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HomeMy WebLinkAbout5. MANAGERS REPORT 02/17/2009 Mount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM ~ TREE CRY lISA TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: FORESTRY/GROUNDS SUPERINTENDENT DATE: FEBRUARY 11,2009 SUBJECT: BID RESULTS - SHADE TREE FURNISHING AND PLANTING - $218,0 BACKGROUND Bids were recently opened for the provision and installation of parkway trees. Funds were appropriated for plantings including Cost Share trees, risk replacement trees, new construction plantings, CornEd replacements, accident replacements, reforestation, Ash Reduction replacements, and beautification plantings. As in the past, bid prices were sought for 1-1/2",2",2-1/2" and larger trees. We also asked bidders to quote prices for "enhanced planting sites" -larger pits with amended backfill - which we may order on a small number of trees being planted in very poor soil. Bid prices are good through December, 2009. BID RESULTS Sealed bids for this contract were opened on February 2,2009. Seventeen invitational bids were mailed and a notice to bidders was published in a local newspaper. Fourteen bids were received. Bid results are shown on the attachment. It should be noted that no one bidder submitted the low price on all sizes/species requested. DISCUSSION At this time, we do not know the exact quantity, sizes and species we will need to order during the coming year. However, from the bid results it appears that there will be enough trees available to supply our planting programs. Note that we are not recommending buying trees from County Line Nursery or Alaniz Landscaping. County Line Nursery's trees are grown in Michigan; our specifications require trees grown in northern Illinois or Wisconsin. Additionally, Alaniz Landscaping did not provide the necessary statements certifying where the trees are grown. BID RECOMMENDATION There is a total of$218,084.00 in various tree planting accounts in the 2009 budget, as follows: Tree Replacement-Cost Recovery Account (page 230, account #0015203-540720) $65,653.00; Tree Replacement-Public Account (page 231, #0015204-540714) $11,834.00; Reforestation Account (page 230, account #0015203-540710) $42,372.00; Tree Replacement -Village Account (page 230, account #0015203-540715) $83,225.00; and EAB Reforestation Account (page 230, account #0015203- 540729) $15,000.00. C:\Documents and Settings\LAngell\Local Settings\Temporary Internet Files\OLK9CF\Memo-Plant Recommend.doc Page 20t 2 I recommend splitting the contract award among Arthur Weiler Inc., KGI Landscaping Company, Mike Greco Landscaping, Karlstedt Landscaping Inc., Autumn Landscaping & Maintenance, Hayden Landscaping, Bill Huffman Landscape, McKay Nursery, Pederson Company, Pugsley & La Haie and San Filippo Landscape. Total expenditures for all purchases will not exceed $218,084.00 and each tree will be ordered from the lowest bidder for that particular size and species. ~ JA~A '*'._ ~ ~claV I concur: 5J?~ GLEN R. ANDLER Director of Public Works ~: ~~fJ ~i~oogg8g ca~"CLOI.O.................. ~O lij _..J .~ g '- .9- Q. ,- :E ~ III 8l C> o o C'II N ~ III 2 ..0 <1l LL Ol c '1: <1l a. o "0 iIi ~~ .!2c on; ~ U ~ 0 .= I-- .. Gl Gl .!:! ~ a: :> 'C in ~ ~ Gl !! C '; 'cu ~ J: ~oj -O/S ,~ ~ a: ~ 'C :::s in Q. ~~ ~:e ~ '; g; ~ ~o .?: f-- ,~ :c a: 'ill 'C 0 in Q. ~~i: ~ieoo III :::s E It) It) > 0 0 ~u fl g a: ~ :E al III Q. Cl c :;:; C III ii: "C C III Cl c :E III 'c ... :::s u.. Gl ~ I- Gl "C III .c CJ) ~~ ~ ~ ?' '~ ~ ~ <C 0 :::s -z fl ~ &:~ 'C :i: in ~~ ~:g ~ 'cu ~ fl > 0 III ~-g Gl III ,!:! ..J a: (5 'Cll:: in Gl~" :c:;::; g .!2 c:: u '; g; ~ ~ 0 c ,-j ,~ :0 Ii: .e "C ~ in~ ~~~ !! 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JANONIS FROM: FORESTRY/GROUNDS SUPERINTENDENT DATE: FEBRUARY 6, 2009 SUBJECT: BID RESULTS - TREE TRIMMING - $185,000.00 BACKGROUND Sealed bids for parkway tree trimming were opened on February 2, 2009. Prices were sought or trimming trees in areas due for routine pruning on our five-year cycle. As in the past, we also sought prices for emergency tree work in the event of a major storm. Finally, we also included a provision which will allow us to extend the contract for a second year at the same bid prices, if both the contractor and Village agree. BID RESULTS Eighteen invitational bids were mailed and a notice was published in a local newspaper. Nine bids and one "no bid letter" were received. The bid results for trimming an estimated 4333 trees were as follows: Winkler's Tree and Landscaping Nels Johnson Tree Experts Homer Tree Care Sawvell Tree Service Davey Tree Expert Co. Kramer Tree Specialists Steve Piper & Sons R.W. Hendricksen Co. Clean Cut Tree Service Asplundh Tree Experts BID DISCUSSION $180,698.89 $183,653.00 $190,048.00 $191,923.00 $228,370.00 $257,324.00 $258,019.00 $307,380.50 $313 ,951.3 9 No Bid The bid specifications identified 4333 trees needing to be pruned at the time the specifications were prepared. However, the specifications were written to allow us to add additional trees throughout H:\Forestry\WORD\2009\MEMO TRIM RECOMMEND. doc Page 2 of 2 the year, if desired, up to the amount budgeted. Additionally, some trees may have increased slightly in size since they were last measured; therefore we are requesting authorization to spend the entire budgeted amount. The low bidder, Winkler Tree and Landscaping, has worked satisfactorily for us in the past on multiple contracts, including our Parkway Trimming and Removal Contracts (2003-2004), our Creek Cleaning Contract (2006, 2008) and our Stump removal Contract (2007). BID RECOMMENDATION There is $185,000.00 allocated for contractual tree trimming in the 2009 budget (Page 230, Account #0015203-540730). I recommend award of a possible two-year contract to the lowest qualified bidder, Winkler Tree and Landscaping, in an amount not to exceed $185,000.00. If year one is successful, and a contract extension is agreed to by the Village and the contractor, year two will be in whatever amount is appropriated in the 2010 budget. ~ Sandy Clark I concur. ~: H:\Forestry\WORD\2009\MEMO TRIM RECOMMEND. doc Village of Mount Prospect Community Development Department . Mount Prospect MEMORANDUM ~ FROM: MICHAEL E. JANONIS, VILLAGE MANAGER DIRECTOR OF COMMUNITY DEVELOPMENT TO: DATE: FEBRUARY 10, 2009 REQUEST FOR FACADE REBATE REIMBURSEMENT - YE OLDE T. INN RESTAURANT SUBJECT: The Village has established the Fayade Rebate Program in the downtown Tax Increment Financing District that offers matching grants to businesses that make improvements to storefronts in the downtown district. The maximum Village contribution is $10,000 per storefront. The owner, Tod Curtis has been renovating his building at 6-18 W. Busse Avenue over the past several months. He has made several improvements to the interior of the building to address code violations. These improvements include a complete renovation of the kitchen area, an upgrade to the electrical service and the correction of several plumbing violations. The owner has also addressed several exterior code violations as part of his reinvestment in the property. The total project costs are estimated at over $200,000. Mr. Curtis is seeking reimbursement for all eligible expenses related to his project. The Village has historically considered a storefront to be up to 25' in width when considering a request for reimbursement. Mr. Curtis' building measures 100 feet wide along Busse Avenue thereby qualifying as 4 storefronts. In his application, he requests reimbursement for both his front and rear facades as he indicates that both elevations are exposed to pUblic view. Therefore his request is for $80,000. While the Village has never reimbursed for fayade improvements to the back service area of a structure, Mr. Curtis will make his case to the Village Board at the February 1ih meeting. Per the program guidelines, the Village may cover 50% of all eligible costs of this project, up to $10,000 per storefront. The Village currently has budgeted $60,000 in account # 5507703-590052 (page 294 of the Budget) for the 2009 budget year. Please forward this memorandum and attachments to the Village Board for their review and consideration at their February 17th meeting. Staff will be at that meeting to answer any questions related to this matter. M,bl~n~ THE VALENTINO LA WFIRM Richard A. Valentino Attorney at Law 101 N. ARLINGTON HEIGHTS RD. Suite 100 ARLINGTON HEIGHTS, ILLINOIS 60004 (847) 577-8674 Telephone (847) 577-9045 Faesimile January 27,2009 Village of Mt. Prospect Bill Cooney, Director Department of Economic Development 50 S. Emerson St. Mt. Propsect, IL 60056 RE: Fa~ade Grants - 6,8,10,12.14,18 W. Busse Ave. Dear Bill: I have attached a copy of the summary of recent YOTI improvements in support ofTod's Application for Fayade Grants that you had requested that we provide in our meeting of January 13, 2009, along with a new Fa~e Application, which, as far as I can tell, is nearly identical to the old application, at least as far as the information that is requested. The only noticeable difference from old to new appears to be in the instructions and in the signature page. Along with the new application, I am submitting receipts and the Summary of improvements that you had also requested in our meeting. My understanding from what I was told by you in our meeting is that this Summary and the signed and completedFayade Grant Application is all that is required to be considered for this F~ade Grant. I have also included many receipts with the application, which you have stated would be kept in your