HomeMy WebLinkAbout7. MANAGERS REPORT 9/3/02Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
VILLAGE MANAGER MICHAEL E. JANONIS
VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT
AUGUST 29, 2002
ACCEPT STATE OF ILLINOIS BID FoR THE PURCHASE OF THREE TRUCI
AND CHASSIS
BackRround
In the current budget, there are funds available to replace units 2724 ($66,800), 2750 ($95,500), and
2753 ($79,300).
2724 is a 1984 Ford flatbed with lift gate. This truck is used by the Public Works Department to haul
supplies, equipment, and furniture through out the Village. It is also used during civic events; such as a
· th ra
moving stage for musical bands in the 4 of July pa de.
2750 is a 1987 International sewer flusher. This truck is equipped with a 1500-gallon water tank and a
high-pressure pump. The unit is used to flush sanitary and storm sewers, wash down streets and
buildings, and is also used in conjunction with the sewer televising equipment.
2753 is a 1987 International dump truck with snow and ice removal equipment· This truck is used by the
department as an emergency response vehicle for ice control, snow removal, and debris from water main
breaks. This truck is also used to haul sand, stone, black dirt, asphalt, etc. to job sites through out the
Village.
Replacement Schedule
2724 was purchased in 1984. This unit has entered its 19th year of service. The replacement schedule for
this type of unit is 10 - 20 years. 2724 meets the required years of service. 2724 has logged 92,010 miles
and 3067 hours on the power train (actual road miles 24,700).
2750 and 2753 were purchased in 1987. Both 2750 and 2753 have entered their 16th year of service. The
replacement schedule for these vehicles is 15 years. Both 2750 and 2753 meet the required years of
service. 2750 has logged 131,250 miles and 4375 hours on the power train (actual road miles 17,370).
2753 has logged 203.190 miles and 6773 hours on the power train (actual road miles 57,000).
Life Cycle Cost Analysis
Life cycle cost analysis has been completed on all vehicles and are attached for your review.
2724 The optimum economic replacement point has been calculated at year 5. The modified economic
replacement point has been calculated at year 8.
2750 The optimum economic replacement point has been calculated at year 5. The modified economic
replacement point has been calculated at year 7.
2753 The optimum economic replacement point has been calculated at year 3. The modified economic
replacement point has been calculated at year 6.
ccept State of Illinois Bid For The Purchase of Three Truck Cabs and Chassis
August 23, 2002
Page 2 of 2
Other Factors
2724 has hydraulic type brakes and complete brake replacement is coming due in the next twelve months.
This truck because of its use, receives new brakes about every four yearS. The cost to replace the brakes is
estimated at $2850.00 not including labor. The body is showing some rust and the wood floor needs to be
replaced. The power lift gate will also need a new hydraulic system, with an estimated cost of $3800.00
2750 will need the following work, at an estimated cost of:
Rebuild transmission
Tune up engine
Replace rear brakes with drums
Replace 4 tool boxes
Replace high pressure pump
Repair cab floor board - left side
Repaint entire unit- remove water tank
Total estimated cost of repairs
3,200.00
1,250~00
1,375.00
2,300.00
8,675.00
500.00
8,500.00
25,800.00
2753 will require the following work, at an estimated cost of:
Rebuild transmission
Tune up engine
Replace brakes
Replace dump body
Rebuild cab floor board(rusting)
Repaint entire unit
Total estimated cost of repairs
$ 3,200.00
$ 1,250.00
$ 1,590.00
$ 8,000.00
$ 4,500.00
$ 7,500.00
$ 26,040.00
Replacement Recommendation
It is my recommendation that replacement vehicles for 2724, 2750, and 2753 be pumhased during the 2002
budget year.
Bid Recommendation
I am recommending the pumhase of two 2003 International 7400 4X2 35,000# GVWR and one 2003
International 7400 6X4 53,000# GVWR cabs and chassis per our specifications from the State of Illinois
contract (PSD 4009654) award winner Prairie International Trucks, Springfield, Illinois. I request that the
Village Board authorize the purchase of two 2003 International 7400 4X2 truck cabs and chassis at a cost of
$44,500.00 per unit and one 2003 International 7400 6X4 truck cab and chassis at a cost of $57,900.00 under
the State of Illinois contract award at a total cost not to exceed $146,900.00. Funds for this proposed purchase
are available in account 6707709-660115, page 294 of the current budget. The remaining funds will be used to
purchase the necessary equipment needed to make each unit completely functional. The vehicles being
replaced, 2724 and 2753, will be sold at the NWMC auction in the fall of 2003. 2750 will be used as a trade-in,
as our past experience has been that this type of specialized equipment has a higher trade-in value.
] concur.
Director of Public Works
Attachment
c: Deputy Director Sean Dorsey
X:\FILES\FRONTOF~BIDS\RESULTS\StatePurchase4TruckCab&Chassis2002.doc
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Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
VILLAGE MANAGER MICHAEL E. JANONIS {~ ~ ~1(~,,¢
VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT
AUGUST 29, 2002
ACCEPT STATE OF ILLINOIS BID FOR THE PURCHASE OF ONE TRUCK CAB
CHASSIS
BackRround
In the current budget, there are funds available to replace unit 2735. 2735 is a I987 Chevrolet flatbed
with crane. This unit is used to carry catch basin repair materials. It has special compadments for sand,
cement, lime, and water storage as well as compadments for repair tools. It also has a small crane that is
used to handle the catch basin spacer rings, manhole bases, and covers.
Replacement Schedule
2735 was purchased in 1987. This unit has entered its 16th year of service. The replacement schedule for
this type of unit is 10 - 20 years. 2735 meets the required years for replacement. 2735 has logged
144,540 miles and 4818 hours on the power train (actual road miles 30,900). The higher hours is
contributed to the engine having to be run when the crane is in operation.
Life Cycle Cost Analysis
Life cycle cost analysis has been completed on 2735 and is attached for your review. The optimum
economic replacement point has been calculated at year 8. The modified economic replacement point
has been calculated at year 9.
Other Factors
2735 is a gasoline engine with a carburetor. Through its lifetime, this unit has averaged 4.72 miles per
gallon. The new proposed unit will have a diesel engine and should average 8.0 miles per gallon (the
department has a similar truck chassis in its fleet and is averaging 8.12 miles per gallon). Also, the new
unit will be certified as a Iow emissions vehicle, meeting the State Clean Fuel Fleet Program. The cab,
chassis, and flatbed body are showing signs of rust and the crane needs to be rebuilt or replaced. The
proposed new vehicle will have a larger capacity crane. The larger capacity crane will not be compatible
with the existing unit because of weight of the crane and the lifting capacity will overload the frame rails of
the chassis.
