The URL can be used to link to this page

Home My WebLink About7. MANAGERS REPORT 08/07/2007 Mount Prospt.'Ct Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: DEPUTY DIRECTOR OF PUBLIC WORKS TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: JULY 25, 2007 BID RESULTS I REPLACEMENT OF UPS AT POLICE & FIRE HQ {$44,470} SUBJ: Background The Police and Fire Headquarters Building at 112 East Northwest Highway was constructed in 1994. The electrical supply design for this facility included a number of failsafe features intended to maintain the building's ability to operate during power outages. Specifically, the design included a 350 KW (Kilo-Watt) diesel-powered emergency generator and an 80 Kva (Kilo-Volt Amperes) uninterruptible power supply (UPS) system. The diesel generator is designed to sense the loss of Commonwealth Edison power and automatically start to energize an emergency electrical circuit in the building. This emergency circuit powers mission critical equipment, computers, and communications gear. The UPS is a system of batteries that provides energy to the emergency circuit during the 10 seconds necessary for the emergency generator to start and assume the load. The absence of this system would result in a short power loss followed by a power spike that could interrupt emergency operations or damage computers and communications equipment. In addition, the UPS can provide up to 15 minutes of electrical energy that would allow staff to systematically shut down sensitive equipment in the event the generator fails to start. During a recent maintenance inspection, staff learned that the UPS batteries had degraded significantly and could not be relied upon to carry the load between ComEd and the generator during an emergency. Accordingly, staff investigated the feasibility of replacing the defective batteries. A partial set of new batteries for the existing UPS can be purchased for approximately $5,600. A complete set of new batteries could cost as much as $20,000. However the manufacturer of the existing UPS, EPE, was recently acquired by MGE. MGE has informed us that they will not stock any of the EPE parts after 2007. Consequently, an investment in new batteries would not necessarily extend the life of the existing UPS should another component fail. Furthermore, new batteries purchased for the existing UPS might not usable in a new UPS purchased at a later date. Considering the important public safety and emergency response role of this building, staff has determined that the most prudent and cost effective solution is to replace the existing UPS system. Bid Results On Monday, July 16, 2007 sealed bids for the replacement of the existing UPS system at the Police Fire Headquarters Building were opened and read aloud. Invitational bid announcements Page 2 of 2 Bid Results / Replacement of UPS at Police & Fire HQ ($44,470) July 25, 2007 were distributed to 1 0 electrical construction contractors and a public notice was placed in a local paper as required by Village policy. Seven (7) bids were received. The results are noted in Table 1 below: Table 1 Bidder Bid $38,670 $42,990 $45,590 $67,563 $73,716 $81,234 $198,000 Discussion The apparent low bid was submitted by JF Electric of Mount Prospect, Illinois. Staff has reviewed this bid and found it complete and responsive. JF Electric has not previously performed work for the Village of Mount Prospect. However, they have performed similar work for private enterprises including commercial property management firms, builders, and commercial property development firms. Reference checks indicate that JF Electric has satisfactorily performed this work in a timely manner and with an appreciation of fiscal constraints. Staff notes that one firm, Power Engineering of Homer Glen, Illinois, has interest in two (2) distinct bids. The Village Attorney has considered this irregularity and found it insignificant since the bids do not appear to affect the award and the bids do not adversely affect other bidders. Staff also recommends that a 15% contingency be included in the project award due to the fact that bid quantities are estimates and actual conditions or measurements may vary. In this instance, a 15% contingency would add $5,800 to the award. The total recommended award is $44,470 ($38,670 bid plus a 15% contingency of $5,800) Recommendation It is the recommendation of staff to award a contract for the replacement of the Police & Fire Headquarters Building UPS system to JF Electric of Mount Prospect, Illinois in an amount not to exceed $44,470. The current budget reserves $20,000 for this proposed expenditure (account number 5107701-650025). A budget amendment for the additional funds necessary to prosecute this proposed project will be transmitted for the Village Board's consideration at a later date. ~ Sean P. Dorsey I concur. Glen R. Andler Director of Public Works H:\Administration\BUILDING\UPS REPLACEMENT BID AWARD RECOMMENDATION.doc Mount Prospect ~ INTEROFFICE MEMORANDUM ~ TRIlE CITY USA Mount Prospect Public Works Department TO: VILLAGE MANAGER MICHAEL E. JANONIS 1>>. M:m, _[1/01 FROM: FORESTRY/GROUNDS SUPERINTENDENT DATE: AUGUST 2, 2007 SUBJECT: BID RESULTS - ADDITIONAL PARKWAY TREE STUMP REMOV A $55,000.00 BACKGROUND The Village Board authorized a 2007 parkway stump removal contract for Winkler Tree Service on March 7, 2007. However there are only enough funds remaining for Winkler to remove approximately 75 more stumps. Unfortunately, we currently have 174 existing stumps, and we estimate that we may gain another 50 or so before year's end if we continue to lose elm trees at the current rate. Therefore we prepared specifications for a second stump removal contract, with the intent of seeking additional funds. Sealed bids for the additional stump removal contract were opened on July 30, 2007. This contract requires grinding tree stumps to a 10" - 12" depth, removing the grindings, and restoring the area with topsoil and grass seed. BID RESULTS Nineteen invitational bids were mailed and a notice was published in a local newspaper. Two contractors declined to bid because of prior commitments and two bids were received. Bid results were as follows: Size Class Est. # of Diam. Inches 1215 2835 Kramer Tree Specialists. Inc. $ 18,225.00 $ 51.030.00 $ 69,255.00 Steve Piper and Sons, Inc. $ 14,701.50 $ 39.690.00 $ 54,391.50 0-24 25"+ Totals 4050 DISCUSSION At this time we cannot be certain of the total number of stumps that will need removal. The results above are based on the projected removal this fall of approximately 150 stumps. The low bidder, Steve Piper & Sons, Inc. has not worked for us in the past. However, they submitted all requested documentation including an equipment list and multiple municipal references. We followed up with the references and all were favorable. H:\Forestry\ WORD\2007\MEMO-STUMP-2 RECOMMEND. DOT BID RECOMMENDATION There is approximately $5,000.00 remaining in the 2007 stump removal account that was not encumbered for Winkler's contract. I request that additional funds in the amount of $50,000.00 be appropriated for an additional stump removal contract. I recommend award of this contract to the lowest qualified bidder, Steve Piper & Sons, Inc. in an amount not to exceed $55,000.00. I concur: '" .4A~ ~~ ~ ~~ Glen . Andler Director of Public Works H:\Forestry\WORD\2007\MEMO-STUMP-2 RECOMMEND.DOT Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: SUPERINTENDENT OF WATER/SEWER TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: AUGUST 2, 2007 SUBJECT: FINAL BALANCING CHANGE ORDER/FINAL INVOICE - FOR PROSPECT MEADOWS W ATERMAIN REPLACEMENT PROJECT PHASE 2 ($46,138) BACKGROUND The Village Board, at the February 6,2007 Board Meeting authorized a contact with J. Congdon Sewer Service, Inc. for the Phase 2 Prospect Meadows Watermain Replacement Project. The project included the abandonment of 4" diameter cast iron pipe in rear yard easements and the installation of new 10" & 8" class 56 ductile iron pipe in the public right-of-way, immediately adjacent to the roadway pavement edge. The project also included the reinstatement of 67 water service lines; installation of five (5) new fire hydrants; 20 driveway culvert replacements and pushing a new watermain crossing under Kensington Rd. at Forest Ave. Attachment A depicts the Phase 2 project area. DISCUSSION The Village Board approved contract amount with J. Congdon was $559,147. This amount was based on estimated design engineering quantities. The final contract amount is $605,285, a $46,138 increase. Contributing factors were: 1. The watermain crossing Kensington Rd. at Forest Ave. had to be shifted 20 feet west of its original design location; several feet deeper (installed depth of 18 feet) to avoid existing utilities and the length of the augured watermain had to be extended an additional 20 feet north, again because of utility conflicts. 