file for information purposes, but they would not be part of the F~ade Grant Application that would be submitted to the Village Board. You will note that I have submitted the application on the basis of 25 linear feet per storefront as you had suggested, but that I have included both the North and South Elevations, as both elevations have been renovated and both are exposed to public view. I do understand that the Application must be approved by the Village Board, and I am assuming that it will be for the Village Board to determine how much it will award to Tod, and they will increase or decrease the amount as they deem appropriate without us needing to submit an amended application. Eg. . another measure might be one fayade grant for each street address, of which there are 7). Also, it was not made clear at our meeting whether or not there would be a need for Tod or his representative to appear at a Village Board Meeting to receive, and\or to answer questions regarding his application. Please let me know what the protocol is in these regards so that I can make the necessary arrangements. Sin~ __ ~~tino RA V\jv Enc .. . ( ~ / .#'"' :... Facade Grants for 6..8..10,J2..14..16 and 18 W. Busse Ave. The Curtis property has approximately 200 linear feet of "frontage" (This includes both the North and South elevations, as both elevations are clearly visible to downtown visitors and\or residents.) We are requesting a full $10,000.00 grant for each 25 linear feet for a total of8 grants of $10,000.00 each. The following work has already been done: Electrical Improvements: At the Villages request., complete electrical system upgrades for the entire building which affects all storefronts in equal proportions were done by AlI- A-Electric Co.: Sums expended = $43,000.00 Interior and Exterior Improvements: At the Villages request, extensive improvements have been made by Gatto Construction Company, both to the interior, and to both the South and the North exteriors, including but not limited to the South Elevation fayade, the North elevation fayade and porch area: Sums expended = $37,636.85. Interior and Exterior Improvements: At the Villages request, extensive improvements have been made Artistic Creation Design LLC to the interior and to both the South and the North exteriors, including but not limited to the South Elevation fayade, the North elevation fayade and porch area: Sum expended to date = $70,000.00 The following work remains to be done: Interior Improvements: Kitchen Remodeling. The permanent kitchen for YOTI is undergoing complete renovation. Complete and detailed plans have been submitted for Village permits and approval. Plumbing Improvements: At the Village's request there have been, and continue to be extensive plumbing system upgrades for the entire building which affects all storefronts in equal proportions. In addition, at the Villages request, additional repairs and improvements are being made to the roof and to the South elevation soffits and to the North Elevation parking lot and delivery area. TOTAL SUMS ALREADY SPENT TO DATE: in excess of$150,636.85 TOTAL ADDITIONAL SUMS TO BE SPENT: $75,000.00 - $150,000.00 + or- TOTAL AMOUNT REQ~STED: = $80.000.00. ($10,000 per 25 linear feet x 8, for a total of 200 linear feet of storefront.) " APPLICA TION Z o .... ~ ~ ~ 0' ~ ~ i5 .~ Cl .1:: Z Q) ~p.. 0' ~ ~ U -< =:l ~ .... ~ -< :;;1, ~ ~ o c:: ~ ~ ZO ....€ Cl Q) Zp. ~ e Or:l-t ~I ~ U -< =:l Name JbO ~Tl~ Corporation /) _ ~ M5t ;;l~r b~ft- Street Ad, dress /J It{ It). I7ltS"Si!-- City Pi r: !1P:r tL-r/f ~olc ~-11 Zip Code b:JQ 9 Sb f~~+ r'~d,^,;fN ~f.)ritt, .5:uA tt, ",~ . if ;'0 ,il ~~E SL(tW1VV\f;}'\.4 ..4n;'titr: f') -" Number of storefronts in the building and occupants 7-"6 S1bQ~ts. /' "}Ao \,\f\)CL~'" Relation7; ;;;~ Name Telephone (day) '" J /if tt:1I,';J: Street Address /J / /~ . 8~-sst.- m~. City AA.P State Zip Code 1'/ r: l(2vf ~c rL 6'Pt/..J..b ArChiV~A~f~ "~ w~~ Ire Con ctor's Nl!.'l1e &;'ddres.Y:'., J 3 ~"Eo I-e: fK l n.s tI (. U~/"iFJ~ - Engijfer's Name & Address (if ap, plicable) J. f(rJ !J I &lIff' iJ C~( 'II ..,7-1.