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HomeMy WebLinkAbout7. MANAGERS REPORT 11/06/02Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DEPUTY DIRECTOR OF PUBLIC WORKS DATE: OCTOBER 30, 2002 r,,,~, ~/ SUB J: CRUMLEY/MELAS PARK DETENTION BASIN IMPROVEMENTS' Background In the current budget, staff has requested funding to implement storm water improvements at the Crumley Detention Basin and the Melas Park Detention Basin. Both of these projects were identified in the Village's 1990 Storm Water Management Study. Crumley Basin is a storm water detention facility owned and operated by the Village of Mount Prospect. It is located approximately 700 feet north of Lincoln Street and approximately one half mile south of Central Road. It is situated between the Busse Road right-of-way and Weller Creek. The basin has a capacity of approximately 36 acre-feet. It accepts inflow waters from a 72" diameter RCP storm sewer that drains most of the Hatlen Heights residential subdivision in Mount Prospect and portions of eastern Arlington Heights. The facility includes a concrete inflow headwall with spillway, two (2) high-level overflows, an underdrain system, and two (2) iow-flow outflows. The entire basin drains by gravity into Weller Creek. The Melas Park Basin is a storm water detention facility owned by the Metropolitan Water Reclamation District of Greater Chicago and jointly operated by the Village of Mount Prospect and the Village of Arlington Heights. It is situated in the northeast corner of Melas Park. The Village of Mount Prospect is only responsible for the maintenance and operation of the inflow structures, outflow structures, and the underdrain system. The Village of Arlington Heights is responsible for the operation and maintenance of the pumping station. The facility has a capacity of approximately 200 acre-feet. The basin is fed by an 84" RCP storm sewer that enters the facility via a concrete headwall and spillway in the northwest corner. The basin also features a Iow-flow bypass, an underdrain system, and a drainage structure that feeds the pumping station suction piping. The entire basin drains via the pumping station. With assistance from Peter F. Olesen & Associates, Inc. of Mount Prospect, a professional civil engineering consulting firm, staff has determined that both basins are in need of certain repairs in order to maintain operational integrity. These repairs include earth excavation 'storm sewer clea. ning, ~torm sewer replacement (underdrain replacement), miscellaneous concrete re.pairs, and installation Of an articula(ed concrete bock revetment system to stem basin floor erosion adjacent to inflow structures. ' ' age 2 of 2 Crumley/Melas Park Detention Basin Improvements October 30, 2002 Bid Results On Tuesday, October 29, 2002 sealed bids were received to effect the above referenced improvements. Ten (10) invitational bids were distributed and a public notice was placed in a local paper as required. Four (4) bids were received and the results are noted below. BIDDER BID Dominic Fiodirosa $112,620.00 Glenbreok Excavating $128,871.00 Maure Sewer & Water $i29,630.25 Madam Construction $155,496.50 All bid tabulations have been checked for accuracy. The apparent Iow bid was submitted by the Dominic Fiodirosa Construction Company of East Dundee, Illinois. Discussion Dominic Fiordirosa has performed similar earth excavation and drainage work for the Village of Mount Prospect. Most recently, they satisfactorily completed the Wedgewood Storm Water Improvements project earlier this year. In addition, they have also performed similar work for the Illinois Department of Transportation, the City of Des Plaines, the City of Prospect Heights, and the Village of Wheeling. Reference checks and investigations into contracting capacity yielded favorable reports. Recommendation It is my recommendation that the Village Board accept the Iow bid of $112,620 for construction of the Crumley / Melas Park Detention Basin Improvements as submitted by the Dominic Fiordiresa Construction Company, Inc. of East Dundee, Illinois. Funds for this proposed project are available in account number 5907704-690110 ($100,000) on page 293 of the current budget. The remaining funds needed ($12,620) are available in existing Flood Control Construction Fund balance. Sufficient fund balance exists due, in part, to the fact that the 2002 Wedgewood Storm Water Improvements project cost substantially less than anticipated. The project was budgeted at approximately $615,000 but was completed for less than $231,000. In the near future, a budget amendment will be prepared to request the transfer of necessary funds from fund balance to the appropriate expenditure account. I concur. Director of Public Works Scan P. Dorsey C:~TORM~CRUMMY_MEL CONSTRUCTION RECOMMENDATION.doc TO: MICHAEL E. JANONIS, VILLAGE MANAGER FROM: MICHAEL J. FIGOLAH, FIRE CHIEF DATE: OCTOBER 30, 2002 SUBJECT: RUGGED TABLET PERSONAL COMPUTERS ,BACKGROUND For the last three years, the fire department has been researching more efficient methods of input, collection, and accessibility of data. Based on the results of our reseamh, I submit a recommendation for the purchase of computer hardware that will greatly improve all of the key elements of the study. Fire prevention personnel will use the equipment for documentation of fire inspections, fire investigations, and other fire prevention activities. The Fire Prevention Bureau collects similar data during fire inspections, pre-plan inspections, and during risk analysis surveys. The Present practiCe of using and gathering fire prevention data includes collecting the information in the field on a handwritten form. The Fire Prevention Bureau secretary then enters the information from the inspection form into the Fire Prevention Bureau database. The means to input and retrieve inspection data can be an easy task with the technology available today. Utilization of the tablet computers will streamline the inspection and data gathering process. Inspectors will have the ability to view the entire history of a facility or construction project in the field during an inspection. All of the information pertaining to construction document reviews, written correspondences, fire incidents, and previous inspections will be available for the inspector's use. The data collected by the inspectors Will be available electronically for emergency response personnel in a matter of hours instead of weeks or months. Documentation of the inspector's visit will be pdnted and left with the property representative. (The attached report provides significant background information regarding the use of tablet personal computers to gather fire inspection data.) C:",Documents and 8ettings~valent~Desktop',mjrnemoforhandheldbids.doc Rugged Tablet Personal Computers October 30, 2002 Page 2 SUMMARY OF BID RESULTS Bid specifications were developed and four bids were received. (See Attachment, Appendix D, page 20.) Funding for this project is provided in the FY2002 Budget, Capital Improvement, page 289, account number 5107701-650037, Hand-Held Computers, $35,0O0. Two of the received bids failed to meet the minimum requirements of the specification and were not considered. Following are the two responsive results obtained through the bidding process. Vendor VATECK RC Systems Product Microslate Microslate Base unit-price per unit (5) $5,081.00 $5,544.00 Hardware options per unit Port Replicator (docking station) $405.00 $445.5(3 Network Port $324.00 $355.5(3 Cost per unit $5,810.00 $6,345.00 Total unit costs (5 units) $29,050.00 $31,725.00 Additional equipment costs 5-Field cases $490.0( $585.00 5-Spare batteries $715.00 $1,395.00 5-Wireless keyboards $760.00 $832.5(; 2-Battery chargers $526.00 $207.0C Total Purchase Price $31,541.00 $34,744.5(3 RECOMMENDATION I recommend the purchase of five Microslate rugged tablet personal computers from VATECK Communication Products in an amount not to exceed $31,541. MF/pv Attachment EXECUTIVE SUMMARY The purpose of this report is to evaluate the use of handheld computers and applicable software to gather fire inspection data. Similar data is collected by the Fire Prevention Bureau (FPB) during fire inspections, pre- plan inspections and during risk, analysis surveys, The means to input and retrieve this data should be an easy task with the technology available today. The data should be able to be retrieved electronically by fire department personnel during an emergency incident. Recommendations are made regarding how this can be achieved. The report recommends using Firehouse software with handheld computers or tablet personal computers. A tablet computer is a cross between a laptop computer and a personal digital assistant. Tablet PCs are fully functioning Windows-based computers with touch screens and features that enable users to input and manipulate data using a stylus. The report recommends the pumhase of a tablet PC to meet or exceed the criteria listed below. (A detailed bid specification was also developed and is located in Appendix D). · Meet military specifications for a rugged tablet PC · Capable of supporting handwriting recognition software · Capable of supporting Windows 2000 · Contain a processor with a speed of 700 MHz · Provide a display of at least i0 inches · Contain a 20 GB hard drive · Have the capabilities of Local Area Network connections · Contain serial and parallel ports · Contain battery power capabilities · Contain the ability to print to a portable printer from either a wireless on non- wireless connection. The recommendations in this report are based on information gathered by the Fire Prevention Bureau; The supporting information for the recommendations were obtained through a literature review, surveys, Internet searches, and posting of relevant questions on professional list serves and attending seminars conducted by tablet personal computer vendors. BACKGROUND AND SIGNIFICANCE In 1997, the Mount Prospect Fife Department began a transition from using Macintosh computers to using a Microsoft Windows based platform. A driving force in the transition was the ability to electronically communicate and share information with all other Village Departments who were utilizing Microsoft Windows. This change would also provide consistency within the Village as well as provide the fire department the opportunity to take advantage of the fast growing Window based applications. When the transition was complete, the Macintosh fire prevention database that was being utilized to track inspections could no longer be used. The existing database was replaced with a customized database that was developed by the tim department. Most of the core information was recaptured. All of the occupancy history as well as other aspects of the existing database had to be m-entered into the database. During the transition to the Windows based system, the fire department began the enormous task of surveying each school, apartment complex, retail establishment and industrial occupancy. Single-family residential occupancies were not included in the survey. Using the Windows based computer allowed the tim department to pumhase user-friendly drawing software. The data collected for each occupancy included: the building's construction features; the types of fixed fire protection systems (i.e. sprinklers, fire pumps, etc); the type and quantity of any known hazardous material on site and emergency contact information. The information gathered was compiled to create a pm- incident plan or pre-plan. At an emergency incident, the pre-plan can play a critical role in mitigation of the incident and provide information crucial to the safety of the emergency response personnel. The creation of the pre-plan begins with a survey of the building by fire department personnel. The information is collected by fire personnel and taken to their assigned fire station. An electronic drawing with the applicable building information is then prepared by the fimfighter. The pre-plan information is currently only loaded from a CD-Rom onto the laptop computer in the shift commander's vehicle, The 10ng-term goal is to be capable of easily accessing the most current information from every emergency response vehicle via a wireless connection. This would enable the responding emergency apparatus to have updated occupant contact information and most recent chemical inventory. The following information is provided in a pre-plan. (See the sample pre-plan in Appendix A.) · Occupant Contact information · Address · Building Construction Details · Building Dimensions · Hydrant Location · Available Water Supply · Hazardous Materials · Fixed Fire Suppression (i.e. sprinklers) · Knox Box information · Fire Lanes · Fire Department Access · Utility Shut Off The tim inspectors were also collecting some of the data gathered for the pm-plans during their routine tim inspections. 