HomeMy WebLinkAbout6. VILLAGE MANAGERS REPORT 07/16/2010 Mountie Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
i' Wb Or
TO: VILLAGE MANAGER MICHAEL E. JANONIS l I°
FROM: WATER & SEWER SUPERINTENDENT
DATE: JUNE 28, 2010
SUBJ: BID RESULTS FOR THE INSTALLATION OF GENERATOR -1 • -
SEWER LIFT STATION EMERGENCY BACKUP POWER PR*
•
(NOT TO EXCEED $151,800)
Background
The Village of Mount Prospect operates a wastewater collection system that includes
three sanitary sewer lift stations and seven sanitary relief stations that all feed into the
Metropolitan Water Reclamation District's interceptor system for treatment. Staff
identified the need for emergency sources of electrical power for the Village's water and
wastewater pumping stations and is beginning to design and install such emergency
power systems. In 2009, the Board awarded a professional services contract to Burns
& McDonnell for the design work for the project and this bid result is part of their effort.
Problem Statement
In August 2007, the Village experienced a severe storm that disrupted electrical power
throughout the Village for three to four days. In order to reduce neighborhood flooding,
the Village rented additional portable generators for the sanitary relief stations and
operated those units constantly until utility power was restored. The Village was
fortunate to have contacted rental firms quickly as rental inventories were quickly
depleted. The use of standby generators significantly reduced neighborhood flooding
and kept the sanitary relief stations operational during the outage.
As a result of the extended utility outage, staff identified the need to install additional
emergency generators to power the sanitary lift and relief stations. Upon further review,
staff identified that the seven sanitary relief stations could be powered by six emergency
backup generators. Included in this project is the combination of the North and South
George relief stations into one electrical service powered by one larger generator. The
Cottonwood and Fairview Sanitary Lift stations would also be outfitted with each having
their own standby power systems similar to the retrofit that occurred at the Huntington
Lift Station in 2006. The design for each station would include pad mounted diesel
generators with automatic transfer switches to allow the stations to run independently
Page 2 of 3
Results for Sewer Lift Station Emergency Generators Installation
June 28, 2010
for up to four (4) days in the case of a localized or village -wide power failure. A total of
eight (8) generators would be installed within this project.
Requests for Proposals
Prior to the bid letting, staff and the consultant discussed cost saving opportunities. It
was decided that the Village would achieve savings by buying the needed generator
systems directly and supplying them to a contractor for installation. The consultant,
working with staff, prepared specifications for installation of the generator systems that
are being acquired for the Sewer Lift Station Emergency Backup Power project. The
required Notice to Bidders was published in the local newspaper. Eleven (11) area
firms that supply backup or standby generators obtained bid packets.
Results
Bids were received on June 21, 2010, opened and read aloud as required. Eight (8)
firms submitted bids for review.
SUPPLIER PRICE
Argon Electric, Buffalo Grove $138,000
Newcastle Electric, Itasca $140,000
Broadway Electric $169,800
Public Electric $186,450
Keno & Sons $207,288
Utility Dynamics $217,980
Excel Electric $221,476
Mosele & Associates $291,300
Discussion
All bids were checked to ensure that the supplier was providing the needed and
necessary generator equipment in accordance with the bid specifications for the project.
There were no exceptions to the bid specification by any firm. Three (3) firms failed to
provide the necessary project references that the specifications required. None of these
three (3) firms were the low bidders and therefore staff will not be seeking a waiver.
The engineer's estimate for this work was $147,000 and two of the bidders were below
that estimate. The lowest price was obtained from Argon Electric of Buffalo Grove,
Illinois. Argon Electric has not done business with the Village or Public Works in the
past. The Community Development Department has indicated that the firm presently
Page 3 of 3
Results for Sewer Lift Station Emergency Generators Installation
June 28, 2010
does not have a current contractor's license. Community Development checked and
there are no issues with the firm on private sector work they may have performed. The
firm will need to comply with the Village's contractor licensing requirements prior to the
start of any work.