Replacement Recommendation
It is my recommendation that a replacement vehicle for 2735 be purchased during the 2002 budget year.
Bid Recommendation
I am recommending the purchase of one 2003 Ford F350 4)42 12,500# GVWR cab and chassis from the
State of Illinois contract (PSD 4008296) award winner Bob Ridings, Inc., Taylorville, Illinois. I request that
the Village Board authorize the pumhase of one new 2003 Ford F350 4X2 12,500# GVWR truck cab and
chassis at a cost not to exceed $23,500.00. Funds for this proposed purchase are available in account
6707709 - 660115 ($39,700.00), page 294 of the current budget. The remaining funds will be used for
ccept State of Illinois Bid For The Purchase of One Truck Cab and Chassis
August 23, 2002
Page 2 of 2
equipment and installation to make the vehicle completely functional. The unit being replaced will be sold
at the NWMC auction in the fall of 2003.
Iconcur.
Director of Public Works
JG
Attachment
c: Deputy Director Sean Dorsey
x:\FILES\FRONTO F~BIDS\RESULTS\StatePu rchaselTruckCab&Chassis2002.doc
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O:
FROM:
DATE:
SUBJECT:
Village of Mount Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
FINANCE DIRECTOR
DEPUTY FINANCE DIRECTOR
AUGUST14,2002
OUTSOURCING PRINTING AND MAILING OF VEHICLESTICKERS
The contract with Direct Response Resources for pdnting and mailing the Village's vehicle
and dog applications will end on December 31 of this year. In order to allow ample time to
coordinate any change, a request for proposal for printing and mailing services was sent to
Direct Response Resources and Third Millennium Associates in July. The proposal is for a
three year period beginning January 1, 2003 and ending December 31, 2005.
Both companies have many municipal clients and their work is well known to the Village.
Third Millennium's proposal included a one-time start up fee of $2,585 and an all-inclusive
fee of 34.8 cents per record processed compared to 31.9 cents for Direct Response.
Direct Response's fee structure shows a cost for each item included in the mailing as well
as a fee for processing the file. Third Millennium's total cost for the three-year contract is
$44,345.00 while Direct Response's total is $38,290.80. Over the three-year period of the
contract, Direct Response will cost $6,054.20 less. Postage for the mailings is paid
directly to the post office.
Since Direct Response has been providing these services for the Village under the
previous contract and their work has been satisfactory, I recommend that the Village enter
into another three-year contract with Direct Response Resources. Funding for these
services can be found in the budget under account 0011706-540225.
Carol Widmer
Comparison of Costs Between Third Millennium
Associates and Direct Response Resources
for Printing and Mailing of Vehicle and Dog Applications
for the Period 1/1103-12131/05
Direct Response Third Millennium
Initial Start Up Fees
Artwork and Proofs
NCOA Service
Applications 40,000
Outer Envelopes 40,000
Reply Envelopes 30,000
Fulfillment Envelopes 25,000
Mailing #1 30,000
Mailing #2 10,000
Additional walk-up applications
First year total
Three-year Total
Based on an estimated initial
mailing of 30, O00 and an estimated
follow-up mailing of 10,000
2,585.00
300.00 incl.
350.00 incl.
953.60 incl.
1,200.00 incl.
750.00 incl.
750.00 incl.
5,160.00 10,440.00
2,500.00 3,480.00
800.00 0.00
12,763.60 16,505.00
38,290.80 44,345.00
8/14/200210:42 AMComparison of 3rd Millennium and Direct Response
PROPOSAL
eDirect
sP, on Sc?
August 9, 2002
3014 Commercial Avenue
Northbrook, Illinois 60062-1913
phone 847.498.3993
fax 847.498.4090
www. drrmail, com
Ms. Carol L. Widmer
Deputy Director of Finance
Village of Mount Prospect
100 South Emerson Street
Mount Prospect, IL 60056
Dear Carol,
The following information is a proposal based on The Direct Response Resource, Inc.
(DBtk) managing the programming, printing and mailing portion of your Vehicle Sticker
Application project. At DRB. we provide our clients with the option of outsourc'mg the
design, printing, data processing, personalization and mailing service portion of their vital
mailed business communications. DRR are specialists in consultation and production,
resulting in creative managed solutions with the outstanding attention given to q~,aihy,
detail, accuracy and efficiency.
Tho attached information is in regard to an innovative mailing package idea I have
developed for Vehicle Sticker Applications. This idea w~l allow you to take advantage of
group buying discounts and to access a sophisticated data processing and imaging
technology.
Benefits of the Vehicle Sticker Application moiling padmge idea includes:
* Merge utility and / or DMV file to increase * Sophisticated duplicate drop procedures.
the ~mount of unique addresses.
* The time to provide sticker fi~lfillment
is streamlined.
* Revenue recap report assures customors
are billed correctly.
* No special progrpmmlng is needed on
your end. We have the capability of
converting your data in its current format.
* NCOA address hygiene and resident
move out reports.
* Customized Reporting will
help improve the accuracy of
your mailing file.
* Merge multiple vehicles owned by
an individual onto one application
form, saving hundreds of dollars
in postage and production.
Consultation o Perso?liz_~d Ma?ing$o Ojrect Mar, ket!n_g~ ,. Production Services
Ms. Carol L. Widmer
August 9, 2002
Page
Example of satisfied Customers include:
* Arlington Heights
* Bartlett
* Elmwood Park
* ]~lossmoor
* Glen Ellyn
* Lake Forest
* L~ertyville
* Morton Grove
* Mt. Prospect
* North Chicago
* River Forest
* Streamwood
* Winnetka
All of the above villages have been satisfied with our service ia the past. Listed below are
contacts for just a few of these villages. Please feel free to contact anyone of the above.
References
Village of Battlctt
Ms. Liada Gallien
Village Clerk
( 630 ) 837 - 0800
Village of Hbemyville
Mr. Steven Noble
Finance Director
( 847 ) 918 - 2102
ViJlage of Wiaaetka
Mx. Ed McKee
Finance Director
( 847 ) 501 - 6000
Proposed Print Component Specifications
AppBcafionForm
Size: 8 1/2" x 11"
Stock: 1 part 24# white MICRpaper
Ink: 2/1 black and PMS color / Gray
Outer Window Envelope and Sticker Fulfillment Envelope
Size: 6" x 9 1/2"
Stock: 24# white wove
Ink: 2/0 black and PMS color
Reply Envelope
Size 8 3/4" x 5 3/4"
Stock: 24# white wove
Ink: 1/0 black
Ms. Carol L. Widmer
August 9, 2002
Page -3 -
Questions that are not answered by the information in this proposal.