2 A decision was made to have the oversight of the pre-plan development assigned to the Fire Prevention Bureau (FPB) with the fieldwork and drawings performed by on duty shift personnel. The data collection portion of the project is near completion and the fire department is well on the way of reaching the goal of having pre-plans of all commercial, industrial and assembly occupancies by the end of 2002. One of the primary reasons to coordinate pre-plan duties in the Fire Prevention Bureau was to ensure the information p?ovided in the pre-plan was as current as possible. A means to achieve this was to have the fire inspectors update the pre-plan information when they conduct their annual fire inspection or when a new building was constructed. The type of information gathered in a fire inspection includes: · Business Name · Business License · Occupant Contact · Emergency Contact · Fire Alarm System Information · Fire Pump · Knox Box · Building Square Footage · Hazardous Material Information The present practice of using and gathering fire prevention data includes collecting the information in the field in a written format. The Fire Prevention Bureau secretary enters the information manually from the inspection form into the Fire Prevention Bureau database. This may take excessive time because data entry becomes a low priority in day- to-day tasks. The data can be accessed from the inspector's desktop computer. Elimination of the data entry portion of the secretary's duties will allow her to focus on processing construction document review material ganemted by the fire protection engineer. This will improve the turn around time of construction document reviews. She will also have the ability to ensure the hard copies of the inspection results are filed accordingly. The frequent requests for property information generated by freedom of information requests, dictates the need to have a hard copy of the reports on file. A long-term goal of the Fire Prevention Bureau is to define and inventory the community's fire problem. The evaluation will include determining the scope of the fire problem, nature of risk, hazard and the level of protection provided. The outcome of the evaluation will help determine the consequence of the loss and level of intervention and response needed to mitigate the situation. This type of evaluation of the community's fire problem is commonly referred to as a Risk Hazard and Value Evaluation (RHAVE). A revolutionary computer software tool to conduct the Risk Hazard and Value Evaluation (RHAVE) was developed as a cooperative effort between the United States Fire Administration and the Commission on Fire Accreditation International. The computer-generated RHAVE program requires obtaining the following data: · Occupancy Classification · Building Construction Details · Building Dimensions · Number of Building Stories · Occupant load · Available Water Supply · Hydrant Location · Fixed Fire Suppression (i.e. sprinkler protection The information gained from the RHAVE surveys will be used to assess the fire prevention needs of the community and develop an action plan that addresses those needs. The results of the surveys can also be used for the fire department in an accreditation process. TABLE! DATA COLLECTED BY TYPE OF ACTIVITY Data Collected Activity Address Business Name Business License Emergency Contact Occupant Contact Information Building Construction Details Building Square Footage Building Dimensions Number of Building Stories Occupancy Classification Building Dimensions Hydrant Location Available Water Supply Hazardous Materials (Chemical inventory) Fixed Fire Suppression (i.e. sprinklers) Fire Pump Fire Alarm System Information Knox Box information Fire Lanes Fire Department Access Inspection Pre-plan RHAVE Survey X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X' X X X X X X X X X X X X Table 1 reflects a significant amount of identical data collected during different activities. This data needs to be available for use in a number of task$ such as updating the pre- plans, conducting fire inspections and generating reports. 4 The table clearly indicates the need to collect and store the data in a manner that is conducive to easy retrieval. An effective method to collect and transfer data is to develop an electronic inspection and gathering program using the latest technology available. A method to do this is to utilize a handheld computing device that stores the information when it is gathered until it can be electronically transferred to the end user. The data would be entered once into the handheld device during the fire'inspection, pre-plan inspection, or RHAVE surVey. The data could then be downloaded at the fire station and made available to all personnel in a matter of hours instead of weeks or months. The information obtained during the inspection or survey will be available from all emergency response vehicles within hours and can be utilized during an emergendy incident. PRODUCT EVALUATION PROCEDURE There are essentially two major components needed in establishing an inspection tracking system that uses handheld computers. Those components include the handheld device and the operating software on the device. The software enables the business process improvement and determines the required characteristics of the hardware platform. The software portion of the project was evaluated first. The Fire Prevention Bureau conducted research to determine options for the utilization of handheld computers to gather inspectiOn data. The following research questions were used in the information gathering process. 1) What methods do other fire departments use to gather fire inspection data? 2) What technology is available for the development of an electronic inspection data-gathering program? The research included a review of product literature from vendors, interviews and demonstrations of products from vendors, also a written survey to fire departments. Literature reviews were conducted with the use of the on-line card catalog at the National Fire Academy Learning Resource Center. Additional information wa~ gathered from the Internet via the use of search engines and the uses of the Illinois Fire Service Institute's list-serve and Oklahoma State UniversitY'S School of Fire Protection and Safety Engineering alumni list-serve. Approximately 700 fire protection professionals subscribe to these list serves. Most of the fire departments in Illinois participate in the University of Illinois Fire Service Institutes list-serve. The Oklahoma State University list-serve subscribers include fire protection professionals throughout the country in both a municipal and industrial setting. On site meetings were conducted with area fire departments to review their method of gathering inspection data and their fire inspection software. 5 RESULTS Inspection Tracking Software The written fire department survey (see Appendix B) was faxed to seventy Chicago suburban fire departments. The purpose of the survey was to solicit information pertaining to the software used for tracking fire inspection data and to determine which fire departments were using han'dheld computers. The results of the surveys provided a means to contact the appropriate fire department for further clarification or explanation of their response. The survey indicated that 87.5% of the' fire departments that responded to the survey are using a software program to track and analyze inspection data. The remaining 12.5% do not utilize computers in their inspection program. The software packages used varied from department to department. Figure 1 below indicates the software programs used by the fire departments surveyed. Some of the fire departments use a database program customized to meet their needs. Other fire departments have elected to use a software program with a number of features other than database functions. Fire Department Software Survey N=41 responses Software Programs Used by Percentage 2% 2%- 5%- 5%- 5%- lB Firehouse · H.T.E. IOracle 6O% 1Access El Fire One El Firepoint I I [] Filemaker Pro IIC.M.I. [] Lotus · None Figure 1 The results of the survey revealed that most fire depmtments using softWare for inspections did not appear to use the data for other purposes such as pre-incident planning or Risk Hazard and Value Evaluation. The fire department's primary focus was using the information for prevention activities and not for emergency response. Over half of the fire departments surveyed (60%) use Firehouse software. Only 20% of the department's using Firehouse software took advantage of the available data for other purposes sUCh as pre-plans or the RHAVE requirements. The Mount Prospect Fire Department began to evaluate the software applications that provided the ability to use the data obtained either through the inspection process or the development of the pre-plans. The ability to track data in the future for a RHAVE survey was also considered. Table 1 on page 4 shows that most of the data obtained in each of the surveys is very similar and can be used for a multitude of applications. A commemially available software package evaluated was Emergency Software Products. It was chosen because it contains modules for inspections, pre-plans, fire investigations, fire reporting, and emergency medical service management. A review of the product literature and follow up phone conversation with the software vendor revealed the program would not integrate with the existing drawing program used in the development of the pre-plans, The inspection data gathered in the field could not be transferred to the Firehouse software used by the Mount Prospect Fire Department. Even though the software may have been able to meet our needs functionally in the data collection portion of the operation, the software lacked the ability to be integrated into the existing software used by the Mount Prospect Fire Department. None of the fire departments surveyed indicated use of the product. A follow up meeting with a user of the product was not feasible. Another commercially available product is Firehouse software, In 2002, the Mount Prospect Fire Department began using Firehouse software to track training activities and non-sensitive personnel information. Mandatory training activities as well as the training hours conducted are now tracked using Firehouse software. In the future, the fire department will examine the possibility to use Firehouse software for fire and emergency medical service reporting as well as fire department inventories. The software has the ability for the NIFRS reports (National Incident Fire Reporting System). These reports are completed after each call. The software package is compatible with the pre-plan drawing used by the Mount Prospect Fire Department and also contains an inspection and fire investigation module. Utilization of the same software for al! fire department activities will provide the opportunity for the development of a comprehensive history file. The history file will also contain information pertaining to calls for service as well as the fire'prevention activities. The fire prevention activities can include inspections, construction document review, fire safety education activities, construction inspections and even phone contacts made by contractors or citizens with the fire prevention bureau. The fire prevention bureau will also have the ~apabilities to use the software for fire investigations. 7 The results of the survey indicated a number of fire departments in the area utilize this software for their inspection activities. A review of the Firehouse inspection software package was performed. An onsite meeting with the Palatine Fire Department was conducted. Palatine has been very successful in using the Firehouse software in their fire prevention bureau. The meeting provided an opportunity to see the format of the fire prevention reports as well as to discuss applicable fire prevention options available with the software package. Even though the software is a commercially available product, the user can customize it to meet their needs. Some of the benefits learned about the firehouse fire prevention module of the software package include: · Ability to create a history file of occupancy (i.e. complaints, construction document reviews, and phone calls regarding the premise, inspections) The ability to provide customized occupancy information · The ability to assign a property ID # or GIS number · The ability to schedule re-inspections · Ability to track inspector's time spent in the field · Ability to track hours spent for a particular fire prevention activity · Ability to customize letters and mailing labels · A method to link to other programs such as the Fire Zone (pre-plan drawing program) · Ability to identify chemical storage with link to applicable web pages · Ability to track the testing and maintenance activities associated with the fixed fire suppression systems · Ability to customize violations to the adopted codes · Ability to display digital photo of building · Network capabilities Sixty percent of the fire departments surveyed who use FirehoUse software provided some insight as to the advantages and disadvantages of the software program. According to the fire departments surveyed, a common advantage identified was the ability to modify the program to meet your needs. A portion of the software package is easily customized to meet your needs. The type of inspections is not limited to fire inspections. The software could be used for building department type inspections as well. A common advantage identified is that there are a number of fire departments in the area that use the software and have periodic user meetings to discuss its use and solve any problems. One of the frequently identified disadvantages of the software program was the time it takes to enter the inspection data into the system after it is gathered in the field. This would not be an issue if the information were entered into the System as it was obtained in the field. This could be accomplished by using handheld computing devices. 