The Village's consultant and staff checked the bidder's references to determine whether
the firm has satisfactory experience and expertise in the installation of standby/ backup
generators. Argon Electric has performed generator work for commercial and
institutional clients and their references have been very favorable to them with positive
comments from all references. Comments from references stated that Argon
completed projects on schedule and on budget with minimal and well documented
change requests for out of scope work.
Based on these favorable references, staff and the consultant are recommending that
Argon Electric of Buffalo Grove, Illinois be awarded the contract for the installation of the
Sewer Lift Station Emergency Backup Power as the lowest, responsible bidder.
Since the locations of most of the generators are in residential side -yards or parkways
in residential areas, staff is requesting that a contingency amount of 10% ($13,800) be
provided to cover any unforeseen items that may arise during the project. The main
purpose of the contingency would be to expedite any restoration or repair so that the
neighborhood retains the benefit of the standby power at the relief stations while
minimizing the adjoining neighbor's inconvenience.
Recommendation
I recommend Argon Electric of Buffalo Grove, Illinois be awarded the installation
contract for the Sewer Lift Station Emergency Backup Power in an amount not to
exceed $151,800. Sufficient funds for this proposed project exists in the current budget.
cc: Deputy Director of Public Works Sean P. Dorsey
H: \Water \projects\2010 \san sewer gensets \BID BOARD AWARD RECOMMENDATION GEN SET installation.doc
MauntPrtxspect Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
li" Orb+ TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: WATER & SEWER SUPERINTENDENT 116 I i O
DATE: JUNE 28, 2010
\■
SUBJ: BID RESULTS FOR THE PURCHASE OF GENERATO. t -
SEWER LIFT STATION EMERGENCY BACKUP PO � CT
(NOT TO EXCEED $ 232,640) •
`
Background
The Village of Mount Prospect operates a wastewater collection system that includes
three sanitary sewer lift stations and seven sanitary relief stations that all feed into the
Metropolitan Water Reclamation District's interceptor system for treatment. Staff
identified the need for emergency sources of electrical power for the Village's water and
wastewater pumping stations and is seeking to install such emergency power systems.
In 2009, the Board awarded a professional services contract to Burns & McDonnell for
the design work for the project and this bid result is part of their effort.
Problem Statement
In August 2007, the Village experienced a severe storm that disrupted electrical power
throughout the Village for four days. Public Works deployed portable standby
generators to power sanitary lift stations and other vital services. In order to reduce
neighborhood flooding, the Village rented additional portable generators for the sanitary
relief stations and ran those units constantly until utility power was restored. The use of
standby generators significantly reduced neighborhood flooding and kept the relief
stations operational during the outage.
As a result of the extended utility outage, staff identified the need to install additional
emergency generators to power the sanitary lift and relief stations. Upon further review,
staff identified that the seven sanitary relief stations could be powered by six emergency
backup generators. Included in this project is the combination of the North and South
George relief stations into one electrical service with only one standby generator. The
Cottonwood and Fairview Sanitary Lift stations would each be outfitted with their own
standby power system similar to the generator retrofit that occurred at the Huntington
Lift Station in 2006. The design for each station would include pad mounted diesel
generators with automatic transfer switches to allow the stations to run independently
Page 2 of 4
Bid Results for Sewer Lift Station Emergency Backup Power Project
June 28, 2010
for up to four (4) days in the case of a localized or village -wide power failure. The bid
called for a total of eight (8) generators to be acquired under this request (six for the
sanitary relief stations and two for the Fairview and Cottonwood lift stations).
Requests for Bids
Prior to the bid letting, staff and the consultant discussed cost saving opportunities. It
was decided that the Village would achieve savings by buying the needed generator
systems directly and supplying them to a contractor for installation. This cost savings
measure was incorporated into this bid letting. The generator units were sized by the
engineer to accommodate the complete electrical load for all of the pumps and
accessory equipment Toad at each lift station. The engineering consultant, working with
staff, prepared plans and specifications for the Sewer Lift Station Emergency Backup
Power project. The required Notice to Bidders was published in the local newspaper.
Four (4) area firms that supply backup or standby generators were solicited and sent bid
packets.
Bid Results
Bids were received on May 10, 2010, opened and read aloud as required. Three (3)
firms submitted bid proposals for review.