1. What type of guarantee will you provide to the Village to ensure the project will be
mailed according to our schedule?
The production time for each run is blocked offfor you at the production facility. This is
provided to you in writing in the form of a planning time schedule.
2. The proposal should include information as to where the n~iling of the bills will take
place and what arrangement the Village will be required to make with the post office.
The mailing of the applications will be delivered directly to the Mt. Prospect post office.
.4 postal indicia will be needed on the outer envelope.
3. Please provide a sample of your standard contract.
DRR does not have a contract. A signed copy of my proposal or your purchase order is
sufficient to start the order process.
4. Size of faro?
5 employees - DRR sales office
50 employees - Bridgeview production faciliO,
5. lqumber of years in business?
Since 1992
Ms. Carol L. Widmer
August 9, 2002
Page -4-
Data Processing
- Convert input from tape, diskette or electronic file formatted in a fixed block and record
length.
- Email or FTP site transfer is acceptable.
- Set up at 6 lines per inch impact printed Application Form.
- Merge multiple vehicles onto one docnment.
- Pass file through quality control program.
- Produce reports.
- NCOA service.
- Postal sort first class zip + 4 prebarcode.
Personalization
- Impact print a 9 1/2" x 5 1/2'° continuous documents.
Lettershop
- Trim and burst to 8 1/2" x 5 1/2"
- Insext into a 6" x 9 1/2" window envelope with a 8 3/4" x 5 3/4" reply envelope.
- Seal, meter and mail at a 1st class zip + 4 prebarcoded rate ( $ .278 ).
Reports
- Customer input file dump report of each output field.
- Amount billed by vehicle type.
- Records retained, input and state DMV file ( if applicable ).
- NCOA address changed.
- Customer move-out report.
- Quantity breakdowns.
- Postal breakdown.
- Input file detail report.
- Mailing file detail report ( sorted alpha by name and address ).
- Any other report suggested by customer.
Ms. Carol L. Widmer
August 9, 2002
Page -5-
Cost
State DMV File Tape ( each occurrence )
Vehicle Services Department
Dwight Menley
(217) 782-0029
Cost -$500.00
State DMV or Utility file conversion, standardization and merge process ( if needed )
Cost- $700.00
Artwork / Proofs form design alternatives ( if needed )
Cost- $300.00
~[COA Service
Cost- $350.00
Forms Printing, Processing, Imaging and Lettemhop
Applications:
Outer Envelopes:
Reply Envelopes:
l~flflllment Envelopes:
Ms~ing #1:
Mailing #2:
Walk-up Applications:
Postage Rate:
40,000 ~ $23.84/m
40,000 @ $30.00/m
30,000 ~ $25.00/m
25,000 ~ $30.00/m
30,000 ~ $172.00/m
10,000 @ $250.00/m
10,000 @ $80.00/m
$.278 each
s. Carol L. Wjrlmer
August 9, 2002
Page - 6 -
Terms and Conditions
* All shipping costs, print overs and walk up forms will be b'dled as a separate Rem
* Costs are based on quantifies listed. Variances if more than 10% above the highest 10%
below the lowest quantity will cause prices to be adjusted accordingly.
* Postage funds are due three days prior to your mailing date and should be made payable
to: The Direct Response Resource, Inc.
* Any postage not used will be indicated on your job invoice along with the applicable
suppoxting postal rece'~pts and will be credited.
* We will require full payment of all services in 30 days t~om mail date.
* The above costs is based on DRR receiving data in fixed block record length format.
Additional programming costs will apply if file is not received in this format.
* The above costs are inclusive of all the services necessary to produce, process and mall
your doenments, with exception of postage, print overs, walk-up forms and deliveries.
* The above costs are good for 120 days and could be locked in with a sigued purchase
order. These prices will then be held for three years without change. This is assuming
there will be no change to the record layout or to the information printed oato the
doenmeat.
Thsnlc you for your consideration.
Derek Singleton
DTS:ms
eDirect
sponse
RESOURCE
Planning Time Schedule
2003 Vehicle Sticker Application Project
Village of Mt. Prospect
Activity.
1. Discuss Changes to Documents
2. Stock Proofs Available
3. Stock Order is Placed
4. Stock In-House
5. Live Data Received
6. Live S'lgll-Off ViFlth Back Up Reports
7. Production Begins
8. Postage Due
9. Mail Date
I. U~ve Data Received
2. Live Sign-Off
3. Production Begins
4. Postage Due
5. Mail Date
11/02 DRR / Village
11/02 DRR
11/02 DRR
1/2/03 DRR
1/3/03 Village
1/17/03 DRR
1/20/03 DRR
1/21/03 Village
1/31/03 DRR
Reminder Mailing
7/18/03 V'fllage
8/1/03 DRR
8/4/03 DRR
8/11/03 Village
8/15/03 DRR
3014 Commercial Avenue
Northbrook, Illinois 60062-1913
phone $47.495.3993
fax B47.49B. 4090
wwvv, drrmaiLcom
Consultation · Personalized Mailings ° Direct Marketing ° Production Services
illage of Mount Prospect
Mount Prospect~ Illinois
INTEROFFICE MEMORANDUM
FROM: DEPUTY FINANCE DIRECTOR
DATE: AUGUST 12, 2002
SUBJECT: CONTRACT FOR PRINTING AND MAILING UTILITy BILLS
When the Village of Mount Prospect implemented new utility billing software in January of 2000,
we changed our utility bill format from a postcard to a full-page invoice. The change enabled us
to include helpful information to our residents regarding their utility bills, communicate other
Village information such as times of additional refuse pickups, and to provide a convenient return
envelope for payment. At that time a three-year coq'~ract was established with Third Millennium
Associates to print and mail the Village's utility bills: The contract is due to expire in December
of 2002.
A request for proposal for utility pdnting and mailing services was sent to two vendors who
provide such services for a number of municipal clients. Third Millennium, our current vendor,
has over 25 clients in the Chicago suburban area using their services and Direct Response
Resources, our current vehicle license vendor, has several local clients as well.
A yeady estimate of 84,000 bills was used to compare costs. Third Millennium's proposal did not
include any increase in cost from the current contract and would continue to remain the same
amount throughout the three years of the new contract. The three-year total was $67,896.00 or
27 cents per bill. Direct Response's proposal included initial set up and design costs of $2,850
and also guaranteed that the rate would not increase throughout the term of the contract. The
total amount quoted was $77,162.28 or 29 cents per bill. I have included a breakdown of the
estimates from the two companies on the attached sheet. Postage costs are not included in the
proposals.