2. A significant increase in pavement reconstruction and trench backfill required at Kensington Rd. and Forest Ave. and other sections of streets that failed due to poor subsoils. TO: SUBJECT: VILLAGE MANAGER BALANCING CHANGE ORDER/FINAL INVOICE - FOR PROSPECT MEADOWS WATER MAIN REPLACEMENT PROJECT PHASE 2 ($46,138) AUGUST 2, 2007 PAGE 2 3. Final field measurement quantities of all contracts items installed. In some cases, the final measured quantity was under or at the engineering estimate, but there were items that were field measured higher; ie. length of watermain installed, length of water services installed and length of driveway culverts installed. In order to final out this contract The Village Board needs to approve a final balancing change order for $46,138. This increases the final contract amount to $605,285 and would authorize a final payment of $51,786.50 to J. Congdon Sewer Service, Inc. ($46,138 change order amount plus the $5,648.50 remaining on the original contract award). RECOMMENDATION It is my recommendation The Village Board authorizes a final balancing change order for the Prospect Meadows Watermain Improvement contract with J. Congdon Sewer Service, Inc. for an amount not to exceed $46,138. Sufficient funds for this proposed increase are available in the 2007 budget. Please place this item on The Village Board Agenda for their consideration at the August 7, 2007 Board Meeting. ~~---- Matt Overeem Water and Sewer Superintendent I concur: ~ Director of Public Works c: Director of Public Works Glen R. Andler Deputy Director of Public Works Sean Dorsey File attch. J c::\-... --. ------_ - - .... -, - - :::! - - =.j - - ~ l b- ~ ^ m Z Ul Z "Q. a z ~ l 628 624 620 616 612 608 604 600 428 424 420 -F\ 625 ...21 617 --1-613 609 ~ 601 427 423 419 FOREST AV 6~ 624 o :;0 i5 r- m r- :2: q. 616 601 424 . ~ i.29 625 ,,621 617 613 609 -IP5 601 - 427 423 419 ~ 416 415 1/ ~ 2 I ~ m 41 I-- :2: 407 405 401 400 T 416 412 408 404 400 I r 61j. 608 60~ 600 ..- 4?ll 424 420 T 6280 629 624 ~ 625 '> :;0 ^ ~ r- m r- Z 620 621 616 617 .613 612 ----.. 608 609 422 420 413 lllt o .. III 0 o '" I 404 407 7 _ 405 401 I -, ~ )- r- (Xl i5 z r- Z 1 ~~ .. 1" 62~ ~ 624 620 .... 616 61Z 606 600 13 0 r- 5.13 I ~ ~ 609 :;0 o ~6''{. ~~q, ""... ~ 'l'0<S'.(\ :~ ~ (('C'><"'( ~~o~ -1,..~ '\ <:l 01> '" "'It- !:l" S5 II ~~ .. {:; c .. N .. ..< '" fit 625 ~1 617 #> ~ ':J. ..{> FOREST AV (Xl c z .... Z Cl r- Z ~ 624 ~ A?" C?" .tl21 61~ 617 V~'p ~ "Z "~6' ~'" ~... 628 . w 8 N 62'\0 620 (Xl o 616 ~ -lID 612 I 610 6'06' 6'...... 6'~ '6'0,., 6'0", V-t> DDD II I I . . . . ! ~ ~ ~ ~ ~ ~ ~ ~ ~ o 3 3 ~ ~ 0 ~ 0 0 g""Q.!!!.::;;~g iii~x m a ~ n - m ~ > m o.~c5mffio. ~~ a;I > "T1 C ~ ~ ~ caCi)c:z ~. ~ Q) ~ rn ~ > m :J ~ ~ CD ~ It )> r-+- r-+- Q) (') ::J"" 3 CD :::J r-+- )> Motmt Prospect INTEROFFICE MEMORANDUM Village of Mount Prospect Mount Prospect, Illinois FROM: IT DIRECTOR TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL DATE: JULY 20, 2007 SUBJECT: REQUEST FOR APPROVAL FOR BACKBONE UPGRADES Backbone upgrades are planned for the 2007 budget year to increase the bandwidth between Village Hall and Public Works from 100 Mbps (megabits per second) to 1 Gbps (gigabit per second). In addition to improving general connectivity, this upgrade will make it possible to replicate data across the network between the two sites. Staff is requesting approval to purchase the equipment and services necessary to implement this upgrade. Discussion The Public Works data network segment is connected to the Village Hall network via fiber owned by Wide Open West (WOW!). An IP SAN (Storage Area Network) was purchased for the Village Hall server room last year to hold centralized data backups. A second IP SAN has been budgeted for this year for Public Works. The two IP SANs will replicate data, eliminating the need to transport backup tapes back and forth between the two buildings. Gigabit data connectivity is needed for replication. Increasing the bandwidth is also the first step in preparing for server virtualization and mobility for disaster management purposes. The Cisco data switch at