SUPPLIER PRICE
Inland Power Group, Carol Stream $154,143.00
Lee Jensen Sales Co. Inc., Crystal Lake $232,640.00
Sunbelt Pump & Power, Channahon $254,196.65
Discussion
All bids were checked to ensure that the supplier was providing the needed and
necessary generator equipment in accordance with the bid specifications for the project.
Inland Power Group varied from the specification by proposing three of the eight units
be of a smaller kW rating than the specifications called for. The specifications called for
two 45 kW and one 70 kW unit; Inland Power Group proposed two 35kW units and one
60 kW unit, instead of the 45 or 70 kW in the specifications. These deviations from
specifications do not meet the electrical demand needed for the stations as specified by
the engineer. In considering that there may be a nameplate difference only, staff
compared the output of the units and found that the 35 and 60 kW units proposed by
Page 3 of 4
Bid Results for Sewer Lift Station Emergency Backup Power Project
June 28, 2010
Inland Power Group will produce Tess amperage under full Toad than specified. In an
emergency, adequate power is essential and staff is not recommending that we accept
a unit that produces less power. Therefore, these bid changes are major deviations
and staff is not recommending that they be waived.
Inland Power Group also varied from the specifications to propose furnishing generator
units that do not meet the noise level/ soundproofing requirements. Soundproofing of
the generators is a critical feature as the units will be installed in side and rear yards in
close proximity to residences. The other two bidders proposed using the specified
system manufacturer — Multi -Quip, which provides very good sound proofing as a
standard feature from the factory. The specifications called for the following decibel (dB)
rating for each range of generator.
Specification Specification
kW size dB(a) level at full load
25 kW 63
45 kW 65
70 kW 68
Inland Power Group proposed units that had the following decibel ratings at full standby
load.
Specification Specification Inland Power Group Proposal
kW size dB(a) dB(a) rating
25 kW 63 76
45 kW 65 76
70 kW 68 78.5
A lower decibel (dB) rating is desired as decibels are based on a logarithmic scale.
There is a significant difference between units with only a minimal decibel difference. A
10 dB(a) difference between devices is simply explained as the device with the higher
dB(a) level is twice as loud.
Staff and the consultant reviewed all of the proposals to ensure compliance with the
specifications. Staff and the consultant recommend that the Inland Power Group
proposed generators be declared as unacceptable alternates as the units varied in size
from the specification and do not to meet the sound levels specified within the bid
specification. The other two bidders proposed generators units that met all of the size
and sound levels as outlined in the specifications.
On May 21, 2010 Village staff also performed a side -by -side generator sound
comparison of a 75 kW Inland Power Group unit and a 70 kW Multi -Quip unit. This
informal test was to consider the sound levels of two units side -by -side in the real world.
Page 4 of 4
Bid Results for Sewer Lift Station Emergency Backup Power Project
June 28, 2010
Both generators were started, placed under load conditions and allowed to run for 10
minutes. Sound levels were significantly higher with the Inland Power Group generator
when compared to the Multi -Quip unit running at 25, 50 and 100% loads. Staff
recommends that the Inland Power Group unit as proposed not be placed under this
project within residential areas of Mount Prospect.
Based on the bid submittals not meeting the specifications for size and sound level, staff
and the engineer are recommending that the Inland Power Group bid be rejected as
non - responsive for deviating from the specified generator sizes and failure to meet the
required decibel level in the bid specification. The Village Attorney reviewed the
material submitted along with the bid specifications and has agreed with the
recommendation that the bid from Inland Power Group of Carol Stream be declared
non - responsive.
Recommendation
I recommend rejecting Inland Power Group of Carol Stream, Illinois as non - responsive
for not meeting the specifications and awarding the purchase of generators for the
Sewer Lift Station Emergency Backup Power project to the lowest responsible bidder,
Lee Jensen Sales Co, Inc of Crystal Lake, Illinois in an amount not to exceed $232,640.
Sufficient funds for this proposed equipment purchase exists in the current budget.