Third Millennium Associates has done a good job for us. The bills have gone out on time and
they have been very responsive to our needs. I recommend that we renew our contract with
Third Millennium Associates for a three-year period beginning January 1, 2003 through
December 31, 2005. Funding for this service is provided in the budget under accoun[ 6105501-
(.~yo'r - g~{ Carol Widmer
Comparison of Costs for Third Millennium Associates
and Direct Response Resources for Utility Bill Printing
and Mailing for the Period January 1, 2003 - December
31, 2005.
Initial Set Up Fee
Design, Films & Proofs
Cost of invoices and envelopes
Basic cost of printing and mailing services
Additional Set-up Costs for 2nd monthly mailing
TOTAL
Third
Millennium
Associates
0.00
0.00
0.00
62,496.00
5,400.00
67,896.00
Direct
Response
Resources
2,500.00
350.00
13,580.28
60,732.00
0.00
77,162.28
Based on average of 84,000 bills per year
P.O. Box 8335
Chicago, IL 60680-8335
Phone 312/461-0006
Fax 312/461-0080
E-Mail tma@attbi, com
Website www. tmainc.org
Toll Free 877/3RD MILL (373-6455)
Millennium
Associates, Incorporated
July 29, 2002
Ms. Carol L. Widmer
Deputy Director of Finance
Village of Mount Prospect
100 South Emerson Street
Mount Prospect, Illinois 60056
Dear Ms. Widmer:
Please find herein the Third Millennium Associates (TMA) response to the Village of Mount Prospect
RFP dated July 11, 2002. This RFP is describing the Utility billing services that TMA is now, and has
provided to your Village for the past three years. Both our staffs worked very long and hard to figure out
the unique quirks and aspects of the SCI utility billing fiat file. TMA has worked with over 150 different
billing flat files for a variety of municipal billing applications. Our staff has unanimous agreement that
SCI was the greatest challenge. Our detailed proposal is recommending that we continue to provide same '
services that we have provided for the past three years at the same cost.
This proposal will address the Mount Prospect Utility billing RFP utilizing the copyrighted TMA Muni-
Bill services. Cost estimates are based on a bi-monthly billing cycle for the 11,500 residential accounts
and a monthly billing cycle for the 1,500 commercial accounts. Each month we will bill 5,750 residential
and 1,500 commemial accounts and 500 Late Notices in two production runs. Other Village services may
also be made part of this Utility bill format and be dynamically created and laser imaged as directed by
TMA'S sophisticated billing software. Our system is capable of creating demand driven billing lines for
such varied items as "Debt Retirement", "Summer Credits", "Leaf pickup", "Deposits", "Fireworks
donation", "Sprinkler system charge" and "Agreement pay-down schedules".
We have provided a laser imaged "meter read reporting box'' for designated accounts. We can omit the
meter read box for those accounts that have converted to radio read meters, a code in the flat file is all that
we need to dynamically provide this feature. We can selectively insert category specific informational
materials into specific billing segments. For example, you may insert a specific notice into citizen meter
read reporting accounts and a different notice into the radio read meter accounts.
We have the capability of inserting up to six different inserts into a single envelope, or any combination of
the six inserts, should the occasion arise. We can print and fold your inserts with-in seventy-two hours of
receipt of your Internet electronic file or diskette, as you prefer.
The top portion of the Muni-Bill contains provisions for a ten-line 750 character monthly message. A few
very sophisticated clients have chosen an up-charge feature that allows each Utility bill it's own individual
message that overrides, in part or total, the blanket monthly message.
OCR-A scannable data lines for Bank lock box use is a standard feature on our system. Also standard, is
the printing of scannable bar codes that can be imported into your SCI cash register system for "over the
counter" payment application.
Our use of sophisticated postal software "Group-One" will speed your Utility bills through the postal
system while reducing the cost of your postage by twenty-five percent. As discussed, we can insert your
Village newsletter in with your Utility bill for no additional postage cost; in essence you have "Free
Postage" for your Newsletter. Be assured, mom citizens will read a newsletter that is enclosed with your
Utility bill.
Run Frequency and Job Size
We laser image and mail 6,800 Mount Prospect Utility bills/ late notices/ shut-off notices each
month. You may choose to run your shut-off notices or any other additional billing as a separate
production each month for an additional fee.
Computer Services
TMA has written software that converts the SCI flat ASCII file to your desired Utility bill format.
TMA uses "Group One" Postal software to analyze and process each billing record to facilitate the
postal sorting, appending and Postnet bar coding that guarantees the Village of Mount Prospect the
lowest postal rate (27.5 cents) for each qualified piece of mail.
Letter Shop Services
TMA "C" folds each 8 1/2 x 11 Utility bill / Late notice for insertion into a No.10 window
envelope. We also insert the standard No. 9 courtesy reply envelope. You may, at your
discretion, insert additional pieces such as a Mount Prospect Newsletter into the outgoing No.10
envelope for an additional charge.
Production Schedule
We deliver your laser imaged Utility bill / Late notice production run to the Chicago Main Post
Office no later than forty-eight postal operating hours after your sign-off of billing control totals.
If we fail to do so, we are obligated to pay the daily interest on the total dollar value of the
mailing, per day late. You will be required to maintain an account balance at the Chicago Main
USPS facility to cover the cost of each mailing. The USPS provides postal account balance
information directly to the Village. All Utility bills/late notices appear to have been mailed from
your Village as indicated by the pre-printed Company indicia "Village of Mount Prospect".
Component Description
A. The Utility bills / Late notices / Shut-off notices will be printed on 20-lb. white MOCR paper. We
will print the bill face in two colors. The bill back is one-color ink. A perf 3 1/2" from the bottom
of the bill creates the remittance advice with an OCR-A line and a scannable Barcode account No.
We will produce 40,000 Utility bills / Late notice stock which is a six-months supply.
B. The No.10 window envelope is printed on 24-1b. white wove stock, with one color ink on the face.
We will produce 40M envelopes, which is a six-months supply.
C. The No. 9 courtesy reply envelope will be produced on 24-1b. white wove stock, with one color ink
on the face. We will produce 40M envelopes, which is a six-months supply.
You may at your discretion, desire to have additional items inserted with your invoice into each
No.10 outgoing envelope. We reserve the right of refusal if we deem that a particular item may
not be physically qualified for automated insertion.
THIRD MILLENNIUM ASSOCIATES, INCORPORATED
he cost for providing Third Millennium products and services is 24.8 cents per bill (excluding postage),
which is based on one production run per month combining the Utility bills, late notices and shut-off
notices. If the shut-off notices or any other bills require an additional separate run them is an additional
$150.00 per run charge. There is no limit to the number of special billing runs you can request. There is
an insertion charge of 3.5 cents per each item you choose to insert into the outgoing No. 10 envelope. We
guarantee the item will be inserted with the correct billing mailing or Third Millennium will pay to
mail it separately to your citizens.