Public Works will be upgraded to a Catalyst 3560G, which will provide the necessary gigabit data ports. It will also have Power over Ethernet functionality, which will support IP telephony in case the Village chooses that technology in the future. The switch being replaced is old and is no longer supported by Cisco. The proposed upgrade was designed by RMS Technology Solutions, Inc. The Village has utilized the design services of RMS for a number of years with good results, and would like to use RMS services to configure and install the equipment for this project. Hardware Quotes Three different vendors have provided quotes for the hardware needed for the project as shown in Table 1 on the next page. RMS is the preferred vendor because of price and because it simplifies the project to have the same vendor handle the entire project. Request for Approval for Backbone Upgrades July 20, 2007 Page 2 Table 1: Comparison of Hardware Quotes Comparison of Hardware Quotes RMS CDW PC Connection Cisco Catalyst 3560G 24-port 10/100/1000 Layer 3 Switch, $9,238 $9,720 $10,575 (2) Sinale Mode Fiber Transceivers (2) Fiber Patch Cables, (2) 10dS in-line Ootical attenuators $162 not included not included Estimate for ShippinQ $40 $40 $40 Total $9,440 $9,760 $10,615 Services RMS has estimated that it will take 8 hours to configure and install the switch. The installation of the switches will need to take place after hours at time and a half. Historically RMS has stayed within the hours they have estimated for projects. If they exceed the estimated hours additional funds will be requested. The estimated service costs are detailed in Table 2. Table 2: Estimated Hours for Hardware Configuration and Installation Configure & Install New Switches - 8 hours @ $185/hr plus allowance for 2 hours of overtime $1,665 Recommendation I request that the bid requirement be waived to purchase services from RMS Technology Solutions for the configuration and installation of backbone hardware at a price not to exceed $1,665. Also I recommend that the Village purchase the backbone hardware as described above from RMS Technology Solutions for an amount not to exceed $9,440. Funds are available for these purchases. Please feel free to contact me with any questions or concerns. ~ ~ Middleton IT Director I:\VB Request Memos\2007 Backbone Upgrades.DOC Mouru Prospect Village of Mount Prospect Mount Prospect, Illinois ~ INTEROFFICE MEMORANDUM FROM: IT DIRECTOR TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL DATE: JULY 27,2007 SUBJECT: REQUEST TO WAIVE BID PROCESS AND TO PURCHASE REPLACEMENT SERVERS Six servers are scheduled for replacement in the 2007 budget year. Staff is ready to replace three of those servers at this time. A future request will be made to purchase the remaining servers. Staff is requesting that the bid process be waived to purchase the computers and is recommending that the purchases be made from Dell. The Village has standardized on Dell computers and the quotes Dell provided are from the current Illinois state contract. Dell's prices and the specifications are detailed below. The Precision 690 is for Public Works' Water SCADA (Supervisory Control and Data Acquisition) equipment. The computer has been configured by the SCADA vendor. The PowerEdge 2900 (tower model) is a file server for Public Works and the PowerEdge 2950 (rack-mounted model) is for the GEMS financial system. SCADA Server Precision 690: Dual Core Xeon 5150 I 2.66 GHz, 2 GB RAM, (2) 80 Gb Hard Drives, CD/RW, DVD/RW, MS Windows XP Professional, (2) 24" LCD Flat Panel Displays, 4-yr. Warranty $4,026 PWFile Server PowerEdge 2900: Quad Core Xeon E53352 12.0 GHz, 4 GB RAM, (6) 146 Gb Hard Drives, CD-RW/DVD Combo, Windows 2003 Server, 5-yr. Warranty $6,132 GEMS Server PowerEdge 2950: Quad Core Xeon E53352 12.0 GHz, 4 GB RAM, (5) 146 Gb Hard Drives, DVD-ROM, Windows 2003 Server, 5-yr. Warranty, PV114T VS160 Tape Drive Total $8,330 $18,488 I request that the bid requirement be waived for the purchase of the replacement computers as detailed above. Also I recommend that the Village purchase the described servers and from Dell for an amount not to exceed $18,488. Funds are available for these purchases. Please feel free to contact me with any questions or concerns. ~ ~Middleton IT Director I:\VB Request Memos\2007 Server Requests 1.doc