8 The Village of Mount Prospect Community Development Department is in the process of implementing a software program called Black Bear. The fire department discussed the proposed applications of this software to see if it was feasible to use it to meet the needs identified. The Black Bear software will function as an internal Village permit tracking system. The systems primary use will be to have the ability to check on the details of a permit application and the associated construction document's review comments. The software will not duplicate the features of the Firehouse S0ftWar~. At the tim~ of ~he research, there were no indications that other Village departments intended to utilize the Black Bear software for anything other than permit tracking. Handheld Computers Unlike the software portion of the reseamh, the surveys did not reveal sufficient results of fire departments using an electronic means to gather inspection data. The survey results did not identify fire departments using handheld computers, Subsequently, there were no tim departments to contact regarding the usage of handheld computers. Only 52% of the fire departments that responded to the survey are considering using an electronic device for inspection. The remaining 48% are not considering it at this time. The survey indicated there is only one fire department, CountrySide Fire Protection District using an electronic means to gather fire inspection data. However, they do not use handheld computers. The survey results indicated that CountrySide Fire Protection District in Vernon Hills was using Firehouse software for fire inspections on laptop computers with infrared printing. An onsite meeting was conducted at the CountrySide Fire Protection District to examine their software applications and use of their laptop computers. The use of laptop computers appeared to be a good means to accomplish their goal of electronically entering the data in the field. The laptop also provided a device with the ability to operate the software with the Microsoft applications. The perceived disadvantage was the laptops were cumbersome to carry on an inspection. It is feasible the inspector would resort to writing the inspection on paper and then later transferring the data into the laptop. Essentially, this is the same process that is being conducted now with the exception that the computer is not located in the fire prevention bureau office. A better alternative to laptops is a handheld computing device with the computer capabilities of a laptop. Options for handheld computing devices fall into two categories: the personal digital assistant (PDA's); and tablet computers. These devices are truly mobile in a number of applications~ They were developed for people who work while standing or walking around. These devices do not utilize a keyboard and can support the same operating system as desktop computers. These devices differ from notebooks or laptops because they rely on a stylus for manipulating data instead of a mouse and keyboard. The stylus is also used as part Of the handwriting recognition features. The tablet PCs resembles the top half of a laptop. 9 The Mount Prospect Fire Prevention Bureau did not consider using notebooks or laptops because of the need to have a truly mobile device that could be taken out of the office for fire prevention activities. The laptops were not considered to be conducive for data entry while being mobile during a fire prevention activity. The fire department reviewed manufacturers data for a variety of PDA's and tablet computers. The minimum operating requirements identified are at least a Pentium rtl processor of 350 MHz. A minifnum driye space of 200 MB and 64 MB of RAM is needed. These parameters were based on the requirements to operate a software program such as Firehouse. However, a greater processor speed and larger memory would provide flexibility for future fire prevention applications. Personal Digital Assistants (PDA) The PDA's did support operation of the software. A call was made to the president of Firehouse Software to discuss the options of using a PDA to operate their software. The call confirmed the company is working on the ability to use a PDA for their software. The PDA would need to be a windows CE based device. Based on the conversation with Firehouse software and the elapsed time since the cOnversation, this will not be available this fiscal year. Firehouse does not have a commercially available product that will operate on a PDA. The use of a PDA that supports Firehouse software is still in the research and development phase. Tablet Personal Computers A review of tablet PCs indicated that these types of devices are new and are just now entering the market. A tablet PC is a cross between a laptop computer and a personal digital assistant. Tablet PCs have the power of the laptop and the portability of the PDAs. The tablet PCs have touch screen features that enable the user to manipulate data without the use of a keYboard Or mouse. The hard drives U~ed in tabiet PCS.are generally the same as those used in laptops. The touch screen features allow the user to utilize handwriting recognition software. The City of Chicago is now using a handheld computer for their Emergency Medical Services. A call was made to the vendor of this particular product for a demonstration. The vendor for the Microslate tablet PC conducted a demonstration Of their product at the Police and Fire Headquarters building. The Microslate tablet has the capabilities of meeting the minimum system requirements to mn Firehouse software. The tablet is available with a 700 IVlI-IZ Intel Pentium llI processor, 256 MB of Ram and up to a 30.0 GB Hard Drive (see Appendix C). The increased capability of the processor and memory will allow the device to be loaded with applicable codes as well as the necessary operating systems. The tablet has the ability for future wireless capabilities as well as a number of other hardware and peripheral options. During the presentation of the product, a demonstration disk of the firehouse software was loaded on the computer and it operated asif it were on a desktop e~mputer. Th~ tablet 0perated With Windows 2000 and the typical Microsoft office applications. 10 Printers RECOMMENDATIONS The following recommendation~s are based on the results of the information gathered. STEP 1-Handheld Computers Use the bid specification in Ap/~endix D for the purchase of a tablet computers that meets the present needs of the fire prevention bureau with the ability to upgrade the device for furore needs. Ensure the bid documents reflect delivery by the end of 2002. STEP 2-Software Begin using Firehouse software for Fire Prevention Bureau activities. Upgrade the Firehouse software to the network version by the end of 2002. This will allow customization and data entry to begin. 3. Purchase handwriting recognition software that will operate on the tablet PC. 4. Hire a consultant for developing a bridge software program that will allow transferring the core fire prevention bureau data into the firehouse program. Hire a consultant to develop a forms program that will replicate existing fire prevention forms onto the tablet PC. The f0~ ~!1! ~ ~aPable of transferring the data into the firehouse program and would be completed by the end of 2002. 6. Utilize the expertise of fire department personnel to examine how to best transfer the data obtained in the field to the emergency response vehicles. Adopt the new editions of the building code and fire code after the budget process in 2002. This is needed to allow data entry to take place without repetition at a later date from a code change. 11 APPENDIX A TYPICAL PRE-PLAN 12 Mount Prospect Preplan Form Exposures Best Access Bldg HL ~5 Ft. Stories 3 I Bldg Area 45500 Sq. Ft. 325' X 140* Ft. Roof Construction: Unprotected Wood Truss UnPr~t~ie~l ~{o~i~T~U~ X Con~:~ 13 APPENDIX B FIRE DEPARTMENT SURVEY 14 Dear Fire Marshal, or Fire Prevention Bureau Director: The Mount Prospect Fire Department is currently evaluating software applications for tracking fire inspection data, as well as evaluating the use of handheld computers for fire inspections. Please complete the attached survey and fax it to my attention at (847) 818-5240. The results of the survey as well as Our finished evaluation will be available upon request. Please contact me at (847) 818-5255 if you have any questions. Sincerely, R. Paul Valentine Fire Marshal RPV/nn 15 Please answer each question if applicable. 1. a) Does your fire department utilize a software program for tracking fire prevention inspection data? Yes [3 ' No [2 (Go to question 2) What software program does your fire department use? h) c) What are the advantages of the software program you are utilizing? d) What are the disadvantages of the software program? e) Does the software program have other fire department applications such as NIFIRS, vehicle maintenance, preplans, permit tracking, etc.? What types of reports are generated from the software and how is this information utilized? What method do you use to retain inspection data? a) Does your fire department utilize handheld computers for gathering inspection data? Yes [2 No [5 (Go to question 4) b) What type of handheld computing device do you use? 16 c) Does the device have portable printing capabilities? d) What are the advantages of this device? e) What am the disadvantages of this device? f) What was the cost of the device? o Have you considered using a handheld computing device for gathering inspection data? Yes [] What device did you consider? What was the reason that the device was not used? No [] What are the reasons for not utilizing a handheld computing device to conduct inspections? 17 APPENDIX C MICROSLATE TECHNICAL INFORMATION 18 VATECK COMMUNICATION PRODUCTS INTRODUCES... Microslate 3800 Rugged Pen and Touch Computer. 700MHz intel Pentium III processor, 256K L2 internal cashe, 256 Mb Ram, 30.0 GB Hard Drive, 4 Mb video BUS interface, 10.4" Transflective Screen, Sound Blaster Pro Speakers. 19 APPENDIX D TABLET BID SPECIFICATIONS 2o WIRELESS RUGGED TABLET PC Processor: · Intel Mobile Pentium® PIII 700 MHz Processor · Systemsoft Flash BIOS Memory: · 256 Mb of Memory standard Display: · 10.4"active matrix, color XVGA (1024x768) display · 32 bit PCI bus with 4 Mb video memory · 800x600 transflective screen · Transparent virtual overlay keyboard Digitizer and Digitizing Device: · High-transparency hardened glass resistive digitizer · Touch sensitive display with passive pen or any non-electronic pointing device, including fingertip Storage: · Internal shock mounted 10GB Ultra DMA hard disk drive · External FDD, CD-ROM capabilities Standard External Ports: · Internal PC Card slot (1 Type ID, ZV/CardBus support) · 1 IR port, Complies with IrDA (FIR & SIR) · 1 Wireless Keyboard IR port · DB-9 connector, RS-232C compatible serial port (COM1) · 1 Integrated USB port and 1 CCDE USB port · External AC/DC or DC/DC power connector · 120-pin docking connector · RI-Il Modemport Panel Control: · Power On/Off · Audio Volume and Brightness Controls · Function Keys (FI, F3) · System Status Display Speaker and Sound Capabilities: · Internal 8-ohm speaker · On-board Sound Blaster Pro~ 16-bit compatible sound circuitry Case: · Sealed die-cast Magnesium Alloy or greater 21 Physical: * Meets or exceeds NATO-Military Specifications 810E for vibration, shock, extreme temperature operation, humidity, dust and moisture · Temperature (Mil-Std-810E. Method 501.3 502.3 Operating 0°C to 45°C Non-operating 40°C to 70°C · Humidity (Mil-Std 810E. Method 507.3 5% to 95% RH non-condensing · Altitude (Mil-Std 810E. Method 500.3) Operating 15,000 ft. Non-operating 40,000 ft. Rate of Change 2,00fffmin · Shock (Mil-Std 810E. Method 516.4) Operating 15G, 1 lms, half sine wave Non-operating 50G, 1 Ims, half sine wave · Vibration (Mil-Std810E. Method 514.4) Operating 10-50Hz, 0.075mm/55-500Hz 1.0G Non-operating 10-50Hz, 0.15mm/55-500Hz 2.0G · Drop (Mil-Std 810E. Method 516.4) 3 feet free drop, survive (to concrete) · Rain & Dust (Mil-Std 810 E. Method 506.3 510.3) · EMI (FCC part 15 sub-part B, Class B) · Safety (UL, CE marking) Power: · Primary Lithium Ion Smart Battery (1.5 hrs.) · A/C Power supply (50/60 Hz Auto-sensing) · DC Car Adapter/Charger (10.7 to VDC) · Intelligent Power Management (AMP 1.2~ACP 1 compliant) · Hot Swap (with second battery) and Hot Dock capability Hardware Options: · Serial RS-232x2 IEEE 1394 X1 (Fire Wire) LAN Port · Two RS-232 Serial · Two PS/2 · Parallel Port · Two USB · XVGA External (Dual Support) · External Drive Kit Port · DC input · Docking port · External Floppy Disk Drive Module · External CD-ROM/DVD Rom Module · Wireless Keyboard with pointing device · Carry Bag · Second Battery 22 Peripherals: · Standard serial or IUSB peripherals · 1394 Fire Wire Peripherals (with X-Bay) · Parallel Peripherals (with Port Replicator) Software: · Microsoft®Windows 2000 soft-configurable floating on-screen keyboard Training: · Four hours of hardware training Delivery: · Product to be delivered on or before December 13, 2002 23 Village of IV]ount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: MICHAEL E. JANONIS, VILLAGE MANAGER VELMA LOWE, VILLAGE CLERK RICHARD EDDINGTON, POLICE CHIEF MICHAEL J. FIGOLAH, FIRE CHIEF OCTOBER 30, 2002 REQUEST FOR WAIVER OF BID AND APPROVAL TO LEASE FOUR TOSHIBA COPY MACHINES. Proposal The Village Clerk's Office, Police Department, and the Fire Department are requesting a waiver of the bid process to lease four Toshiba e-studio 550 copy machines from Imagetec in Des Plaines, Illinois. Background The Village Clerk's Office, Police Department, and Fire Department have new copy machines budgeted in 2002 and 2003. The Clerk's Office is budgeted for two (2) machines and the Police Department is budgeted for one (1), both in 2002. The Fire Department is budgeted for one (1) machine in 2003. For the past several months department representatives have been investigating the relative merits of purchasing verses leasing new copy machines, the cost benefits of combined purchases or leases, issues of standardization of equipment and the availability of sufficient funding to pursue a common approach to acquiring new copy machines. After numerous meetings between the three departments, Village Attorney, and the Village Manager's Office we have arrived at the following recommendation. The department representatives believe the Village's interests are best served by leasing new copy machines of the same manufacture from the same vendor. The original plan was to lease the machines under the State of Illinois bid award. Ho~vever, the State bid award for copiers only offers a two-year rental agreement. In the alternative the department representatives sought out proposals'fr0m other vendors and f0uml a better copy machine 'with more features at less cost ~han the State bid award copy machine. This copy machine is the Toshiba e-studio 550 from Imagetec in Des Plaines. As the Village currently has three Toshiba copy machines in use, this would.move us in the direction of standardization throughout the Village for copY machineS. ' C:',Documents and Settings\VLowe. DOMAiN\Local Settings\Temporary Interne\ Files\OLK2tWaiver Final,doc TO: VILLAGE MANAGER SUBJECT: COPY MACHINES OCTOBER 30, 2002 PAGE 2 Maintenance Agreement Cost Analysis By leasing four new copy machines, the copy machine maintenance contract costs of the three departments will decrease by approximately $9,000 per year. The Village Clerk's Office is currently