Included are consulting services to coordinate the activities between the Village, the USPS, SCI and the
Bank lock box. We will maintain our record count and control total verification program that authorizes
the laser imaging of each production run. At the conclusion of each production run you will be mailed a
USPS proof of mailing form (3602) which will state the mail piece count and total postage cost for that
particular mailing.
The Third Millennium Muni-bill system is currently installed with your SCI system, is has been tested and
is now running in a dependable and cost effective manner.
You and your staff have visited the TMA.Laser imaging production facility located in downtown Chicago.
You have met our systems, programming and production staff. You have seen the new TMA Internet
based e-Bill system that will accommodate your "citizen meter read input" on the Internet. TMA has a
totally integrated billing solution that is the "next step" in technology.
We look forward to our continued business relationship.
resident
THIRD MILLENNIUM ASSOCIATES, INCORPORATED
Utility Billing Production Agreement
Third Millennium Associates, Inc.
and the Village of Mount Prospect
This agreement, which is of three years duration and entered into this day of 2002
by and between Third Millennium Associates, Inc. (herein after referred to as "TMA") and the Village
of Mount Prospect, (herein after referred to as "VILLAGE"). For consideration of payment TMA will
provide to VILLAGE information technology services, consulting, laser imaging and mailing services
for the purpose of rendering Utility billing system invoices and other items as detailed on the attached
Schedule "A".
1. Pre-agreement Confidentiality
Confidentiality and non-disclosure are defined by mutual agreement between TMA and VILLAGE per
the attached agreement document dated and signed on the __ day of , 1999 by
TMA and VILLAGE. Also refer to paragraph 10 of this agreement.
2. Pricing Structure
The prices on which products and services will be provided by TMA to VILLAGE are set forth on the
attached Schedule B.
3. Postage Cost
Postage costs are not included in the attached listed prices and will be pre-paid by VILLAGE directly
to the US Postal Service, Chicago main branch. TMA will estimate the monthly postage required for
your documents and / or other TMA imaged mailing on behalf of VILLAGE. VILLAGE will pre-pay
the estimated monthly postage directly to the USPS. The USPS will report directly to VILLAGE all
amounts charged to the VILLAGE postal account.
4. Payment Terms
Products and services provided by TMA shall be cumulatively billed on a monthly basis. The TMA
Invoice format shall detail, by quantity and nature each individual mailing and the dates of the provided
service. All correctly rendered TMA monthly invoices shall be paid by VILLAGE within thirty (30)
days of receipt of said invoice.
5. TMA Quality Commitment
TMA guarantees that it will maintain consistent standards of quality workmanship and warrants the
accurate and timely processing, printing and mailing of the document as outlined in paragraph seven
(7) and that its products and services will be free from defect in materials and workmanship. TMA
does not warrant that the document contents are fit, legally or otherwise, for their intended purpose or
use.
THIRD MILLENNIUM ASSOCIATES. INCORPORATED
6. Limits of Liability
TMA agrees to use all reasonable efforts to provide timely billing services, but will not be held liable
for errors of omission resulting from inaccuracies or defects in any VILLAGE billing data file, or for
errors, omissions or delays resulting from improper input and output data controls and procedures used
by VILLAGE or given to TMA by VILLAGE.
TMA shall not be held responsible for any loss or delay or any default caused by acts of God or any
other cimumstances outside TMA'S control which includes but is not limited to fire, flood, or labor
from usual soumes of supply, government restrictions, or electrical, mechanical or computer software
failure that is unavoidable or beyond reasonable control of TMA. TMA agrees to use all reasonable
efforts to provide timely production services at an alternate site in the event that their production site is
unusable due to the aforementioned acts of God or any circumstances outside TMA'S control.
TMA'S maximum liability for any and all claims arising from the performance of its obligations shall
not exceed the purchase price of the products and services provided.
7. Division of Responsibilities
7A. TMA Responsibilities
7A-1. To write the software programs required to convert the VILLAGE Data Base
document input data to the required laser image format.
7A-2.
To write the conversion software that will allow VILLAGE billing data files
to be processed through Postal software for the purpose of reducing VILLAGE's
postage to the minimum allowable postage (27.5) per qualified piece.
7A-3.
To procure all materials required to produce and to mail the Utility billing
package. This includes the Utility bill invoice form, No.10 window envelope
and the No.9 courtesy reply envelope. TMA will not guarantee the performance
of materials not provided by TMA.
7A-4. TMA will fax to VILLAGE the record count and control totals for the Utility
billing file no later than four (4) hours after receipt of the file.
7A-5
TMA will laser image and mail all VILLAGE Utility bills within forty-eight (48)
post office operating hours after receipt of Village control / record count totals
sign-off. Failing to do so will result in a financial penalty to TMA. The penalty
amount is calculated by multiplying the specific late billing file dollar amount
times a daily interest rate equal to the Village's Bank's earnings credit rate per
day late.
7A-6. TMA will provide our employees the training to ensure the confidentiality of
VILLAGE information.
7A-7. TMA will maintain effective and timely communications with VILLAGE in all
matters pertaining to the responsibilities listed herein.
THIRD MILLENNIUM ASSOCIATES, INCORPORATED
7B. VILLAGE Responsibilities
7B-1.
To provide TMA with an accurate field defined, non-compound record layout
and an accurate and consistently populated utility billing flat file for the purpose
of laser imaging and mailing.
7B-2. To provide to TMA a four (4) hour response via FAX verifying the record count
and control totals as stated in 7A-4.
7B-3. To maintain a credit balance in the Chicago main branch postal account.
7B-4. To pay ail correctly rendered TMA invoices within thirty (30) days of receipt.
8. Price Changes
The prices listed on Schedule "B" shall be subject to review each year on the anniversary date of this
agreement. That review shall determine if there were any increases or decreases in the cost of paper,
production, transportation or any other cost component of the herein contained products and / or
services. Prices may also be reviewed if the agreement quantity as stated in SCHEDULE "B" varies by
more than ten percent.
TMA must provide third-party documentation of cost increases to VILLAGE. That documentation
shall consist of letters of price increase or decrease from paper mills, articles from the Wall Street
Journal or any other legitimate and universaily accepted source. In the absence of the above
documentation, the Chicago land area inflation index (CPI) as published monthly by Bank One" wilt
be used as the source of price increase or decrease.
