space. Visibility and readability of the sign would be diminished due to the smaller size. The 2'-5" high by 10'-2" wide sign proposed is larger than the existing sign and the cutout. This sign would be flush mounted to the surface of the monument and completely cover the existing cutout. The larger size would be easier to view and have more information on the 2 screen at one time. The Watchfire sign's thickness is five (5) inches and will protrude from the surface of the monument. The current sign protrudes three (3) inches. The additional two inches will not be noticeable by those viewing the sign. The signs are waterproof and weatherproof and do not require an enclosure. PROPOSALS Signet Sign Company Unit Size Pixel Pitch Price Bartlett, Illinois 1'-5" high x 107' wide x 5" 12MM $31,798 V-5" high x 10'2" wide x 5" 10MM $33,324 2'-5" high x 107' wide x 5" 12MM $49,679 2'-5" high x 107' wide x 5" 10MM $52,273 Doyle Signs, Inc. 17" x 10'-3" 12MM $27,930 Addison, Illinois 17" x 10'-3" 10MM $35,460 29' x 10'-3" 12MM $41,990 29' x 10'-3" 10MM $54,980 In addition to a comparative analysis of the proposals staff obtained references and recommendations from other municipalities utilizing electronic message boards. Signet Sign Company recently installed a sign in Roselle in October of 2014 and they gave favorable comments about the Watchfire sign and Signet Sign Company. RECOMMENDATION The Civic Events sign is an essential component of the overall media options to communicate with the general public. Unfortunately, maintaining the sign in a manner that meets this need has resulted in periodic downtime and in ability to change the messages. Not replacing the sign is an option; however, staff fears a complete failure is a distinct possibility and an emergency replacement could be more expensive than the available quotes. In addition, the sign could be dark for a significant amount of time. Staff has been nursing the sign along for several years, but the termination of support from the local vendor has altered the ability to continue. This replacement was not put into the current CIP since the change in vendor support and its impact, did not occur until after last year's CIP was approved. Staff recommends replacement of the Civic Events sign in the amount of $52,273 from Signet Sign Company for a flush mounted, 10 mm RGB LED, double faced sign. This purchase would require a budget amendment. Thank you. cc: Lisa Angell, Village Clerk 3 Howard Kleinstein SIGNET SIGN COMPANY A Full Service Sign Company VILLAGE OF MOUNT PROSPECT 50 South Emerson Street Mount Prospect, Illinois 60056 Attn: Mr. Howard Kleinstein Re: Electronic Message Center Dear Howard. www.signetsigneompany.com 608 White Oak Lane Bartlett, Illinois 60103-2112 Phone (630) 830-8242 Fax (630) 830-8211 signetsign (?Psbcglobal .net March 11, 2015 Thank you very much for allowing us the opportunity to present this quotation to you for a replacement message center at the corner of Route 83 and Northwest Highway. The existing ( 2'-1" x 10'-0" ) electronic unit is built into a stone masonry monument, and will be removed. The new sign will be connected to the existing electrical service. The new sign will require 18 amps total at standard 120 volt. This unit will receive the data transmission through a RVvF high speed long range wireless modem requiring a "line of sight" view to the Village Offices. The new message center will be a Watchfire unit. All L.E.D. full color technology with an extensive "Ignite Graphics Software" package. The existing opening in the masonry monument sign wall does not match the available sizes of the Watchfire units. ( See attached drawing # 15-03171 depicting the sizes and options.) The replacement unit will be installed over the opening, and will have custom trim to cover any open spaces. There will be new steel framing built inside the openings to support the new units, and a data transmission antenna mounted t the stone. There are two sizes of replacement units that are close to the existing unit size: (1) V-5" high x 10'-2" wide x5" deep (1) 2'-5" high x 10'-2" wide x5" deep You also requested two different MM pixel pitch configurations: 12 MM and 10 MM. The