."%
cc: Deputy Director of Public Works Sean P. Dorsey
H: \Water\projects\2010 \san sewer gensets \BID BOARD AWARD RECOMMENDATIONGEN SET PURCHASE revised.doc
Mount Prospect
Village of Mount Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
t
TO: VILLAGE MANAGER MICHAEL E. JANONIS 1,„ lo
FROM: ASSISTANT VILLAGE MANAGER ...
DATE: JUNE 23, 2010
SUBJECT: ADDITIONAL INFORMATION — PROPOSED LAPTOP PURCH -ES
DEFERRED FROM THE JUNE 15, 2010 VILLAGE BOARD MEETI
After considerable discussion during the Village Board meeting of June 15, 2010 the
Village Board requested additional information for consideration and deferred the approval
of the laptop purchases proposed. Ruggedized laptops were requested for Fire (3), Police
(10) and Public Works (2) Departments. IT Staff and myself met with representatives from
each department to discuss justification parameters based on the comments from the
Village Board.
The discussions with the departments yielded a modified purchase request for
consideration by the Village Board on July 6. Fire Department stated they could forgo the
requested purchase for this year only since the laptops are not critical for NWCD
compatibility. The laptops previously requested were replacements. The existing laptops
have not experienced a failure rate that would necessitate replacement consideration at
this time. The Fire Department will provide a memorandum outlining their justification for
delaying the purchase under a separate cover.
The justification discussions with Public Works also yielded a modified purchase request
for consideration by the Village Board on July 6. The laptops requested for Public Works
included a replacement and an addition to inventory. The replacement laptop would be
assigned to field personnel and would be consistent with other field laptops in terms of
durability, set up, and ability to utilize Hansen software. The existing laptop that was
proposed to be replaced is not currently experiencing excessive failure rates but is
currently ruggedized. The usage levels of laptops for field personnel justified ruggedized
laptops; however, with fewer wireless upgrades as the Police laptops. Also the field laptops
are the only computers assigned to field personnel and the laptops are docked in the office
upon return from the field. The efficiency of field personnel using laptops as their primary
computer has allowed data to be entered once (in the field) and docked in the office. The
ruggedized request was primarily an effort to maximize the investment for as long as
possible due to outside conditions and exposures. In follow up discussions with Public
Works personnel, they would be willing to try out semi - ruggedized laptops with this
Re: ADDITIONAL INFORMATION — PROPOSED LAPTOP PURCHASES DEFERRED FROM THE
JUNE 15, 2010 VILLAGE BOARD MEETING
JUNE 23, 2010
Page 2
purchase to see how it would hold up in the environment their field personnel work in. The
additional laptop previously requested will be removed from the request at this time.
The Police Department request for the 10 ruggedized laptops will be presented to the
Village Board for purchase approval with additional justification documentation on July 6.
The primary driver for this request is to bring all laptops in the squad cars to the same level
and type for compatibility and maintenance needs. These additional wireless
enhancements match the enhancements already installed on existing laptops in the squad
cars.
Several other questions were raised during the Village Board meeting of June 15 regarding
this purchase request and are answered below.
1. Ruggedized laptops are the front line computers for police and fire departments for
in vehicle communications. The Village current has an inventory of 49 ruggedized
laptops of which 7 are assigned to Public Works and 8 are assigned to Fire. The
remainder are assigned to Police Department.
2. The Computer Replacement schedule includes 48 standard laptops, 10 ruggedized
Tablet PCs, 168 standard desktops, and 49 ruggedized laptops. Public Works
utilizes 2 ruggedized tablets and Fire is assigned 8 tablet PCs.
3. The computer replacement fund is currently adequately funded. There are also
adequate reserves to eliminate an annual lease payment as was done for FY 2010.
Through the advances in technology the cost per unit has decreased over time with
the annual lease payment tracking the replacement cost allowing for some
assistance in building an adequate reserve. However, the cost of laptops and
ruggedized laptops has not experienced the price reductions by the same
percentage as the desktops and reserves are sometimes negatively impacted by
these costs at the time of purchase.