> 6e O/'& L. V 6u-iU tf €,,-:t http:j j www.mountprospect.orgjbusinessjDescApplicationTIF.doc October 2007 / .' APPLICANT AFFIDA VIr I have read and understand the terms of the Fa~ade Improvement Program and Interior Build- out Program and agree that all work performed in conjunction with the aforementioned programs must comply with all other Village regulations. Additionally, I understand and will comply with all annual sales tax reporting requirements. October 2007 http:j j www.mountprospect.orgjbusinessjDescApplicationTIF.doc MouotProspect INTEROFFICE MEMORANDUM Village of Mount Prospect Mount Prospect, Illinois TO: MICHAEL JANONIS, VILLAGE MANAGER FROM: MICHAEL DALLAS, ADMINISTRATIVE ANALYST DATE: FEBRUARY 11, 2009 SUBJECT: TELEPHONE SYSTEM - ADDITIONAL COST RECOMMENDA TIO PURPOSE To obtain the Village Board's approval to pay for the additional costs associated with the new telephone system project. BACKGROUND Late last summer, the final phase (installation, training, and testing) of the telephone system project began. With direction from Sound Incorporated and guidance from Mr. Dave Wilson, the Village's telecommunications consultant, call processing and network configuration information was collected, and telephone locations were identified. Equipped with this information, Sound Incorporated programmed network devices and phones at their facility. In the meantime, to prepare for a smooth installation and cutover at all Village facilities, cables were pulled and terminated, and back-up power supplies and panic buttons were installed. Once the sites were prepared, network equipment was installed at Village facilities and some testing was conducted. Phones were then delivered and installed, and the voicemail system was upgraded. Prior to system cutover, Sound Incorporated conducted user training and demonstrated the new panic button feature. On Friday, October 17, the new system was successfully cutover through a series of coordinated events. DISCUSSION Thus far, the new phone system has been well received. The new phone equipment is very user- friendly and has many features. Additionally, the new software application utilized by the some of the main call answering positions provides greater call processing flexibility and management. Admittedly, there were some call processing issues (e.g. phone number not ringing on certain phones) identified immediately after system cutover. All requests were quickly expedited and addressed. More importantly, a few days after cutover, the system sustained a major outage that was quickly diagnosed and corrected. To ensure that this outage does not occur in the future and that the system's redundancy operates as designed, the Village hired its network consultant to reconfigure some equipment and Sound Incorporated conducted a series of system redundancy tests. During the installation ofthe telephone system, Sound Incorporated and the Village identified a few issues related to the network configuration, existing cabling, number and types of phones, and some call processing and system programming that had to be addressed to successfully deploy, utilize, and maintain the system. Additionally, the Village discovered that the Police Department's existing H:\VILMlMDallaslTelephone Equipment UpgradelProjecl InstallationlPhase 3\Board Documents\Telephone System Additional Costs Recommendation _ 2-11-09.doc Telephone System - Additional Cost Recommendation February 11, 2009 Page 2 voice recording system did not integrate well with the new system. To address these critical issues, the Village Manager authorized a number of changes that resulted in additional costs. A more thorough explanation is available in Mr. Wilson's recommendation letter (see Exhibit A). RECOMMENDATION Based on Mr. Wilson's recommendation, Staff recommends paying the additional costs associated with implementing the phone project. The additions were necessary to ensure the phone system operates as expected and the network's integrity remains uncompromised. The additional costs identified in Exhibit A are listed below. ADDITIONS COST 1. Sound lnco orated Additions a. Network Confi uration b. Cablin c. Phones and Wall Mounts d. Miscellaneous e. Maintenance SUBTOTAL (SOUND INCORPORATED ADDITIONS) $14,194.06 $3,355.50 $8,929.05 $2,567.00 $706.00 $29,751.61 $8,623.00 $1,035.30 $1,572.50 $40,982.41 TOTAL For phone system installation and equipment purchases, the Village Board approved $350,846, which included $7,000 for contingency related expenses. In order to complete the project, there was a need for the additional expenses detailed in Exhibit A that increased the final cost of the project to $384,828.41. Staff is requesting Board approval for the additional costs of $33,982.41 to complete the telephone project. These additional costs represent a 9.7% increase over the Board's original approval (See Exhibit B). Notably, the budget figure for this project is $500,000. c: Dave Strahl, Assistant Village Manager Joan Middleton, IT Director EXHIBIT A February 9, 2009 Mr. Dave Strahl Village of Mount Prospect 50 South Emerson Street Mount Prospect, IL Dear Dave: I have reviewed the attached itemization from Sound, Incorporated. I recommend that the Village approve payment of $29,751.61 associated with the new telephone system. The following is a brief description of the additional work conducted by Sound: 1. Network Configuration: The RFP required that voice and data would be transported between Village locations on parallel facilities (fiber and T -1 circuits). When an IP telephone system was selected, the Village determined that a more robust and resilient WAN could be established if voice and data traffic were to share the facilities (fiber and T-l) between buildings. This change required additional hardware and programming. The cost associated with this is $14,194.06. 