9. Renegotiation and Cancellation
In the event either party is in breach of any of the terms contained herein, the non-breaching party shall
give written notice of said breach to the breaching party. The breaching party shall have ten (10) days
to cure the breach. In the event said breach is not cured within ten (10) days of notice, the non-
breaching party may then give thirty (30) day written notice of cancellation of this Agreement. Either
party may cancel this agreement without cause upon 60 day written notice to the other party.
10. Post-a~reement Confidentiality
In the event of cancellation or expiration of this agreement, TMA shall return to VILLAGE all
materials and information pertaining to the performance of this agreement. These materials shall
include, but are not limited to, all magnetic media, all printed material, all notes, memos or other
sources o.f VILLAGE confidential information.
In no instance, prior to, during, or after the conclusion of this agreement, shall TMA offer for sale or in
any other manner disclose to any third party the VILLAGE document file or any other such VILLAGE
files, whether written or in magnetic media format.
THIRD MILLENNIUM ASSOCIATES, INCORPORATED
11. Materials Production
Prior to materials production runs, TMA will notify VILLAGE in writing of the items to be produced,
production quantities planned and the estimated period for materials consumption. TMA will base its
materials productions quantities on projections using current annualized volume.
Any materials (i.e., non-imaged forms, envelopes, etc.) that have been produced specifically and
exclusively for VILLAGE's use will be bought back by VILLAGE upon cancellation or expiration of
this agreement. TMA shall deliver the bought back items to VILLAGE at VILLAGE expense.
12. Other Provisions
This agreement constitutes the entire agreement between the parties pertaining to the subject matter
hereof and supersedes all prior agreements. No amendment, supplement, modification, waiver or
termination of this agreement shall be binding unless executed in writing by the party to be bound
thereby. No waiver of any of the provisions of this agreement shall be deemed or shall constitute a
waiver of any other provision of this agreement, whether or not similar, nor shall such waiver
constitute a continuing waiver unless otherwise expressly provided.
THIRD MILLENNIUM ASSOCIATES, INCORPORATED
his agreement shall be construed and interpreted according to the laws of the State of Illinois.
If any provision, clause or part of this agreement, or the application thereof under certain circumstances
is held illegal or unenforceable, the remainder of this agreement, or the application of such provision,
clause or part under certain circumstances, shall not be affected thereby.
1N WITNESS WHEREOF, the duly authorized representatives of the parties have executed the
Agreement effective as of the date last written below.
AUTHORIZA
THIRD M~
Sianature ~
Nam~
Tit~//i
Date~.·
nON
INC.
VILLAGE OF MOUNT PROSPECT
Signature:
Name:
Title:
Date:
THIRD MILLENNIUM ASSOCIATES, INCORPORATED
Schedule A:
Materials to be provided by TMA:
M1. 8 1/2 X 11" Utility bill, printed two (2) colors on face and one (1) color on back. Paper will
be 20 lb. MOCR bond with a cross perforation to create the remittance portion of the document.
M2. No. 10 window envelope with one (1) color printing on face. Paper is 24 lb. white-wove.
M3. No.9 Courtesy reply envelope printed one (1) color on face. Paper is 24tb. white-wove.
M4.
With mutual agreement, VILLAGE may authorize TMA to provide certain materials for new
projects or variations of the billing project. These material descriptions may be attached to,
and become a part of Schedule "A".
Services to be provided by TMA:
S1.
To write the VILLAGE database conversion program that will allow the laser imaging of
VILLAGE Utility bills per the charges stated in Schedule "B".
S2.
To write the required software that will allow VILLAGE'S database billing file to be processed
by TMA postal software.
S3.
To process the VILLAGE data file using TMA postal sort application software to reduce the
VILLAGE'S postage rate to the minimum piece rate amount allowed by the USPS.
S4.
To laser image VILLAGE billing documents in quantities and frequencies as stated in schedule
"B" of this agreement.
S5.
To insert, seal, tray, sleeve, band, label, palletize and prepare USPS form 3602 and deliver to
the US Post office all pieces laser imaged with respect to item S4.
S6.
To insert additional pieces into the outgoing No. 10 billing envelope as directed by VILLAGE
per the conditions and charges as stated in Schedule "B" of this agreement.
S7.
With mutual agreement, VILLAGE may authorize TMA to provide additional services and / or
products for new projects or variations of this billing project. These service descriptions may
be attached to, and become a part of Schedule "A".
THIRD MILLENNIUM ASSOCIATES, INCORPORATED
SCHEDULE B - Pricing
The prices contained herein are based on an average annual usage of 80,000 Utility bills / Late notices.
Production frequency shall be two production runs per month for the above stated item. Each billing
document unit shall consist of the components described in Schedule "A". Any variance in the above
quantities in excess of ten (10) percent per agreement year will be cause for a price review.
lB.
Your Utility bills will be laser imaged and mailed at a cost of 24.8 cents per bill, (excluding
postage). The cost of 24.8 cents per bill includes one production run per month, second and
subsequent production runs in the same month shall incur an additional fee of $150.00 per
production mn. Included are ail Schedule "A' items and printed matter proofs. Also included
are continuing consulting services to coordinate SCI, Bank and TMA software. TMA, SCI and
VILLAGE have developed and will continue to use an edit process to verify all record counts
and various control totals. Continuing the above procedures will alloxv each party to comply
with their responsibilities as stated in Paragraph Seven (7).
2B.
A separate insertion charge will be applied for any additional item inserted into the outgoing
billing envelope. Insertion items must physically qualify for use on our insertion equipment.
The insertion charge is 3.5 cents per item. This insertion charge does not include the cost of
supplying the additional item(s) to be inserted.
3B.
With mutual written agreement, VILLAGE may authorize TMA to provide certain products and
services for new or revised projects. The TMA pricing structure for these projects may be
attached to, and become a part of, Schedule "B".
THIRD MILLENNIUM ASSOCIATES, INCORPORATED
Third Millennium Associates (TMA), Corporate Profile
TMA was incorporated in the state of Illinois in January 1995. TMA'S business model and
marketing strategy was developed at the Lake Forest Graduate School of Management in
1994 buy a group of five MBA candidates and a Ph.D. instructor. Since our inception in
1995 TMA has grown to be the largest provider of billing and associated electronic services
to local municipalities. TMA now provides over 125 individual municipal billing
applications.
TMA is the first Chicago based consulting group to integrate paper Utility billing, PDF
archival and retrieval of Utility bills and Utility registers with a Intemet based e-Pay system,
which is supported by the paper Utility billing file retention system on TMA'S RAID
servers. TMA maintains off-site data storage and an alternative production facility for
disaster recovery.