The main components causing computer replacement needs are software upgrades
and hardware limitations. While software changes have not been as significant a
leap forward as they have been previously; however, new software packages need
to operate on hardware that is capable of handling the demands software changes
require. The Village technology policy is intentionally structured to not obtain each
new release of MS Office and operating system and instead relies on remaining one
version behind for stability purposes. Although at some point old software is no
longer supported and new hardware and software investment becomes necessary.
4. Life Cycle analysis of computers would difficult to create since much of the data that
makes up the life cycle analysis for vehicles (as a comparison) is the result of
Re: ADDITIONAL INFORMATION — PROPOSED LAPTOP PURCHASES DEFERRED FROM THE
JUNE 15, 2010 VILLAGE BOARD MEETING
JUNE 23, 2010
Page 3
annual maintenance costs. Unless there is a hardware failure the staff time devoted
to maintaining the computer inventory is minimal annually and with the ability to
push out software updates much of the "hands on" need is reduced. The majority of
IT staff time related to maintenance is the time necessary to initially set up each PC
for staff use. The purchases are spaced out annually so that the IT staff is not
overwhelmed with installations of PCs in one year or another. However, one result
of delaying purchases for a fiscal year is purchases get shifted to another year with
already scheduled replacements.
IT staff is evaluating all technology to ensure it is sufficient to operate the new MS
Office and operating system so there might be a shifting of replacements over the
next couple of years. This shifting will focus on technology that will need
replacement specifically due to the software changes.
Staff is requesting a modified purchase request in the amount of $57,270 for 10 Panasonic
ruggedized laptops from CDS Office Technologies. The laptops requested here will be only
for the Police Department. The semi - ruggedized laptop for the Public Works Department
will be purchased from a separate vendor and its per item cost will be significantly below
that of the ruggedized version.
C: IT Director Joan Middleton
H: \VILM \IT\Ruggedized Laptop Purchase Follow Up VB Memo.doc
Mount Prospect F 1 RF
Village of Mount Prospect
PROSPECT
Fire Department MOUNT x
INTEROFFICE MEMORANDUM
TO: INFORMATION TECHNOLOGY DIRECTOR, JOAN MIDDLETON
FROM: FIRE CHIEF
DATE: JUNE 24, 2010
SUBJECT: RUGGEDIZED LAPTOP DEFERRAL
This year the Fire Department is scheduled to replace three of our vehicle laptops. These
computers are due for replacement as part of a current five year rotation. This
replacement schedule has served us well in ensuring that our vehicles maintain current
technology. Additionally, it has significantly reduced down time due to service, which has
the potential to affect the department's operations.
Due to current budget constraints I recommend deferring the replacement of these three
laptops until 2011. While this deferral is manageable for the department, I have the
following concerns:
1. The current replacement program spreads the cost of the laptops out over
several years. The program was developed in this manner so that the outlay in
any one year was not extensive. Deferring this year's purchase one year will
lump this purchase together with next year's.
2. Spreading out the purchases lessens the demand put on our IT department. I
am concerned about the demand that two years of laptops will put on your
department; although this is ultimately your issue to address.
3. While we can defer the computer purchase this year, I am not in favor of
permanently extending the life of our laptops from 5 to 6 years. In the first
quarter of next year, we will be receiving a new Computer Aided Dispatch (CAD)
program through Northwest Central Dispatch which will replace our current
system. This new program is much more robust than the current one and will
require current technology to function properly. Next year's laptops will need to
be purchased by March 1 to accommodate this new software.
Please let me know if you have any additional questions.