paying $9,600 per year, the Police Department is paying $3,450 per year, and the Fire Department is paying $3,200 per year for maintenance contracts. The maintenance contract for the four new machines would be $7,344, much less than is currently paid. Not only will this result in a significant cost savings, it also will standardize the maintenance contract for these four copy machines. The maintenance contract will cover everything except paper and staples during the 36- month lease agreement. An option to purchase the machines at the end of the lease is available and will be evaluated at the end of the agreement to determine the best value for the Village. Lease Payment Cost Analysis The lease payments, over the three-year period, will total $11,499.12 per machine. Currently, Toshiba is offering a $1,500 rebate per machine that will be applied as a credit against the monthly lease payments; this lowers the total lease payments over the three-year period to $9,999.12 per machine. To purchase the same copy machine would cost $11,876 and no rebate is available. As stated earlier, the recurring maintenance costs and per copy costs are less than what we are currently paying. Recommendation Due to the fact that the pricing available under the State bid award is not advantageous for the Village and time is of the essence in replacing the copy machines of the three departments under the funding currently available to each department, we are requesting a waiver of the bid process. Further, the departments are requesting Village Board authorization to lease four Toshiba e-studio 550 copy machines through Imagetec in Des Plaines at an amount not to exceed $39,996.48 over the three-year lease period. Funds are available in the 2002 Capital Improvements Budget for the Police Department and Village Clerk, and are included for all three departments in the proposed 2003 Capital Improvements Budget; subsequent budgets, for the next three years, will include the necessary funding levels. Since we are not recommending the purchase option, the Fire Department has sufficient funds to initiate the lease agreement immediately. These calculations do not include any revenue that may be realized from the sale of the copy machines being replaced. The funds are available in the individual department accounts listed below: Department · . Account Number r' Bud[l'et/Pa0e Number Village ~lerk'~ Office' .5107701-650040 2002/289 Police Department 5107701-650016 ... 2002/289 Fire Department 0014201-650007 2003/206 · Attachment ount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGER MANAGER MICHAEL E. JANONIS VILLAGE CLERK VELMA LOWE VILLAGE ENGINEER OCTOBER 28, 2002 7-ELEVEN / CITGO 1740 W, Dempster Street Attached please find the Village Board Approval and Acceptance form for the subject project, The project has been satisfactorily completed and T recommend approval of this project, Please place this in line for inclusion at the November 5, 2002 Village Board Meeting, Cc: Glen R. Andler, Public Works Director X:\files\engineer\dev\boardacc\7-1 lalgonquinmm VILLAGE BOARD ACCEPTANCE OF PUBLIC IMPROVEMENT AND/OR PRIVATE IMPROVEN[ENT APPROVAL PROJECT: 7-F.I ,EVF, N / CITCff) LOCATION: 1740 W I')em?tez Street DATE: October 22; 2(102 STAFF APPROVAI, ENGINEERING DRAWINGS APPROVED: PLAT OF SUBDMSION RECEIVED: PLAT OF SUBDIVISION RECORDED: AS BUILT PLANS REVIEWED AND APPROVED: PUBLIC WORKS APPROVAL: COMMLrNITY DEVELOPMENT APPROVAL: FIRE DEPARTMENT APPROVAL: ENGINEER CLERK CLERK ENGINEER PUB.WKS.DI1L COMM.DEV.DI~. FIRE PREVENTION PIIBI,IC IIVIrP~CIVIMI~I'E. NTS FOR ACCEPTANCE WATER MAIN N/A SANITARY SEWER N/A STORM SEWER N/A ROADWAYS N/A SIDEWALKS N/A STREET LIGHTS N/A PARKWAY TREES 2 PARKWAY LANDSCAPING Complete PRIVATE IM~ROVE~V~,NT~q APPROVF, D WATER MAIN SANITARY SEWER STORM SEWER ROADWAY PARKING LOTS SITE LIGHTING LANDSCAPING Rnilding ,qerviee Rnitdlng gervlee Complete N/A Complete Complete Complete APPROVED BY :THE BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT. PROSPECT, COOK cOUNTY, ILLINOIS,.THIS DAY OF , 2002. Village Clerk ount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGER MANAGER MICHAEL E. JANONIS VILLAGE CLERK VELMA LOWE VILLAGE ENGINEER OCTOBER 28, 2002 HYUNG ]AE METHODIST CHURCH / SITE IMPROVEMENTS 901 WEST GOLF ROAD Attached please find the Village Board Approval and Acceptance form for the subject project. The project has been satisfactorily completed and ! recommend approval of this project. Please place this in line for inclusion at the November 5, 2002 Village Board Meeting. Cc: Glen R. Andler, .Public Works Director X:\files\engineer\dev\lc\devguar\hyungjaemm VILLAGE BOARD ACCEPTANCE OF PUBLIC IMPROVEMENT AND/OR PRIVATE IMPROVEMENT APPROVAL PROJECT: I-I¥IIN('~ JAE M~TI~C}DLqT CHIIRCI~[ LOCATION: g~l V~e~t ~nl'PRn~ri DATE: STAFF APPROVAl, ENGINEERING DRAWINGS APPROVED: PLAT OF SUBDIVISION RECEIVED: PLAT OF SUBDIVISION RECORDED: N/A AS BUILT PLANS REVIEWED AND APPROVED: PUBLIC WORKS APPROVAL: COMMLrNITY DEVELOPMENT APPROVAL: FIRE DEPARTMENT APPROVAL: ENGINEER CLERK CLERK ENGINEER PUB.WKS.DIR. COMM.DEV.DER. FIRE PREVENTION PTIRT ,TC. TM'PROVEMENT~q FOR ACCEPTANCE BY VII ,T,AGE WATER MAIN N/A SANITARY SEWER N/A STORM SEWER N/A ROADWAYS N/A SIDEWALKS gq0 ~q V STREET LIGHTS # N/A PARKWAY TREES 3 PARKWAY LANDSCAPING Complete PRIVATE IM-PROVEMI~,NT~q APPROVED WATER MAIN SANITARY SEWER STORM SEWER ROADWAY PARKING LOTS SITE LIGHTING LANDSCAPING Ruildlng ~qervice Complete N/^ Complete Complete Complete APPROVED BY THE BOARD OF TRUSTEES OF THE VILLAGE OF MOUNT PROSPECT, COOK COUNTY, ILLINOIS, THIS DAY OF ,2002. Village Clerk Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DEPUTY DIRECTOR OF PUBLIC WORKS DATE: OCTOBER 31, 2002 SUBJECT: CUL-DE-SAC PLOWING PROPOSAL RESULTS BACKGROUND For the last two (2) years, the Village has utilized a private contractor to remove snow from cul- de-sacs. This arrangement has proven beneficial in that it has dramatically improved the deliv- ery of snow removal services to residents living adjacent to cul-de-sac streets. Traditionally, large plow trucks assigned to adjacent thru-streets have initially cleared an access path for cup de-sacs. However, due to the limited maneuvering room on these types of streets, the large trucks were not able to remove alt of the snow. Residents would often have to wait until adja- cent thru-streets were cleared and crews could return in smaller, more maneuverable trucks to completely clear the cul-de-sacs. Utilizing a private contractor, with plows mounted on their own pick-ups and one-ton trucks, has afforded us the ability to provide residents living on cul-de-sacs the same level of snow removal service as residents living on thru-streets. Typically, we have required the contractor to be on- site within one hour of notification and have allowed up to eight-hours to complete 109 cul-de- sacs. During the winters of 2000/2001 and 2001/2002, it was our experience that the contractor was able to satisfactorily complete cul-de-sac plowing in about the same amount of time it Pub- lic Works crews to finish clearing thru-streets. Our last arrangement with a pdvate contractor for cul-de-sac plowing expired in the spring of 2002. To continue this arrangement, staff has prepared a detailed request for proposals in- tended to establish a contractual commitment for cul-de-sac snow removal services that will be valid through May 2004, REQUEST FOR PROPOSALS Proposals were received on October 7, 2002 for the plowing and removal of snow in cul-de- sacs. Proposals were solicited from seven contractors. Two proposals were received. The pro- posals included rate structures that varied depending on the day of the week and the amount of snow to be plowed. In order to establish a meaningful basis for comparing costs, staff has ap- plied these rate structures to the snowstorm events experienced over the course of the last two (2) winters in which the private contractor was utilized to clear snow from cul-de-sacs. The re- sults are as follows: ~ $~19,500 I~NT Landscaping ' $26,170 age 2 of 2 Cul-De-Sac Plowing Proposals October 31,2002 DISCUSSION Staff has reviewed all proposals and determined that all are responsive and contain no math errors. King Koncrete, Inc. of Arlington Heights, Illinois appears to have presented the lowest cost proposal. King Koncrete performed cul-de-sac snow removal services for the Village of Mount Prospect during the winters of 2000/2001 and 2001/2002. Their performance was satisfactory and they demonstrated sufficient ability and resources to effectively respond to substantial snowfall ac- cumulations. Staff also received a number Of favorable comments about the quality of King Kencrete's snow removal efforts. In addition, a number of multi-family complexes and commer- cial developments in Mount Prospect have vouched for King Koncrete as long-term references. RECOMMENDATION I recommend accepting the lowest proposal as submitted by King Koncrete of Arlington Heights, Illinois for the plowing and removal of snow from 109 cul-de-sacs during the 2002/2003 and 2003/2004 snow seasons. According to this proposal, King Koncrete will be paid at the rate of $5,450 to plow all cul-de-sacs during a 2" - 5" accumulation and $9,750 to plow all cul-de-sacs during 5" - 9" accumulation. Expenditures for this service will be limited by the availability of funds allocated for contractual snow removal services each fiscal year. Funds are available for this proposed contract in account number 00t5105-540555 on page 214 of the current budget. Additional funding has also been requested for this account in the 2003 proposed budget. Sean P. Dorsey Director of Public Works P~$PD c: Director of Public Works Glen R, Andler Streets/Buildlngs Superintendent Paul C. Bures File C:\STREETS\SNOVV~CULDESAC.DOC Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUB J: Background VILLAGE MANAGER MICHAEL E. JANONIS DEPUTY DIRECTOR OF PUBLIC WORKS OCTOBER 31, 2002 GIS END-USER INTERFACE For the past few years, Public Works Staff has worked to develop a wide range of spatial and attribute data for use as a geographic information system (GIS) basemap. The focus of this effort has been to develop GIS data that can be used by all employees, in all departments, via the existing computer network system. Attachment A contains a listing of GIS datasets that are complete and currently available for use. Problem Statement As Attachment A indicates, an extensive amount of work on the basemap and pamel datasets has been completed. However, access to this information is restricted by the ability to use GIS software. Therefore, the dissemination and proliferation of GIS data has been limited. Staff proposes to address this problem by developing a user-friendly "front end", or graphical user inter'race, that will provide end-users with an easier, more intuitive, way to access, view, query, report, and make maps from existing GIS data. It is intended that this solution will work on every existing PC running Windows 2000 with an Internet browser. The solution will run over the existing Village intranet with minimal training required. To effect this solution, staff has prepared a detailed technical request for proposals (RFP). A copy of this RFP is included as Attachment B. Please note, staff has no current plans to make this system available via the Internet. However, the specified solution is easily upgradeable to an Intemet platform. Request for Proposals On October 8, 2002, proposals for development of a user-friendly GIS graphical user interface were received. Three proposals were submitted. All proposals were deemed r~sponsive and contained no math errors. The results are as noted below: VENDOR VARION SYSTEMS, INC. PATRICK ENGINEERING MARSHALL AND ASSOCIATES COST $55,700. $63,710 $94,500 age 2 of 2 GIS End-User Interface October 31, 2002 Varion Systems, inc., of Des Plaines, Illinois appears to have submitted the lowest-cost proposal. Discussion Staff has examined the proposal submitted by Varion and determined that the solution proffered will satisfy all elements of the request for proposals. Varion, and it's parent company GeoAnalytics of Madison, Wisconsin, have rendered similar services for the City of Geneva, IL, Northeast Illinois Regional Planning Commission, the City of Chicago, the Village of Palatine, the Village of Streamwood, the City of Napervi[le, the Village of Glen Ellyn, and DuPage County. In addition, staff has met with Varion representatives to examine existing similar products, discuss and clarify the scope and scale of their proposed solution, and assess their ability to deliver and maintain this type of service. Recommendation I recommend accepting the Iow cost proposal from Vadon Systems, Inc. of Des Plaines, IL to develop a GIS graphical user interface for an amount not-to-exceed $55,700. Sufficient funds for this proposed expenditure exist in account number 6105501-540612 (amended budget $122,940) on page 246 of the current budget. Sean P. Dorsey I CO~CUF, Director of Public Works Cc: Assistant Village Manager David Strahl MIS Coordinator Joan Middleto~ GIS Analyst Andy Za!etel ' C:~GISV~RClMS PR(~JECT\BOARD AWARD RECOMMENDATION.dOC Attachment A The 1997 GIS Implementation Plan identified 37 primary GIS datasets for use on a Village-wide basis. To date, 17 of the 37 datasets are completed including: · Parcels · Addresses · Streets · Municipal boundaries · Zoning · Resident information · Owner information · Properly records · Land use · Sidewalks · Tree inventory · Fire precincts · Digital orlhophotographs · Floodplain data for the Des Plaines River and McDonald Creek · Building footprints · Cook Countytax record data · Police beats. An additional 26 datasets not noted in the 1997 plan have also been completed including: · Subdivision · Annexation · Park district · School district Driveway · Fences · Hydrology · Parking lot · Parks · Publicland survey system (PLSS) · Private roads · Railroads · Schools · Topology · Single family residential · Multi-family residential-iow density · Multi-family residential-medium density · Community-commercial · General commercial-office · General industrial · industrial-office · Community/regional open space · Streetlights · Political boundaries · Sanitary sewers · Map Objects / Internet Map Server Datasets currently under construction include:. · Storm sewers · Water Distribution system · Combined sewer system Mount Prospect Public Works Department ArcIMS Intranet Mapping Application Project September 2002 Page 1 of 20 Attachment B Article 1. Notice The Village of Mount Prospect, Illinois, hereafter referred to as the Village, is soliciting proposals from selected geographic information system (GIS) consultants to design and develop an ESRI AmlMS 4.0 interface application for facilitating end-user access to existing ESRI based geographic information system data. Optionally, the Village is also seeking professional assistance developing a data conversion tool that can be used as needed to convert parcel attribute data developed by Cook County as a Microsoft Excel dataset and used by the Village to update a master parcel record database running on an Oracle 9i RDMS. The proposal must specify a lump sum fee for the entire project as well as a schedule of costs broken down by category. Article 2. Background Section 2.01 General. The Village of Mount Prospect is primarily a residential community of 56,000 people situated approximately 30 miles northwest of downtown Chicago. Located entirely within Cook County, the Village occupies approximately t3 square miles of land straddled between portions of Elk Grove and Wheeling townships. Village departments include the village manager's office, police department, fire department, community development department, finance department, human services department, and the public works department. Presently, the Village employs over 300 people. Section 2.02 Geographic Information System. The Village made a commitment to develop GIS technology in early 1997. This commitment began with the purchase of GIS software from Environmental Systems Research Institute, Inc. of Redlands, California and the commission of full-detail, Village-wide, planimetric maps, from the Sidwell Company of St. Charles, Illinois. The planimetric maps were developed from digital orthophotographs produced by an aerial survey performed in the spring of 1996. Subsequent to these initial efforts, substantial progress has been made utilizing in-house staff and select outside contractors to develop GIS coverages and attribute datasets. Presently, the Village GIS library includes a robust and accurate parcel basemap as well as over 40 separate Arc/Info coverages and shapefiles. In addition, several attribute datasets have been developed to host descriptive information about Village features and assets. Section 2.03 Problem Statement. Despite the availability of GIS data, access to GIS and the proliferation of GIS technology has been limited by the fact that only a handful of staff members have sufficient training and skill to operate existing GIS software. It is the Village's desire to improve the dissemination of GIS data and GIS technology by enabling all computer users connected to the Village wide area network to interact with GIS via a relatively more intuitive and familiar ArclMS 4.0 graphical user interface. Section2.04 Existing Village Computer Network. The Village .'computer network encompasses Seven different buildings. The backbone primarily consists of Cisco switches connected with fiber running at 100 Mbps ~ith some exceptions. The Yarious buildings .are detailed below. Mom~t Prospect Public Works Department ArclMS Intranet Mapping Application Project September 2002 Page 2 of 20 (a) (b) (c) (d) (e) Police and Fire Headquarters - Most of the network backbone equipment currently sits at the Police and Fire Headquarters. Connections from there include a privately owned multi-mode fiber connection to Village Hall and an Ameritech single-mode fiber connection to Public Works. Both fiber connections are running at 100 Mbps. A one- armed router provides routing capabilities for the entire network. The local network at the Police and Fire Headquarters includes both 10 Mbps and 100 Mbps Ethernet connections. Fire Stations 12 and 14 are connected across T1 lines that are shared with the phone system. The bandwidth is dynamically allocated between voice and data, but the data bandwidth averages about 1 Mbps. Each local network runs at 10 Mbps has two or three PCs. TV Services and Human Services will be temporarily relocated for a period of about two years while the Senior Center is torn down and a new Village Hall is built. TV Services will use an Internet cable connection to the Internet, which will be used to create a VPN (Virtual Private Network) to the Village network. Human Services will most likely utilize a dedicated 56 Kbps connection to the Fire Switch at the Police and Fire Headquarters. Both Human Services and TV Services will eventually move into Village Hall. The local TV Services three-PC network will run at 100 Mbps. The local Human Services eight-PC network will run at either 10 or 100 Mbps, depending on any existing wiring in the temporary location. Public Works - The GIS server resides at Public Works on a 100 Mbps local Ethernet network with approximately 36 PCs. Village Hall - The local Village Hall network includes 10 Mbps and 100 Mbps Ethernet connections with approximately 67 PCs. The Village Hall building will be replaced but the network connectivity is not expected to change. Village Wide Area Network (WAN) Diagram - Figure I on the following page depicts the Village network configuration as it will be structured upon receipt of the products and services specified in this request for proposals. (g) Oracle RDMS and GIS Database Diagram. Figure 2 below depicts the configuration of the Oracle RDMS and GIS databases as it will be structured upon receipt of the products and services specified in this request for proposals. Figure 2 Oracle 9[ on Windows 2000 Windows 2000 Professional Netware 5.1j Client Novell File SerVer (typical) Windows 2000 GIS Server Client Article 3. Scope of Project This project may be divided into separate phases for the purposes of invoicing and payment; however, work may be done in more than one phase at a time. At a minimum, the cost breakdown will be shown as indicated on the proposal form(s) and will include all costs specified herein. All products procured or produced within the scope of the proiect shall become the property of the Village of Mount Prospect, Illinois. Section 3.01 GIS Data Lavers. A combination of Environmental Systems Research Institute (ESRI) Arcview Shapefiles and Aerial Photographs (MrSid File Format) will be used for the mapping display. The Village will provide all data layers. Data layer specifications and setup are subject to be changed by the Village or may be changed by suggestion of the successful Contractor with concurrence from the Village. Within the ArclMS intranet application, each data layer will have the functionality to be turned on or off. Each data layer will have the layer name displayed in the map's legend at all times. All attribute data for each of the Arcview shapefiles will be present in the .dbf file associated with the said data layer. The only exception to this is the Parcel.shp. The attribute data for the Parcel.shp is present within the Parcel form in the Oracle parcel/owner database. (a) Parcels Shapefile. Within the map display the theme name for the Parcels.shp will be Parcels. This theme will not have the ability to be selected as the active data layer. i Parcels General Scale Visibility Factors. The Parcels data layer will only be visible when the view extent of the map display is at a minimum of 1:1 or a maximum of 1:8000. ii Parcels Address Labeling. The Parcels 'dala layer will have address labels using the Features Field:of HouseNum. The label fonts will be Arial, Bold3 with the font size · of:12, and the font color of red. iii a. Label Scale Visibility Factors. The address labels will only be visible when the view extent of the map display is at a minimum of I:1 or a maximum of 1:2000. Pamel Identify Fields (Using Hansen Database Fields) - Attributes will only be available using the Parcel Identify Tool and displayed in the Site Info Tab section 3.06 (b). Address and owner information can be displayed when creating and printing mailing labels. If multiple parcels are selected only the PIN number, address, and owner name will be displayed in a list in the Site Info Tab area. The list will allow for the user to select any one of the PIN numbers and the Parcel Identify attributes will be displayed for the selected parcel. The following fields from the Hansen Database am to be included in the Site Info display section 3.06 (b): a. Reference Tab (Hansen Database - Parcel Module) Parcel ID Area Township Section Map # Subdiv Code Atlas Page b. Associated Tab (Hansen Database- Parcel Module) Lot Size c. Address Tab (Hansen Database- Parcel Module) House # Street Prefix Address Street Suffix City State zip d. Contacts Tab (Hansen Database - Pamel Module) Current Contact ID Name (b) Roads Shapefile. Within the map display the theme name for the Roads.shp will be Roads. This theme wilt have the ability to be selected as the active data layer. i. Roads General Scale Visibility Factors. The Roads data layer will be visible at ail extents and scales ii. Roads Name Labeling. The Roads data layer will have road name labels using the Features Field of Roads Name. The label fonts will be Arial, Bold, with the font size of 12, and the font color of black. e. Label Scale Visibility Factors. The road labels will only be visible when the view extent of the map display is at a minimum of 1:I or a maximum of 1:4000. iii. Identify Fields (Using Arcview Shapefile Attributes) - Attributes will be displayed in a separate window. The identify fields that wilI be displayed are: Roads_name Roads_Type (c) Private Roads Shapefile. Within th'e map display the theme name for the Privateroads.shp will be' Private Roads. This theme will not have the ability to 'be Selected as the active data layer.' Private Roads General Scale Visibility Factors. The Private Roads data layer will be visible at all extents and scales. ii Private Roads Labeling. The Private Roads data layer will not have any labeling associated with it. iii Identify Fields - The Private Roads data layer will not have any identify fields associated with it. (d) PLSS Shapefile. Within the map display the theme name for the Plss_pages.shp will be Map Book Sections. This theme will have the ability to be selected as the active data layer. Map Book Sections General Scale Visibility Factors. The Map Book Sections data layer will be visible at all extents and scales ii Map Book Sections Name Labeling. The Map Book Sections data layer will not have any labeling associated with it iii Identify Fields (Using Arcview Shapefile Attributes) - Attributes will be displayed in a separate window. The identify field that will be displayed is: Page_hum (e) Zoning Shapefile. Within the map display the theme name for the Zoning.shp will be Zoning. This theme will have the ability to be selected as the active data layer. When displaying the Zoning data layer the legend type will be unique value. The unique values will be based on the Value Field equaling the DISTRICTS attribute field (16 Values). Theme Legend Label values Value B 1: Label OFFICE Value B3: Label COMMUNITY SHOPPING Value B4: Label COMMERCIAL CORRIDOR Value B5: Label CENTRAL COMMERCIAL Value BSC: Label CENTRAL COMMUNITY CORE Value Cr: Label CONSERVATION RECREATION Value I 1: Label LIMITED INDUSTRIAL Value OR: Label OFFICE RESEARCH Value P 1: Label OFF STREET PARKING Value RI: Label SINGLE FAMILY RESIDENTIAL Value R2: Label ATTACHED SINGLE FAMILY RESIDENTIAL Value R3: Label LOW DENSITY RESIDENCE Value R4: Label MULTI-FAMILY DEVELOPMENT Value R5: Label SENIOR CITIZEN RESIDENCE Value RA: Label SINGLE FAMILY RESIDENTIAL Value RX: Label SINGEL FAMILY RESIDENTIAL ii Zoning General Scale Visibility Factors. The Zoning data layer will be visible at all extents and scales iii Zoning Labeling. The Zoning data layer will not have any labeling associated with it. iv Identify Fields (Using Arcview Shapefile Attributes) - Attributes will be displayed in a separate window. The identify fields that will be displayed are: Zoning_ID Districts PUD Zoning_na (f) Building Footprints Shapefile. Within the map display the theme name for the Footprints.shp will be Building Footpi'ints. THis theme Will not have the ability to be selected as the active data layer. Building Footprints General Scale Visibility Factors. The Building Footprints data layer will only be visible when the view extent on the map display is at a minimum of 1:1 or a maximum of 1:3000. ii Building Footprints Labeling. The Building Footprints data layer will not have any labeling associated with it. iii Identify Fields - The Building Footprints data layer will not have any identify fields associated with it. (g) Corporate Boundary Shapefile. Within the mapping display the theme name for the Corp_line~ooly.shp will be Corporate Boundary. This theme will not have the ability to be selected as the active data layer. Corporate Boundary General Scale Visibility Factors. The Building Footprints data layer will only be visible will be visible at all extents and scales. ii Corporate Boundary Labeling. The Corporate Boundary data layer will not have any labeling associated with it. iii Identify Fields - The Corporate Boundary data layer will not have any identify fields associated with it. (h) Hydrology Shapefile. Within the mapping display the theme name for the Hydro.shp will be Hydrology. This theme will have the ability to be selected as the active data layer. Hydrology General Scale Visibility Factors. The Hydrology data layer will be visible at all extents and scales ii Hydrology Labeling. The Hydrology data layer will not have any labeling associated with it. iii Identify Fields (Using Arcview Shapefile Attributes) - Attributes will be displayed in a separate window. The identify fields that will be displayed are: Hydro_type Hydro_name Palpoly (i) Sidewalks Shapefile. Within the map display the theme name for the Sidewalks.shp will be Sidewalks. This theme will not have the