TMA is also the first to offer an Intemet based Utility billing job status system that will
allow clients to look inside the TMA production system and follow the status of their
specific billing jobs. Clients will also be able to reference their forms, envelopes and other
printed items inventory status and their USPS account balances via the Intemet. Clients will
be issued passwords that will allow them access to their specific applications. This system
will be launched this fall. TMA can receive a billing file via any means a client chooses and
send record counts and control totals back "in kind".
TMA billing file-handling system now employs a sophisticated "server demon system" that
listens for and can accept a Mount Prospect FTP billing file 24-7. The TMA system will
"self launch" Mount Prospect specific software script and process record counts, control
totals, Utility billing message validity, Utility bill PDF file and PDF Utility register file.
This data is then FTP back to Mount Prospect on a 24-7 basis.
Mount Prospect has already opened a Chicago based USPS first class permit account and
has written USPS permission to use a Company format postal indicia. These items were
handled three years ago when TMA began the Utility billing program with Mount Prospect.
TMA would inform Mount Prospect of the postage amount for each mailing and Mount
Prospect would deposit monies to the Chicago USPS account. These monies could be
tracked on the TMA Interact-system. The USPS would also mail confirmations of fund
usage directly to Mount Prospect for audit purposes, (postal form 3600).
TMA guarantees that bills will be mailed within 48 postal operating hours. Failing to do so
will incur a financial penalty for TMA. Over 95 percent all billing runs are mailed within
24 hours and 20 percent of all billing runs are mailed the same day.
Major programming changes are generally accomplished within five working days.
Emergency programming changes have been made by TMA for Mount Prospect "on the
spot" in order to get a particular job in the mail.
Data transmission capabilities, file handling capabilities, programming capabilities and
production capabilities are already a matter of record for the Mount Prospect / TMA
business relationship. There is no GEMS inte~face programming cost for this proposaL
THIRD MILLENNIUM ASSOCIATES, INCORPORATED
July 31, 2002
Attn: Ms. Carol Widmer
You are invited to contact any or all of our clients listed below to verify our performance.
Please treat this list as confidential information for your own internal use.
The City of Wheaton, Illinois (55,000) Phone 630-260-2000
Mr. Mark Horton, Finance Director
Utility billing, PDF record archiving/retrieval, E-Pay software
Village of Carol Stream, Illinois (37,982) Phone 630-871-6225
Mr. Stan Helgerson, Finance Director
Utility billing, Utility late notices, Vehicle license application billing, Vehicle follow-up billing,
fund raising billing, PDF record archiving/retrievaI, E-Pay software
The Village of Buffalo Grove, Illinois (44,000) Phone 847-459-2509
Mr. Bill Brimm, Asst. Village Mgr. / Finance Director
Utility billing, late notices, Vehicle license application billing, Vehicle follow-up billing
Parking Ticket delinquent notices, Parking Ticket pre-collection notices, Vehicle software.
Village of Schaumburg, Illinois (74,058) Phone 847-895-0007 Ext. 231
Mr. Steve Shields, Asst. Finance Director
Utility billing, late & shut-off notices, Vehicle license application billing, Delinquent Vehicle license
billing, Food & Beverage tax, Business Licenses invoicing, Business licenses, Elevator licenses
Apartment rental licenses.
Village of Niles, Illinois (28,000) Phone 847-588-8000
Mr. George R. Van Geem, Finance Director / Treasurer
Utility billing, Vehicle license application billing
City of Park Ridge, Illinois (37,075) Phone 847~318-5215
Mr. Mike Solvig, Asst. Finance Director
Utility billing, late notices
Gary Sanitary System, Gary, Indiana (1 t5,000) Phone 219-944-0595 X297
Ms. Danelta Hicks, Finance Director
Utility billing, late & shut- off notices, agreement payment billings
Village of Shiller Park, Illinois (10,000) Phone 847-678-2550
Mr. Ken Kowitz, Finance Director
Utility billing
City of Evanston, Illinois (73,300) Phone 847-328-2100
Kevin Lucas, City Collector Vehicle license application billing, vehicle follow-up billing,
new move-in billing
THIRD MILLENNIUM ASSOCIATES, INCORPORATED
Village of Addison, Illinois (35,000) Phone 630-543-4100 x261
Ms. Roseanne Benson, Asst. Finance Director
Vehicle License Application, Vehicle license follow-up, Utility billing
Village of Downers Grove, Illinois (46,858) Phone 630-434-5528
Mr. Marry Lyons, Finance Director
Utility billing, Late and Final notices, PDF record archiving/retrieval, E-Pay software
City of Blue Island, Illinois (22,000) Phone 708-396-7035
Ms. Linda Martin, Director of Finance
Utility Billing, Vehicle License billing, Vehicle license software.
City of Des Plaines, Illinois (53,414) Phone 847-391-5328
Mr. James Egeberg, Finance Director
Utility billing, Vehicle license application & vehicle license delinquent notices.