following costs of each size, and pixel pitch, includes the removal of the old units, new framing and installation of the new units. The install of the antenna hardware at the Village offices is also included to your existing computer. Package Pricing: A) (1) 1'-5" high x 10'-2" wide x5" deep unit with a 12 MM pixel pitch: $ 31,798.00 S) (1) l'-5" high x 10'-2" wide x5" deep unit with a 10 MM pixel pitch: $ 33,324.00 * C) (1) 2'-5" high x 10'-2" wide x5" deep unit with a 12 MM pixel pitch: $ 49,679.00 * D) (1) 2'-S" high x 10'-2" wide x5" deep unit with a 10 MM pixel pitch: $ 52,273.00 * SIGNET SIGN COMPANY A Full Service Sign Company VILLAGE OF MOUNT PROSPECT March 11, 2015 Attn: Mr. Howard Kleinstein Re: Electronic Message Center Page Two Of Two www.signetsigncompany.com 608 White Oak Lane Bartlett, Illinois 60103-2112 Phone (630) 830-8242 Fax (630) 830-8211 signetsign @ sbeglobal.net * All applicable permit fees and related charges will be billed additionally at cost. * Tax On Materials is not included. * One Half Down (50%) of the total purchase price will be required upon acceptance, with the balance due upon completion - Not responsible for any landscaping, damages (or repair) incurred during this project. - No other work included as part of this quotation. - T'his'sign is guaranteed to comply to applicable sections of the National Electrical Code and the requirements of the Department of Building and Zoning. - This quotation based on contract terms specified on reverse side of this page. - Client assumes all responsibilities for all permits and approvals. - All U.L. approved constniction and installation methods and materials. - Quotation based on truck accessibility to sign location. Trucks may block Rte. 83 during install. - Quotation contingent on final in -field surveys. - This contract valid for 90 days only. - Saturday installation estimated. I hope this meets with your approval. If there are any questions please call me. Your requests will receive my immediate attention. Sincerely, Signet Sign oinpany Gary W. Zale Sales Manager GWZ/wp attach. Approved: Title: Date: P.O. Number: Proposal DOYLE SIGNS, INC. 232 Interstate Road Addison, IL 60101 (630)543-9490 FAX (630)543-9493 Page No. 1 of 2 Pages ... rz- VILLAGE OF MT. PROSPECT _ _ - - -847-870-5691 Jdl¢ 3/2/2015 .� 50 S. EMERSON ST. - - - - - - - - - - - - - - - - - - - - - CIVIC EVENTS SIGN MT. PROSPECT, IL 60056 - Hkieinst(&mountorosoect.ora RT 83 AND NORTHWEST HWY MR. HOWARD KLEINSTEIN ----------- --------_-_- MT. PROSPECT, IL YEAR PARTS WARRANTY, DOYLE SIGNS 1 YEAR LABOR WARRANTY AND Description Price Extension OPTION 1 -10MM 30x300: REMOVE THE TWO EXISTING ELECTRONIC MESSAGE CENTERS FROM THE STONE STRUCTURE. FURINSH AND INSTALL TWO NEW WATCHFIRE 10MM 30x300 (17"X10'-3" CABINET AND 1'X10' ACTIVE :LED AREA) FULL COLOR ELECTRONIC MESSAGE CENTERS AND CONNECT TO ;CUSTOMER PROVIDED 120V ELECTRIC FURNISH AND INSTALL BLACK ;ALUMINUM METAL WORK TO FINISH THE OPENINGS. INCLUDES WATCHFIRE 5 YEAR PARTS WARRANTY, DOYLE SIGNS 1 YEAR LABOR WARRANTY AND SOFTWARE AND PHONE TRAINING. COMMUNICATION OPTION IS RWF HIGH SPEED LONG RANGE WIRELESS MODEM Pricer $35,460.00 $35,460.00 OPTION 2 -10MM 60x300: REMOVE THE TWO EXISTING ELECTRONIC ; MESSAGE CENTERS FROM THE STONE STRUCTURE FURINSH AND INSTALL ;TWO NEW WATCHFIRE 10MM 60x300 (29"X10'-3" CABINET AND 2'X10' ACTIVE ;LED AREA) FULL COLOR ELECTRONIC MESSAGE CENTERS AND CONNECT TO ; 'CUSTOMER PROVIDED 120V ELECTRIC FURNISH AND INSTALL BLACK ,ALUMINUM METAL WORK TO FINISH THE OPENINGS. INCLUDES WATCHFIRE 5, YEAR PARTS WARRANTY, DOYLE SIGNS 1 YEAR LABOR WARRANTY AND SOFTWARE AND PHONE TRAINING. COMMUNICATION OPTION IS RWF HIGH SPEED LONG RANGE WIRELESS MODEM. NOTE: THIS OPTION WILL REQUIRE ;ENLARGING THE BRICK OPENING OR INSTALLING THE SIGN ON THE FACE OF ; ;THE MONUMENT STRUCTURE. BRICKWORK ADDITIONAL (APPROX BUDGET ;MAY BE $3,000-$4,500 DEPENDING ON WORK REQUIRED Price:; $54,980.00 ALTERNATE OPTION 1 -12MM 24x240: REMOVE THE TWO EXISTING ELECTRONIC MESSAGE CENTERS FROM THE STONE STRUCTURE. FURINSH AND INSTALL :TWO NEW WATCHFIRE 12MM 30x240 (17"X10'-3" CABINET AND 1'X10' ACTIVE LED AREA) FULL COLOR ELECTRONIC MESSAGE CENTERS AND CONNECT TO ; ;CUSTOMER