ability to be selected as the active data layer. Sidewalks General Scale Visibility Factors. The Sidewalks data layer will only be visible when the view extent on the map display is at a minimum of 1:1 or a maximum of 1:1700 ii Sidewalks Labeling. The Sidewalks data layer will not have any labeling associated with it. iii Identify Fields - The Sidewalks data layer will not have any identify fields associated with it. Park Districts Shapefile. Within the map display the theme name for the Dist_Parks.shp will be Park Districts. This theme will have the ability to be selected as the active data layer. When displaying the Park Districts data layer the legend type will be unique value. The unique values will be based on the Value Field equaling the DISTPARKNA attribute field (5 Values). The value and labels are the same based on the DISTPARKNA field. i Theme Legend Symbol Display and Color Arlington Heights Park Distrigt = Red Des Plaines Park District = Yellow Mount Prospect Park District = Orange - Prospect Heights Park District = Blue River Trails Park District = Green ii Park District General Scale Visibility Factors. The Park District data layer will be visible at all extents and scales iii Park District Labeling. The Park District data layer will not have any labeling associated with it. iv Identify Fields (Using Arcview Shapefile Attributes) - Attributes will be displayed in a separate window. The identify fields that will be displayed are: Distparkna Distpparknu (k) School Districts Shapefile. Within the map display the theme name for the Dist_schools.shp will be School Districts. This theme will have the ability to be selected as the active data layer. When displaying the School Districts data layer the legend type will be unique value. The unique values will be based on the Value Field equaling the DISTSCHNAM attribute field (7 Values). Theme Legend Symbol Display and Color District 21 = Red District 23 = Yellow District 25 =- Orange District 26 = Green District 57 -- Blue District 59 =- Brown District 62 = Light Blue ii School District General Scale Visibility Factors. The School District data layer will be visible at all extents and scales iii School District Labeling. The School District data layer will not have any labeling associated with it. iv Identify Fields (Using Arcview Shapefile Attributes) - Attributes will be displayed in a separate window. The identify fields that will be displayed are: Distschnam Distschnum (l) Schools Shapefile. Within the map display the theme name for the Schools.shp will be Schools. This theme will have the ability to be selected as the active data layer. Schools General Scale Visibility Factors. The Schools data layer will be visible at all extents and scales ii Schools Labeling. The Schools data layer will not have any labeling associated with it. iii Identify Fields (Using Arcview Shapefile Attributes) - Attributes will be displayed in a separate windov~. The identify fields that will be displayed are: Schools id Schoolna 1 Schooldist (m) Parks Shapefile. Within the map display the theme name for the Parks.shp will be Parks. This theme will have the ability to be selected as the active data layer. Parks General Scale Visibility Factors. The Parks data layer will be visible at all extenis and scales ii Parks Labeling, The Parks data layer will not have any labeling associated with it. iii · Identify Fields (Using Arcview Shapefile Attributes) - Attributes will b~ displayed in a separate.window. The identify fields that will be displayed are: - Parkname Parki:tist (n) (o) (p) (q) (r) Municipal Buildings Shapefile. Within the map display the theme name for the munic_buildings.shp will be Municipal Buildings. This theme will have the ability to be selected as the active data layer. Municipal Buildings General Scale Visibility Factors. The Municipal Buildings data layer will be visible at all extents and scales ii Municipal Buildings Labeling. The Municipal Buildings data layer will not have any labeling associated with it. iii Identify Fields (Using Arcview Shapefile Attributes) - Attributes will be displayed in a separate window. The identify field that will be displayed is: Building_n Elk Grove Township Shapefile. Within the map display the theme name for the elkgrove_twnshp.shp will be Elk Grove Township. This theme will not have the ability to be selected as the active data layer. Elk Grove Township General Scale Visibility Factors. The Elk Grove Township data layer will be visible at all extents and scales ii Elk Grove Township Labeling. The Elk Grove Township data layer will not have any labeling associated with it. iii Identify Fields - The Elk Grove Township data layer will not have any identify fields associated with it. Wheeling Township Shapefile. Within the map display the theme name for the Wheeling_twnshp.shp will be Wheeling Township. This theme will not have the ability to be selected as the active data layer. Wheeling Township General Scale Visibility Factors. The Wheeling Township data layer will be visible at all extents and scales ii Wheeling Township Labeling. The Wheeling Township data layer will not have any labeling associated with it. iii Identify Fields - The Wheeling Township data layer will not have any identify fields associated with it. Parking Lots Shapefite. Within the map display the theme name for the Parking_lots.shp will be Parking Lots. This theme will not have the ability to be selected as the active data layer. Parking Lots General Scale Visibility Factors. The Parking Lots data layer will only be visible when the view extent of the map display is at a minimum of 1:1 or a maximum of 1:3000. ii Parking Lots Labeling. The Parking Lots data layer will not have any labeling associated with it. iii Identify Fields - The Parking Lots data layer will not have any identify fields associated with it. Driveways Shapefile. Within the map display the theme name for the Driveways.shp will be Driveways. This theme will not have the ability to be selected as the active data layer. Driveways General Scale Visibility Fagtors. The Driveways data layer will only be visible when the view extent of the map display is at a minimum of 1:1 or a maximum of 1:1700. ii Driveways Labeling. The Driveways data layer wilt not have any labeling associated With it. iii Identify Fields - The Driveways data layer will not have any identify fields associated with it, (s) Garbage Areas Shapefile. Within the map display the theme name for the Garbage_areas.shp will be Arc Garbage Pickup Areas. This theme will not have the ability to be selected as the active data layer. When displaying the Arc Garbage Pickup Areas data layer the legend type will be unique value. The unique values will be based on the Value Field equaling the GARBAGE_I attribute field (5 Values). The value and labels are the same based on the GARBAGE_I field. i Theme Legend Symbol Display m~d Color Area 1 = Bright Green Area 2 = Blue Area 3 -- Pink Area 4 = Yellow Area 5 = Orange ii Arc Garbage Pickup Areas General Scale Visibility Factors. The Arc Garbage Pickup Areas data layer will be visible at ali extents and scales iii Arc Garbage Pickup Areas Labeling. The Arc Garbage Pickup Areas data layer will not have any labeling associated with it. Identify Fields - The Am Garbage Pickup Areas data Iayer will not have any identify fields associated with it. (t) Leaf Pickup Shapefile. Within the map display the theme name for the Leaf~ickup.shp will be Leaf Pickup Areas. This theme will not have the ability to be selected as the active data layer. When displaying the Leaf Pickup Areas data layer the legend type will be unique value. The unique values will be based on the Value Field equaling the LEAF PIC I attribute field (5 Values). The value and labels are the same based on the LEAF PICt field. i Theme Legend Symbol Display and Color Area 1 = Bright Green Area 2 = Yellow Area 3 = Orange Area 4 = Blue Area 5 = Pink ii Leaf Pickup Areas General Scale Visibility Factors. The Leaf Pickup Areas data layer will be visible at all extents and scales iii Leaf Pickup Areas Labeling. The Leaf Pickup Areas data layer will not have any labeling associated with it. Identify Fields - The Leaf Pickup Areas data layer will not have any identify fields associated with it. (u) Congressional Districts. Within the map display the theme name for the Cong_distr. shp will be Congressional Districts. This theme will have the ability to be selected as the active data layer. i Congressional Districts General Scale Visibility Factors. The Congressional Districts data layer will be visible at ali extents and scales ii Congressional Districts Labeling. The Congressional Districts data layer will not have any labeling associated with it. iii Identify Fields (Using Arcview Shapefile Attributes) - Attributes will be displayed in a separate.window. The identify fields that will be displayed are: Cong_distr~ID (v) Illinois Senate Districts. Within the map display the theme name for the II sen dist.shp will be Illinois Senate Districts. This theme will have the ability to be selected as the active data layer. Illinois Senate Districts General Scale Visibility Factors. The Illinois Senate Districts data layer will be visible at all extents and scales ii Illinois Senate Districts Labeling. The Illinois Senate Districts data layer will not have any labeling associated with it. iii Identify Fields (Using Arcview Shapefile Attributes) - Attributes will be displayed in a separate window. The identify fields that will be displayed are: I1 sen dist-lD (w) State Representative Districts. Within the map display the theme name for the st_rep_dist.shp will be State Representative Districts. This theme will have the ability to be selected as the active data layer. State Representative Districts General Scale Visibility Factors. The State Representative Districts data layer will be visible at all extents and scales ii State Representative Districts Labeling. The State Representative Districts data layer will not have any labeling associated with it. iii Identify Fields (Using Arcview Shapefile Attributes) - Attributes will be displayed in a separate window. The identify fields that will be displayed are: st_rep_dist-ID (x) Voting Precincts. Within the map display the theme name for the Precincts.shp will be Voting Precincts. This theme will have the ability to be selected as the active data layer. Voting Precincts General Scale Visibility Factors. The Voting Precincts data layer will be visible at all extents and scales ii Voting Precincts Labeling. The Voting Precincts data layer will not have any labeling associated with it. iii Identify Fields (Using Amview Shapefile Attributes) - Attributes will be displayed in a separate window. The identify fields that will be displayed are: Precincts (y) Aerial Photography MrSid Files. The aerial photography for the Village was flown in 1998 using 6-inch pixels by Cook County. The Village is covered by 74 individual photos. The aerials will be grouped into one data layer called Mount Prospect Aerial Photos for map display. The General Scale Visibility Factors for the aerial photographs will be a minimum of 1:1 and a maximum of 1:1500. Section 3.02 Parcel/Owner Attributes (a) Parcel/Owner Attribute Information. The Parcels.shp will be linked to the Parcel resources module and the Buildings resources module within the Village's parcel/owner Database. All database attributes listed in section 3.01 (a) will be displayed when using the Parcel Identify Tool, section 3.05 (c). (b) Attribute Display. Parcel and owner attributes will be displayed in the Site Info form, section 3.06 (b), whenever the Pamel Select, buffer, or user defined select tool is used. (c) Multiple Parcel Listings. All database attributes will be included in a list when multiple Pamels are selected using the buffer tool on the Parcels data layer or when a user defined select tool is used.- Individual Parcels will have the functionality to be selected, displaying all individual attributes of said parcel within the Site Info tab, section 3.06 Co). Section 3.03 Data Functionality and Querying (a) Select Features of Active Layer. When using the Parcel Identify, buffer, or user defined select tool the selective features of the active layer will become highlighted. (b) PIN, Address, and Owner Search. A separate search window within the Search Tab, section 3.06 (a), will allow the user to enter a house number, street pre-direction, street name (including suffix) to seamh for a parcel(s). Once the house number is entered all streets prefixes and street names that contain that house number will be contained within a dropdown menu for each text box. The user will also be able to search for parcels based on PIN number. The text box for searching on PIN number will be formatted to automatically display the 10-digit number (##-##~###-####). A user can also search based on part or all of an owner's last name. (c) Identify Features Display. When a feature of the active layer is selected using the Identify tool only the attribute fields specific to the active layer will be displayed. When a feature is selected using the Identify tool the feature will be highlighted on the map display. Section 3.04 ArclMS Standard Tools/Buttons. The following list of tools and buttons will be included in the Village's website. All standard tools/buttons will have the ability to turned on/off by the Village's GIS Analyst designated as the ArclMS website administrator. (a) Tools to be included in Website. Manual Pan: Pans the map as the user drags the pointer across the map Zoom In: Zooms in on the position clicked on or the box dragged on the map Zoom Out: Zooms out on the position clicked on or the box dragged on the map Zoom to Full Extent: Zooms to original full extent of the map Previous Extent: Zooms to the last previous extent. Inactive until the user changes extents Identify: Displays a list of attributes for a selected feature (attributes for each shapefile specified in section 3.01) Measure: Measures distances on the map Buffer: Inserts a buffer zone around a feature Clear All Selections: Unselects the current selections Section 3.05 Custom Tools and