Michael J. Figolah
MF
i\Iount Prospect
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: JOAN MIDDLETON, IT DIRECTOR
FROM ADMINISTRATIVE SUPERINTENDENT
DATE: JUNE 25, 2010
SUBJECT: PUBLIC WORKS COMPUTER REPLACEMENT SCHEDULE AND
MOBILE TOUGHBOOKS
The Public Works Department is scheduled to receive for the 2010 fiscal year one frilly ruggedized Panasonic Toughbook
replacement and one new fully ruggedized Panasonic Toughbook to replace an existing desktop computer. Due to
budgetary limitations the Public Works Department has been asked to consider forgoing the Toughbook purchases. The
existing Toughbook that is due for replacement is five years old and does not currently meet the minimum requirements
the department's main software package, Hansen. The Hansen software requires a computer to have a minimum of one
gigabyte of RAM to efficiently run the software. The current computer has 756 megabytes of RAM, which was upgraded
from 512 megabytes of RAM in 2007 when Hansen was upgraded from version 7 to the current version 8. The current
configuration of the computer does not allow the RAM to be upgraded beyond the 756 megabytes of RAM. In addition
the computer that is due for replacement is utilized by the Sewer Foreman who is responsible for reviewing all sewer
video that is recorded by Village sewer crews and contractors working on behalf of the Village. The Sewer Foreman
reviews 50,000 to 75,000 lineal feet of sewer video annually. The current computer has difficulty efficiently playing the
video. Due to the limitations of the current computer the Public Works Department is recommending that the department
receive the scheduled replacement; however, the department is proposing to replace the current fully ruggedized laptop
with a semi ruggedized laptop. The change to a semi - ruggedized laptop would result in an approximate $2,000 savings.
Upon reviewing the specifications for a semi - ruggedized laptop we feel that the semi ruggedized laptop is more than
capable of handling mobile environment of the Sewer Foreman and that any repair costs that would arise are more than
offset by the $2,000 dollar savings.
In regards to the new ruggedized laptop purchase scheduled for fiscal year 2010, which was due to replace the Pumptnan's
desktop, the Public Works Department is recommending delaying the purchase a minimum of one year. The existing
desktop is in good condition and is capable of running current software packages with no issue. It is a driving goal of the
Public Works Department to gain greater efficiencies by replacing desktops for mobile personnel with mobile equipment.
By delaying the purchase the ultimate goal of the Department is not compromised.
/
ADM 10 -96A
Village of Mount Prospect ti LICE
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
TO: JOAN MIDDLETON, INFORMATION TECHNOLOGY DIRECTOR
•
FROM: DEPUTY CHIEF M. SEMKIU
DATE: JUNE 16, 2010
SUBJECT: 2010 COMPUTER EQUIPMENT JUSTIFICATION
In 2010, the police department is scheduled to replace ten (10) in -car Panasonic
Toughbook laptops. As requested I have provided justification for the replacement
needs for this equipment. As indicated, the primary justification for replacement is the
need for additional processing power and memory to handle a significant amount of
multitasking of software programs, many of which are police databases; and the need to
provide accessibility to Wi -Fi hotspots for access to department and village networked
systems. As you are aware, Toughbook computers are assigned to each police patrol
vehicle. As such, Toughbook computers are used by the three patrol shifts throughout
the entire week. The following is a list of current Panasonic Toughbooks purchased in
2005 and scheduled to be replaced in 2010. The units are planned for installation in the
ten (10) new Ford Crown Victoria Police Interceptors received this spring.
Panasonic CF -29 P4 1.6 GHz 5HKSA53202 2005
Panasonic CF -29 P4 1.6 GHz 5HKSA53243 2005
Panasonic CF -29 P4 1.6 GHz 5HKSA53211 2005
Panasonic CF -29 P4 1.6 GHz 5HKSA53170 2005
Panasonic CF -29 P4 1.6 GHz 5HKSA53218 2005
Panasonic CF -29 P4 1.6 GHz 5HKSA53210 2005
Panasonic CF -29 P4 1.6 GHz 51KSA59208 2005
Panasonic CF -29 P4 1.6 GHz 5IKSA59184 2005
Panasonic CF -29 P4 1.6 GHz 5IKSA59180 2005
Panasonic CF -29 P4 1.6 GHz 51KSA59250 2005
As mentioned, Panasonic Toughbook CF -29 units are assigned to all patrol squads and
are mounted into docking stations. Their primary use is to receive dispatched calls for
service via the Northwest Central Dispatch System. In addition to this primary use,
Toughbook computers are used to query state and federal databases to check the
status of driver's licenses, vehicle registration and an individual's "wanted" status.