PROVIDED 120V ELECTRIC. FURNISH AND INSTALL BLACK ;ALUMINUM METAL WORK TO FINISH THE OPENINGS. INCLUDES WATCHFIRE 5: ;YEAR PARTS WARRANTY, DOYLE SIGNS 1 YEAR LABOR WARRANTY AND ,SOFTWARE AND PHONE TRAINING. COMMUNICATION OPTION IS RWF HIGH SPEED LONG RANGE WIRELESS MODEM ; Price:; $27,930.00 ALTERNATE OPTION 2 - SIMM 48X240: REMOVE THE TWO EXISTING ELECTRONIC ; 'MESSAGE CENTERS FROM THE STONE STRUCTURE. FURINSH AND INSTALL ; ,TWO NEW WATCHFIRE 10MM 48x240 (29"X10'-3" CABINET AND 2'X10' ACTIVE :LED AREA) FULL COLOR ELECTRONIC MESSAGE CENTERS AND CONNECT TO CUSTOMER PROVIDED 120V ELECTRIC. FURNISH AND INSTALL BLACK ALUMINUM METAL WORK TO FINISH THE OPENINGS. INCLUDES WATCHFIRE 5: ;YEAR PARTS WARRANTY, DOYLE SIGNS 1 YEAR LABOR WARRANTY AND ;SOFTWARE AND PHONE TRAINING. COMMUNICATION OPTION IS RWF HIGH ;SPEED LONG RANGE WIRELESS MODEM. NOTE: THIS OPTION WILL REQUIRE ENLARGING THE BRICK OPENING OR INSTALLING THE SIGN ON THE FACE OF -THE MONUMENT STRUCTURE. BRICK WORKADDITIONAL (APPROX BUDGET .MAY BE $3,000-$4,500 DEPENDING ON WORK REQUIRED. Price:; $41,990.00 ALTERNATE Proposal DOYLE SIGNS, INC. 232 Interstate Road Addison, IL 60101 (630)543-9490 FAX (630)543-9493 Page No. 2 of 2 Pages VILLAGE OF MT. PROSPECT _.. __ _ __ LL 847-870-5691 3/2/2015 50 S. EMERSON ST. _._.,---- ------------------ .,, CIVIC EVENTS SIGN MT. PROSPECT, IL 60056 HkleinstCr�mountorosoect.org RT 83 AND NORTHWEST HWY. MR. HOWARD KLEINSTEIN ----------------------- MT. PROSPECT, IL Description Price Extension :ANY BONDS, MEETINGS OR OTHER EXPENSES ADDITIONAL ,Estimated sales tax additional additional :Required permit fees are additional (at cost of each permit, plus stafftime) additional additional TOTAL: We propose to furnish material and labor- complete in accordance with above specifications, for the sum of: $35,460.00 All nr,i:;rn;ir s grra �nFeeff to ba as =; ec: r;;2:.r ra! work to be completed in a workmanlike manner according co per sr"Wdard p•aCh: 5 Arry : 7!r9rubo or deviation Irom 7h, above specifications involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate All agreements contingent upon strikes, accidents, or delays beyond our control. Owner may carry fire, tornado and other necessary insurance Our workers are fully covered by Workmen's Compensation Insurance REQUIRED, DEPOSIT $17,730.00 • Landlord approval is by others • Hook-up to your 120V primary service within 50" of electrical wall signs and at the base of electrical ground signs is included • Any engineering required by the local municipality is additional • There will be additional charges for any poor soil conditions that require additional excavation, fill or concrete. • Doyle Signs, Inc is not responsible for damage to underground sprinkler systems • Any insurance required in addition to our standard insurance coverages will be added to the price of this quote at cost plus 10% and includes, but is not limited to requests for any special endorsements, primary, non-contributory umbrella coverage, waivers of subrogations, performance and payment bonds • The customer agrees that in the event that the invoice is not paid in full within the payment terms, Doyle Signs, Inc. reserves the right to remove the signage in question • Cancellation expense: 50% of the sale price if work has not been started, and 90% if work has been started but not completed • Digital artwork is to be provided with order for custom logos Any computer time by Doyle to 'vectorize' art is additional. • The customer is responsible for the cost of all products furnished and installed per approved drawing including content, design, color and trademark. ment to be made as foil 50% down payment with order and ba':aoce due upon completion A 3% service charge for the use of a credit card will be incurred in addition to the proposed price listed above Your order will be processed only when the deposit is received. Authorized Signature JOSEPH DOYLE Note: This proposal may be withdrawn if not accepted within 45 days. ACCEPTANCE OF PROPOSAL: The above prices, specifications and conditions are satisfactory and are Signature hereby accepted to do the work as specified. Payment will be made as outlined above Date of Acceptance Signature