Buttons. The selected Contractor, as part of this contract, will develop the following tools and buttons. Legend: Toggles between the map symbol legend and the list of map layers Inset Map: Tums the small inset/overview maps on/off Pamel Identify: This tool will allow the user to view the attribute information of a parcel in the map view by clicking on the icon, moving the pointer over the parcel and clicking. The results will be displayed in the Site Info tab window. Select Features: Features of the active data layer will have the ability to be selected using a user defined line, rectangle, or polygon. Create Mailing Labels: Creates mailing labels according to the Hansen Database attributes for Parcel/Owner information. This tool will allow for individual labels according to a Single selected parcel. Multiple labels will be available for the user when multiple parcels are selected either by using the buffer tool or the user defined seleci~ This tool will be in the Site Info tab window in the form of~a button and will display the labels in a popup window. : Print Mailing Labels: The print mailing labels tool will be a button in the Mailing Labels popup window that will print the current labels displayed.. Buffer Select: This tool will buffer a selected polygon or line feature and select various features within the buffer. The buffer size will be user defined and the user will have the ability to select any of the data layers that are allowed to be active. The attributes of the selected features of the active data layer wiI1 then be displayed in a list. Buffer Point: The user will be allowed to place a point on the map display and buffer that point. The user will define the buffer size, and have the ability to select any of the data layers that are allowed to be active. The attributes of the selected features of the active data layer will then be displayed in a list. Print Layout: A button will allow the user to print the current map display, including all attributes of the selected features. The map layout will include the current map display, scale bar, north arrow, selected features, selected feature attributes, and a title and logo specified by the Village. Section 3.06 Customized Tabs. The following tabs will be developed as a part of this contract. (a) Search Tab. The search tab will be used to search for a property by PIN, address (House Number Text Box, Street Prefix Text Box, and Street Name Text Box), or owner name. The Street Prefix text box will be a default drop down menu with values of: null, N, S, E, and W. The Street Name text box will have a dropdown box that, will by default, contain ali the Village's street names and suffixes. Once a number is entered in the House Number text box the street name drop down menu will display all street names that contain the value entered in the House Number text box. For PIN searches, a 10-digit number must be entered into the text box (text box formatting ##-##-#~-###). For the Address searches, either the house number and street name, or just the street name must be entered in. For Owner Name searches part or all of the owner's last name must be entered in. A popup window will then provide a list of the search results. The user will then select a PiN, owner, or address from the list, and the associated parcel(s) will be displayed in a table below the search area. The selected parcel(s) will then be highlighted in the map display. Also when the PIN, owner, or address is selected from the list, buttons to Pan to Selected and Zoom to Selected will be within the search results popup window. Once the PIN, owner, or address is selected and one of these buttons is clicked the map display will automatically pan or zoom to the selected record. (b) Site Information Tab. The site information tab will display detailed information for the property selected either by using the Search Tab and clicking on the PIN, owner, or address within the table below the search area or by using the Parcel Identify Tool. The information displayed will be for the property currently highlighted on the map. The Site Information tab will contain the Create Mailing Label(s) button described in section 3.05. (c) Lavers Tab. The Layers tab allows the user to turn information displayed on the map on and off. This tab will contain a Redraw Map button to redisplay the map when layers are turned on/off. Allow for specified layers to have a radio button adjacent to the layer to make it the active layer (layers to be allowed active are listed in sections 3.01 and 3.08). The default active layer will be Municipal Buildings. Section 3.07 General Website Properties. (a) Default Data Layer Display. At the initial opening of the website the following layers will be' turned ordviewable by default: C0rp_line_poly.shp - Corporate Boundary - Roads.shp - Roads . Privateroads.shp - Private Roads Muni_buildings.shp - Municipal Buildings Schools.shp - Schools Parks.shp - Parks Railroads.shp - Railroads Parcels.shp - Parcels Hydro.shp - Hydrology Footprints.shp - Building Footprints (b) Inset/Overview Map Specifications. The inset/overview map will be displayed by default at the initial opening of the website. The following data layers will be visible in the inset/overview map: Roads.shp - Roads Corp_line_poly.shp - Corporate Boundary (c) Order of Data Lavers within the data layer list and legen& The following is the order in which the data layers will be listed and of they will be allowed to be the active layer: Municipal Buildings: Active Parks: Active Schools: Active Map Book Sections: Not Active Hydrology: Active Driveways: Not Active Private Roads: Not Active Railroads: Active Roads: Active Sidewalks: Not Active Building Footprints: Not Active Parcels: Not Active Parking Lots: Not Active Arc Garbage Pickup Areas: Not Active Leaf Pickup Areas: Not Active Zoning: Active Park Districts: Active School Districts: Active Elk Grove Township: Not Active Wheeling Township: Not Active Corporate Boundary: Not Active Mount Prospect Aerial Photos: Not Active Congressional Districts: Active Illinois Senate Districts: Active State Representative Districts: Active Voting Precincts: Active (d) Various Data Layer Displays. The data layer name will always be visible within the legend. Data layer name will be displayed even if map extent is out of the scale range; the data layer is turned off, and or not visible on map display. Only display the data layer name for Zoning, Park Districts, School Districts, Arc Garbage Pickup Areas, and Leaf Pickup Areas when the theme is not turned on. When any or all of these data layers are turned on, all values representing the unique values of the data will be visible. Section 3.08 Graphic User Interface Properties. (a) Data Layer Projection. All data layers are to be projected in the North American Datum of 1983, State Plane, Illinois East, F1PS 1201, in Feet. (b) General Map Viewer Properties. The map and scale units for the website will be set to feet and the screen units will be set to inches. A scale bar and north arrow will always be displayed on the map viewer. There will a link to a Microsoft Word document of the Village's Disclaimer as well as a link to a Microsoft Word document of the definitions of each data layer. Section 3.09 Parcel/Owner Update Tool Development. The Village seeks development of a software program to execute a repetitive data update and database population task. On an annual basis, the Village receives tabular parcel and pamel attribute data from Cook County. This information is utilized to replace and/or update specified fields in the parcel/owner database. Typically, this Cook County dataset contains information pertaining to approximately 15,000 parcels and can include as many as 40,000 records. Source Data. The dataset is received one (1) time per year as a Microsoft Excel workbook on compact disc media. For the purposes of this programming project, it can be assumed that the field names, field sizes, and field formats contained in this dataset will not change. (b) Target Fields. The Cook County dataset will be converted from the Excel workbook provided by Cook County to the parcel/owner Oracle database tables. (c) Update Protocol. The update process will initially compare all of the property index numbers (PIN) in the source dataset with those already in the parcel table. This analysis will generate reports categorizing all pamels (from both the source dataset and the parcel table). Three (3) categories of parcels shall be created: i) Deletions: Parcels that exist in parcel/owner but do not exist in source. ii) Updates: Parcels that exist in both parcel/owner and source. iii) Additions: Parcels that exist in source but d° not exist in parcel/owner. A distinct subroutine shall be established to manipulate each category of parcel. The Deletions subroutine shall produce a Crystal R~ports report or Excel spreadsheet report listing the PIN, complete address, and owner/contact information for each parcel within the category. The repOrt will be printable and viewable on screen~ The routine will then prompt the user to decide' whether each parcel should be deleted, from the parcel database. The prompt will iterate for each parcel (potential deletion). If the user confirms deletion, the update tool will enter the current date in the expiration date field for the parcel address table rec6rd and parcel table record associated with the subject PIN. In addition, the tool will also delete the parcel contacts table records associated With the deleted PIN. If the user does not confirm deletion, the parcel record, and all associated records, will remain unedited. The update tool will provide the user with mechanisms to pause and end the deletion subroutine at any time. It will also advise the user when all potential deletions have been processed and query the user to exit the subroutine. The subroutine will also present the option to print a Crystal Reports report or Excel spreadsheet identifying the PIN, address, and owner/contact information for all parcels deleted as part of the current deletion subroutine session. The Update subroutine shall produce a Crystal Reports report or Excel spreadsheet report listing the PIN, complete address, and owner/contact information for each parcel within the category. This report shall be printable and viewable on screen. The subroutine will then request user authorization to update the following fields as a batch process: Land Square Foot Front Foot Land Assessed Value )rovement Value Total Value Age Type Res. Use No. Apt. Ext. Wall Construction Garage Size Garage Construction Rooms (Excluding baths) _ No. Bedrooms No. Full Baths No. Half Baths Basement Type Attic Type Attic Finish Central Air Conditioning No. Fireplaces Building Square Foot Exempt Agency Code Exempt Agency Name (d) Conversion Process. The conversion process shall run as an executable program in a Windows 2000 operating environment. Pmferably, the executable will be initiated via a menu and/or task bar in the Village's pamel/owner database software. The executable conversion process will be designed to operate with as few user prompts or requests for user manipulation of data as is possible. (e) Training, Maintenance, and Support. The cost of this tool shall include fees for one (1) year of maintenance and support. In addition, the cost of this tool shall also include fees and/or expenses charged to install, test, and train Village staff on the use of this tool. Section 3.10 Flood Plain Coverage Creation. The Village seeks creation of flood plain coverage for all water~vays within or immediately adjacent to the corporate boundaries. Separate, distinct, flood plain coverages shall be developed for McDonald Creek, Feehanville Creek, Weller Creek, Higgins Creek, and the section of the Des Plaines River immediately adjacent to the corporate boundaries. Each coverage shall display the FEMA-determined floodway and floodplain limits. Additionally, each parcel wholly or partially included in the floodplain and/or floodway limits shall be assigned a tabular indicator identifying whether or not a Letter of Map Amendment (LOMA) or Letter of Map Revision (LOMR) has been granted by FEMA. This indicator will be generated from paper record soume data provided by the Village. The indicator shall be populated in the Hansen IMS Parcel and Address tables in field and format identified by the Village at a later date. This indicator shall be reported in the site info tab required as part of the ArclMS application specified herein. Additionally, a link shall be established to view a scanned image of any and all LOMAs or LOMRs that relate to the selected parcel. This link shall be accessible and capable of activation through either the Hansen software or the ArclMS application. Article 4. Installation, Training, Administration, Maintenance, and Support Section 4.01 ArclMS and Application Setup. A representative of the selected Contractor shall deliver all components of the AmlMS intranet application to the Village, install it on the Village's computer network, check that all components of the application are working properly, and any problems with data and/or the application are resolved. The application will then be demonstrated to Village personnel. On-site training will be provided for up to 12 people. The selected Contractor will provide a training/reference manual to be distributed to Village personnel. Section 4.02 Website Administration. The selected Contractor will provide the GIS Analyst of the Village of Mount Prospect all materials and permissions to administer the ArclMS intranet website. The permissions will include, but not be limited to, all programming code of the ArclMS standard and customized tools, website GUI interface, and data layer functionality. Article 5. Digital Data A representative of the Contractor shall deliver ail digital data to the Village, install it on the Village's computer network, check the files to insure against corruption; insure any problems with data corruption are resolved, and demonstrate the data file structure to Village personnel. Article 6. Desired Timetable Proposals Due · Village Board Award [projeet Start October 8, 