Toughbooks are also used to access the department's IDNetworks records
management system and citation printing system. Additionally, Microsoft Office is
loaded onto each Toughbook for officers to complete incident/offense case reports. In
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ADM 10 -96A
2009, the department purchased Toughbook computers with the optional Wi -Fi
capability. This feature allows patrol officers using the new Toughbooks to access
Village's hotspots. With this functionality, officers may access the Village's WEB site
and Intranet, the department's intranet and Outlook WEB Access (OWA) for Village e-
mail access.
As a result of running multiple software programs simultaneously and accessing a
myriad of databases, the current systems are strained past their computing capacity. A
faster processor and additional internal memory (RAM) are needed to meet operating
needs. Additionally, since these units are used by patrol personnel, the Toughbooks
are exposed to summer heat and winter cold. Over time, units currently in service have
become worn with breakdowns to touch screen monitors, hard drives and keyboards.
Additionally the current keyboards do not provide as rugged a surface as the current
generation of Toughbooks. The result has been a significant amount of keyboard
breakdown in the older systems. Finally, current Toughbooks are incapable of allowing
patrol personnel to access the systems available via the Village's hotspots. Based upon
these factors, it is critical that these older units be replaced with the newer Toughbooks.
As indicated, it is critical that the department replace the Panasonic Toughbooks in
2010 based upon the listed reasons. Without replacement of these ten (10) units,
vehicles equipped with the older version Toughbooks will not allow officers the
capability to fully use those systems available to them. Additionally, as these units age
further, repairs are expected to increase as components fail. In an effort to assist with
budgetary issues, it is the department's recommendation to reconsider the purchase of
several in- station desktops and printers scheduled for replacement in 2010, so as to
ensure the purchase of the Panasonic Toughbooks.
If you need additional information, please contact me.
c: Chief Dahlberg
Commander Wagner
Sergeant Weger
Officer Burrell
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Mount Prospect
Village of Mount Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL
rse�
FROM: IT DIRECTOR
V t i
DATE: MAY 24, 2010 410
SUBJECT: REQUEST TO ACCEPT STATE BID AND PURCHASE RUGGEDIZED
LAPTOPS
There are fourteen ruggedized laptops scheduled for replacement in 2010, three for the Fire
Department, ten for the Police Department and one for Public Works. Additionally, one new
ruggedized laptop has been budgeted for Public Works. Staff is requesting that the bid process be
waived to purchase the fifteen Panasonic CF -31 laptops since they are offered from CDS Office
Technologies under the CMS Illinois state bid award.
The ruggedized laptop models are needed to withstand the rigorous conditions of the outdoors, such
as extreme temperatures and road vibration. Fire and Police mount the ruggedized laptops in their
public safety vehicles. Superintendents at Public Works use them for field applications. The
specifications for the ruggedized laptops vary slightly between the three departments. Public Works
needs port replicators to connect their laptops to the Village computer network when they bring them
into the office. Fire and Police use docking stations that mount into their vehicles. Police
requirements also include GPS and cellular modems. Specifications and costs for the laptops are
listed in the chart below.
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3 Panasonic CF - 31 Laptops — Core i5 -520M 2.4 GHz Processor w/ 4 Gb
Fire Department RAM, 160 Gb hard drive, touch screen, keyboard Tight, DVD drive, WiFi, $14,944
Bluetooth, vehicle mount and docking station
10 Panasonic CF Laptops — Core i5 -520M 2.4 GHz Processor w/ 4 Gb
Police Department RAM, 160 Gb hard drive, touch screen, keyboard Tight, DVD drive, cellular $57,270
modem, GPS, WiFi, Bluetooth, vehicle docking station
2 Panasonic CF - 31 Laptops — Core i5 -520M 2.4 GHz Processor w/ 4 Gb
Public Works Department RAM, 160 Gb hard drive, touch screen, keyboard light, DVD drive, WiFi, $8,782
Bluetooth, desktop port replicator
Total $75,996
Lease payments to the computer replacement fund were eliminated for the 2010 year during budget
discussions. However, the purchases were not postponed and these items are recommended for
purchase utilizing reserves within the computer replacement fund.
I recommend that the Village accept the state bid and purchase the fifteen Panasonic ruggedized
laptops from CDS Office Technologies for an amount not to exceed $75,996.
I: \VB Request Memos\2010 Rug Laptop Requests.doc