2. Cabling: The RFP identified several areas where cabling would have to be improved and required the vendor to address known cabling issues in their proposal. Unfortunately, due to the condition of the voice and data wiring in a few unknown areas, additional work was required to bring the wiring up to industry standards for V oIP transmission. The cost for this work at various Village locations is $3,355.50. 3. Number and model of telephones: The quantity and models of telephones were adjusted to meet final user requirements. Notably, the Village leveraged discounted pricing to purchase additional phones for the new fire station and EOC. Additionally, the number of wall-mounted telephones was greater than indicated in the RFP. As a result, additional wall-mount kits had to be purchased and installed. The cost for these changes is $8,929.05. 4. Miscellaneous System Programming: Programming changes outside the scope of work for the Village were made and broken paging equipment was replaced at Public Works. The cost of this work is $2,567. 5. Maintenance: Standard maintenance provisions for the routers used to connect (voice and data) Public Safety and Public Works are for business day coverage and next-day replacement if required. The coverage waS increased to provide 24x7 coverage and 4 hour replacement for these components. The cost associated with this is $706. Additionally, I recommend the Village approve payment of: · $8,623.00 to Word Systems for a Digital Voice Logging System · $1,035.33 to AT&T for its Calling Line Alternate Routing (CLAR) Plan and . $1,572.50 to RMS Technology Solutions for data network programming The Digital Voice Logging System at the Police Department records incoming calls to the non-emergency Police Department telephone number. The current Call Logger system connects to the new telephone system with a physical patch cord attached to several telephone handsets. This system has several critical shortcomings, including: · External logger patch cord and tone generators tend to break down over time and are costly to replace or repair. · The system does not provide accurate time and date information. . Call storage is not encrypted. · Call recording quality is poor. · Calls are frequently segmented into multiple files; makes searching for calls very difficult. · Calls are not tagged with essential information (i.e. caller ill) The new system will resolve these problems and provide for future system enhancements such as being able to record additional telephones and to record the School System's radio system. The AT&T CLAR plan is a pre..,established contingency plan, where incoming telephone calls are re-routed should one of the primary AT&T services be disrupted. The Village has identified critical telephone numbers it wishes to include in the plan. RMS Technology Solutions provides ongoing support to the Village of Mount Prospect. In order to enable automatic network fail-over to a T -1 circuit should the fiber link between Village Hall and Public Works be disrupted, RMS was retained to make the necessary changes to the Village's data network. Including all of the additional costs above, the total project cost to date is $384,828.11. The original contract approved by the Village Board was for $343,846.00. The Board also approved an additional $7,000 for project contingencies. The telephone system project is nearly complete. The system is substantially complete with the following items scheduled for completion in the near future. 1. Resiliency testing: Sound, Inc. and the Village will conduct final system resiliency testing on February 17,2009. 2. Disconnection of excess AT&T services: Early in the project the Village disconnected AT&T services that were not being utilized at the time. The new telephone system will not be using all the services required by the previous system. Wilson Consulting and the Village have identified those services and the appropriate disconnect orders have been placed with AT&T. This will result in an annual savings of$36,863. Please feel free to contact me with any questions or if you need additional information. Sincerely, WILSON CONSULTING David Wilson . . . a ~ r- "tI ;;0 0 c... m (") -I "tI ;;0 0 "tI 0 rn m c )> c ~ ~ z Ii) m "tI orno e 9' CD ::I. ~CDce. "'Oo:s ~ aID!!. -I CD + "tI d g...... ....0 (")~'O ~ 0_0 ",011I r- lit~!!. ... ... ... ... w ......w ... w ....... 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