2002 October .15, 2002 October 17, 2002 t Deliverables Due t December 17, 2002 Final Completiona December 31, 2002 Article 7. Technical Proposal Requirements Section 7.01 Outline of ?roposal. The Contractor's technical proposal shall be organized so that the outline of the proposal generally follows the format of the Specifications. The proposal shall cover the approach and the methodology the Contractor intends to use in carrying out the project. The Contractor is to submit a detailed description of the methodologies used by his/her firm to ensure that all deliverables are reviewed and verified prior to submitting the information to the Village for acceptance. Section 7.02 Responsibiliw for Proposal Costs. Costs incurred by any individual, group, or firm in the preparation and submittal of the proposal requested herein are the sole responsibility of said individual, group, or firm. Fees specified in proposal are to include all transportation, field supplies, printing, laboratory work, and equipment rental. Section7.03 EconomvofProposals. Elaborate proposals are not expected. The Contractor should prepare the proposal in an economical manner, providing precise descriptions of his/her ability to satisfy the requirements of this RFP. Section 7.04 Competency. Statements setting forth the Contractor's line of business, technical organization, summary of past experience and specific descriptions of at least three (3) projects completed in the Northeast Illinois area that are similar in size and complexity to the scope of services specified herein. Section 7.05 Financial Statement. A financiaI statement is not required to submit a proposal. However, the Village reserves the right to ask for financial information from firms who are short- listed in the selection process. Any requested information will be kept strictly confidential. Section 7.06 Binding. The Contractor shall be bound by his/her proposal for a term of ninety (90) calendar days from the due date of the proposals. The Contractor may withdraw his/her proposal by written request prior to the date and time of the proposal opening. Section 7.07 Present Work Load. A complete tabulation of the Contractor's current projects is to be included. Each project shall be identified by name, type, size, duration, and equipment and personnel assigned to that project. Section 7.08 Personnel. Professional resumes, including education, work experience, professional credentials, and employment status (e.g. full-time, part-time, years with the firm, job description) for each individual to be assigned to the project described herein should be provided. Section 7.09 Subcontracting. The Village will allow subcontracting on this project. If the Contractor is proposing any subcontracted work in this project, the subcontractor and his/her activity in this project are to be identified in the Contractor's technical proposal. The Contractor agrees that he/she is fully responsible to the Village for the acts and omissions of the subcontractor. Nothing contained in the contract documents shall create any contractual relationship between the Village and the subcontractor. Also the Contractor is to identify how much work experience he/she has with the proposed subcontractor. Any references in this RFP to the Contractor Shall also apply ~o the subcontractor(s). a 30-day review period anticipated following receipt of deliverables. Final payment will not be processed for payment until all deliverables have been received, reviewed, and approved. Section 7.10 .Standard Contract. If the Contractor has a standard contract that he/she typically uses, sample copy of this Contract should be included with the proposal. A Contractor's standard contract must substantially comply with the requirements set forth in this RFP. If a standard or preferred contract is not available, the Village will draft one for the selected Contractor. Section 7. I 1 Signing of Proposal. If the party submitting the proposal is a corporation, the legal name of the corporation shall be set forth together with the signature of the officer or officers authorized to sign contracts on behalf of the corporation. If the party submitting the proposal is a co- partnership, the true name of the firm shall be set forth together with the signatures of all the partners. If the party submitting the proposal is an individual, his/her signature shall be inscribed. If signature is by an agent, other than an officer of a corporation or a member of a partnership, a power of attorney must be on file with the Village prior to opening proposals or submitting proposals; otherwise, the proposal may be regarded as irregular. Section 7.12 Disqualification of Proposals. More than one proposal for the same work described herein from an individual, firm or partnership, a corporation or an association under the same or different names, will not be considered. Reasonable grounds for believing than any such party is interested in more than one proposal for the work contemplated will cause the rejection of all proposals in which such party is interested. If there are reasonable grounds for believing that collusion exists among the parties submitting proposals, the proposals of the participants in such collusion will not be considered. Section 7.13 Penalty for Collusion. If at any time it shall be found that the person, firm, or corporation to whom the Contract has been awarded has, in presenting any proposal or proposals, colluded with any other party or parties, then the Contract so awarded shall be null and void and the Contractor and his sureties shall be liable to the Village for all loss or damage which the Village may suffer thereby, and the Village may advertise for new proposals for said work. Section 7. t4 License. Each party submitting a proposal shall posses federal, state, and local licenses as are required by law, and shall furnish satisfactory proof to the Village upon request that the licenses are in effect during the entire period of the Contract. Section 7.15 Save Harmless. The successful proposal shall indemnify and save harmless the Village from suits, actions, damages, and cost of every name and description resulting from work relating to the prosecution of the project described herein as well as suits brought against the Village for or on account of the use of patented equipment, products, or processes, or the infringement of any patent, trademark, copyright, or alleged negligence on the part of the Contractor. Section 7.16 Taxes. The Contractor is to include all applicable State and Federal taxes in the Cost Proposal. The Contractor should not include any State or Federal taxes for which the Village is exempt. Article 8. Award of Contract The award of any Contract may be made to the Contractor who submits the proposal that is in the best interest of the Village as evaluated by Village staff. Such evaluations may include the experience of the Contractor, capability of the Contractor, and other factors deemed by Village staff to be in the best interest of the Village. In additio[t, the Village reserves the rights to accep~ or reject any and all proposals, ' to waive any · informality in any proposals, and to accept any considered advantageous to the Village.. . Article 9. Payment Final payment shall be made within thirty (30) days after, in the judgment of the Director of Public Works; the contractor has completely delivered all materials or performed all services in accordance with the Specifications and terms of the Contract. The contractor may bill for incremental payments on completed and delivered work. The Village and Contractor shall mutually agree on acceptable payment schedules prior to signing of any contracts. Section 9.01 Incremental Payments. If incremental payments are requested, the Contractor shall submit with each payment request the Contractor's partial waiver of lien for the full amount of the requested payment. Beginning with the second payment request, and with each succeeding payment request, the Contractor shall submit partial waivers of lien for each subcontractor and supplier showing that the amount paid to date to each is at leas equivalent to the total value of that subcontractor's work, less retainage, included on the previous payment request. Article 10. Reservations and Exceptions Any reservations on the use of data contained in a proposal must be clearly stated in the proposal itself. The village assumes that, unless stated otherwise, information submitted in response to this request may be used within the Village on a proprietaw basis. Article 11. Contact Information Section 11.01 Proposal Questions. Questions about this proposal should be directed to: Scan P. Dorsey Deputy Director of Public Works Mount Prospect Public Works Facility 1700 West Central Road Mount Prospect, Illinois 60056-2229 Phone: (847) 870-5640 Fax: (847) 253-9377 E-mail: sdorse¥~mountprospect.org Article 12. Proposal Submittal Requirements Section 12.01 Proposal Submittals. Ail proposals should be submitted to: Glen R. Andler Director of Public Works Mount Prospect Public Works Facility 1700 West Central Road Mount Prospect, Illinois 60056-2229 Section 12.02 Proposal Due Date and Time. All proposals must reach the above referenced address by 4:00 PM (local time) on October 8, 2002 in order to receive consideration for this project. Section 12.03 Number of Proposals Required. Five (5) copies of the Technical Proposal and Cost Proposal are required. The Cost Proposal must be submitted on the standard form provided. Section 12.04 Proposal Envelope Labeling. All packages shall be clearly labeled on the outside with the following notice: ArclMS Intranet Mapping Application Project "Proposal for Village of Mount Prospect Due Date: October 8, 2002 at 4:00 PM (local time)" Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS ASSISTANT VILLAGE MANAGER OCTOBER 23, 2002 ASBESTOS REMOVAL CONTRACTOR The Village's contractor anticipates significant work staking on the Village Hall and Parking Deck in January 2003. The work will include the installation of foundation footings once the site is prepared for the construction. The demolition of the senior center and medical office building must be completed prior to the construction work starting. However, before the demolition work can start asbestos needs to be removed. A survey of the building found approximately 5800 square feet of floor tile that contained asbestos. It was determined that there would not be enough time to enter into a formal bid process to obtain responses to requests for proposals since the time frame necessary for demolition and construction was getting rather short. A request for quotes was mailed to 7 local contractors that had previously worked with the asbestos testing contractor, JMS Environmental Services. The demolition contractor needs to have electrical power cut-off to the buildings pdor to demolition. An electrical power cut-off date was set with CornEd for November 18 several months ago due to the required lead time necessary to schedule this type of work with ComEd. CornEd schedules work 8-12 weeks in advance for this type of service cut-off, so once a specific date is obtained it is worthwhile to retain the date unless circumstances are such that the cut-off must be altered. Therefore, in order to get the asbestos contractor response back in time for the removal to be completed before the power is cut-off invitations to quote were sent out. There is also a 14 day waiting pedod between contractor approval and the commencement of the actual work due to a Cook County permit requirement. So if the contractor for the asbestos removal work was not approved until the November 6 Village Board meeting the actual work in the building could not begin until November 20 and the removal work tentatively completed by November 27 with the power cut-off sometime there after. Based on the complexity of scheduling ComEd power cut off, staff determined that the contractor should be given approval prior to official Village Board : action to have the a~bestosremoval work start as Soon as possible to stay on schedule for demolition. · ASBESTOS REMOVAL CONTRACTOR October 23, 2002 Page 2 Projected Dates/Milestones (Current scenario) Asbestos Contract execution - Oct 23 Village Board approval of staff action for asbestos removal services - Nov 6 Asbestos removal work start date due to permit waiting period - Nov 6 Projected date Asbestos work is to be completed - Nov 12 Date of ComEd Power shut off- Nov 18 Date Demolition is to start- Nov 19 Date Demolition is to be completed - Dec 19 Senior Center site work start date - Dec 20 Projected Dates/Milestones (waiting until Nov 6 for Village Board action) Asbestos Contract Approval by Village Board - Nov 6 Asbestos removal work start date due to permit waiting period - Nov 20 Projected date Asbestos work is to be completed - Nov 27 Date of ComEd Power shut off- Jan 6 (8 weeks from Village Board approval) Date Demolition is to start - Jan 7 Date Demolition is to be completed - Feb 7 Senior Center site work start date - Feb 10 Based on the projected new power cut off date from ComEd, if the asbestos contractor is not approved until the November 6 Village Board meeting the construction site work would be moved back approximately 8 weeks. Due to the pending schedule impact staff accepted the Iow quote from LVI in the amount of $10,680 on October 23, pending Village Board action, so that the Cook County permit application could be submitted for work to start on November 6. The other quotes obtained were as follows: Contractor Quote EHC $12,400 ACI $16,300 LVI $10,680 Luse $22,700 VTI $14,500 KCG $13,600 SBESTOS REMOVAL CONTRACTOR October 23, 2002 Page 3 Recommendation Staff is requesting the Village Board waive the bidding process for asbestos removal services and accept the lowest quote from LVI Services, Villa Park, IL for an amount not to exceed $10,680 for the removal of approximately 5840 square feet of floor tile in the senior center. The funds for this work will be part of the construction project budget. If you have any questions, please contact me. David Strahl H:\GEN\Village HalIWB Memo Asbestos Contractor O~otes,doc