Village of Bellwood, Illinois (21,000) Phone 708-547-3632
Mr. Frank Hassman, Village Trustee
Vehicle license application
Village of Algonquin, Illinois (21,415) Phone 847-658-2700
Mr. Jack Walde, Finance Director
Utility billing & past due notices
Village of Elk Grove, Illinois (34,800) Phone 847-357-4052
Ms. Nora Blazek, Assistant Director, Assistant Treasurer
Utility billing, Vehicle license application/delinquent notices
Village of Hillside, Illinois (7,672) Phone 708-202-4324
Mr. John Flood, Finance Director
Utility billing, Vehicle license application, Vehicle license software
Village of Mount Prospect, Illinois (53,168) Phone 847-392-6000
Ms. Carol Widmer, Deputy Director of Finance
Utility billing
Village of Glenview, Illinois (38,437) Phone 847-724-1700
Mr. Dan Wiersma, Finance Director
Utility billing, past due notices
Village of Oak Park, Illinois (54,000) Phone 708-383-6400
Mr. Greg Peters, Finance Director
Utility billing & late notices
City of Elmhurst, Illinois (42,000) Phone 630-530-3106
Mr. Thomas W. Trosien, Assistant Director of Finance
Vehicle license application, Vehicle license delinquent notices, vehicle license software
THIRD MILLENNIUM ASSOCIATES, INCORPORATED
Village of La Grange, Illinois (55,000) Phone 708-579-2300
Mr. Lou Cipparrone, Finance Director
Vehicle license application, vehicle license delinquent notices
Village of Palatine, Illinois (68,000) Phone 847-359-9018
Mr. Paul Mehring, Budget Director
Vehicle license application, Vehicle license software, Utility billing
Village of Plainfield, Illinois (9,200) Phone 815-436-7093
Mr. Chris Minick, Finance Director
Utility billing, Vehicle Sticker application
Village of Riverside, Illinois (8,774) Phone 708-447-2700
Ms. Karen Feeney, Finance Director/Village Treasurer
Utility billing
City of Waukegan, Illinois (70,000) Phone 847-599-2548
Mr. Donald Schultz, Finance Director
Utility billing, utility late notice, Vehicle license application, Business license
Village of Grayslake, Illinois (16,967) Phone 847- 223-8515
Mr. Michael R. Peterson, Finance Director
Utility billing
Village of Western Springs, Illinois (I 2,402) Phone 708-246-1800
Ms. Grace Turi, Finance Director
Vehicle license application
Village of Matteson, Illinois (11,927) Phone 708-283-4900
Mary Britton, Finance Director
Utility billing, Vehicle license application
City of Warrenville, Illinois (13,000) Phone 630-393-5742
Mr. Eric Bush, Finance Director
Utility billing
Village of Roselle, Illinois (23,000) Phone 630-980-2005
Ms. Pamela K. Figolah, Finance Director
Vehicle license application
Village of Oak Lawn, Illinois (59,000) Phone 708-499-7743
Ms. Gall Paul, Finance Director
Vehicle license application
Village of Wheeling, Illinois (30,000) Phone 847-459-2604
Mr. Michael Mondschain, Finance Director
Utility billing, utility late notices
THIRD MILLENNIUM ASSOCIATES, INCORPORATED
Village of Wilmette, Illinois (26,000) Phone 847-853-7602
Mr. Robert Amomso, Finance Director
Vehicle license application
Village of Hoffman Estates, Illinois (48,000) Phone 847-882-9100
Mr. Michael F. DuCharme, Finance Director
Utility billing, late notices
Village of Lake in the Hills, Illinois (20,000) Phone 847-658-4213
Mr. Peter Stefan, Finance Director
Utility billing, PDF record archiving/retrieval
Village of Bloomingdale, Illinois (21,500) Phone 630-893-7000
Mr. Gary L. Szott, Finance Director/Treasurer
Utility billing
City of Highland Park, Illinois (30,000) Phone 847-926-1046
Mr. William H. Jones, Jr./Deputy Director, Fiscal & Administrative Services
Vehicle license application
Village of Lake Zurich, Illinois (17,591) Phone 847-438-5141
Mr. Richard F. Ratkowski, Finance Director
Vehicle license application, Vehicle scofflaw program
Village of Romeoville, Illinois (23,000) Phone 815-886-7200
Mr. Michael Thyfault, Finance Director
Utility billing
Village of Morton Grove, Illinois (23,000) Phone 847-663-6103
Mr. David O. Erb, Finance Director/Treasurer
Utility billing
Village of Riverdale, Illinois (8,000) Phone 708-841-2200
Ms. Joyce E. Forbes, Village Clerk
Vehicle sticker application
Village of University Park, Illinois (6200) Phone 708-534-6451
Mr. Steven Rosenquest, Finance Director
Vehicle sticker application, Vehicle software
Village of Justice, Illinois (12,200) Phone 708-458-2520
Ms. Kathleen M. Svoboda, Village Clerk/Collector
Vehicle sticker application
Village of Hinsdale, Illinois (17,498) Phone 630-789-7013
Mr. David Cook, Assistant Village Manager/Director of Administration
Utility billing
THIRD MILLENNIUM ASSOCIATES, INCORPORATED
Village of Palos Heights, Illinois (11,300) Phone 708-923-7110
Mr. Bruce Trego, City Administrator
Vehicle sticker application, Vehicle software
THIRD MILLENNIUM ASSOCIATES, INCORPORATED
ount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: DIRECTOR OF PUBLIC WORKS
DATE: AUGUST 15, 2002
SUBJECT: IDOT MAINTENANCE AGREEMENT
Attached is a letter fxom the Illinois Department of Transportation (IDOT) wherein they
are exercising their option to extend our Maintenance Agreement on specified state high-
ways for a twelve (12) month period beginning July 1, 2002. Last year IDOT paid us
$61,697.00 This year the mount will be increased to $62,846.00. I have also attached a
copy of a ten-year history of the contract mounts we have received from IDOT.
Maintenance work includes sweeping, pothole patching, crack filling and plowing and
salting. It does not cover major reconstruction, curb replacemem or storm sewer/inlet
placements. The streets included under this agreement are Route 83 between Golf and
Kensington, Central Road between Rand and Arthur, and Northwest Highway between
Waterman and Mount Prospect Road.
GP~Ttd
attach.
Finance Director Doug Ellsworth
Deputy Director of Public Works Scan Dorsey
Street/Building Superintendent Paul Bures
X:',FILESkFRONTOFFXlDOTanaintenaneeagreement 2002.doc
IDOT MAINTENANCE CONTRACT HISTORY
Fiscal .year Miles
Contract Amount
1993/94 27.89 $50,075
1994/95 27.89 $52,405
1995/96 27.89 $54,467
1996/97 27.89 $54,764
1997/98 27.89 $55,790
1998/99 27.89 $55,759
1999/00 27.89 $58,744
2000/01 27~89 $60,057
2001/02 27.89 $61,697
2002/03 27.89 $62,846
J:kFl LES~FRONTOFF~IDOT~VIAINTENANCECONTRACTHISTORY.DOC
llinois Department of Transportation
Division of Highways/District 1
201 West Center Court/Schaumburg, illinois 60196-1096
July 25, 2002
Mr. Glen Andler
Superintendent of Public Works
Village of Mount Prospect
1700 West Central Road
Mount Prospect, IL 60056
Dear Mr. Andler:
The State of Illinois, acting through its Department of Transportation, entered
into an Agreement for the Maintenance of Municipal Streets with your
municipality.
This is to inform you the Department finds the terms of this agreement to be
satisfactory and is hereby exercising its options to extend the agreement to cover
the 12-month period beginning July 1, 2002.
An updated Computation Sheet(s) for this period is attached. The adjustment
factor used to determine the rates of compensation shown on the computation
sheet has been increased to 3.83 to reflect the 1.9% increase in the Construction
Cost Index published by the Engineering NeWs ReCord. In addition, the
computation sheet has been reviewed to insure your municipality is being
compensated correctly for the State highways it maintains.
Consequently, the Department will pay your municipality $62,846.00 as
compensation for the satisfactory maintenance and operation of the streets for
this 12-month extension of the agreement.
If you have any questions or need additional information, please contact me or
Mr. Steve Hooghkirk, Maintenance Records Supervisor, at (847) 705-4177.
Very truly yours,
John P. Kos, P.E.
District Engineer
Attachment
L:\Computation Letters\12 month Itr main.doc