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HomeMy WebLinkAbout6. MANAGERS REPORT 4/2/03TO: FROM: DATE: SUBJECT: Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TREE CITY USA VILLAGE MANAGER MICHAEL E. JANONIS VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT MARCH 27, 2003 SEALED BID RESULTS FOR ONE BACKHOE/LOADER - $72,500.00 Background In the current budget, there are funds available to replace unit 2717. 2717 is a 1987 John Deere 510C backhoe/loader used by the Public Work Department to excavate water mains, sewer lines, minor street repairs, and grounds work. It is also used to load sand, black dirt, stone, gravel, and salt. During the winter it is used to help with snow removal operations. This backhoe is also equipped with a hydraulic pavement breaker, which is used to break through asphalt, concrete, and frost during the winter months. Replacement Schedule 2717 was purchased in 1987. The vehicle/equipment replacement schedule for tractors is 15 years. 2717 is in its 16th year of service and has logged 3522 hours. Life Cycle Cost Analysis Life cycle cost analysis has been completed for 2717 and is attached for your review. The optimum economic replacement point for 2717 has been calculated at year 6. The modified economic replacement point for 2717 has been calculated at year 12. Other Factors 2717 backhoe/loader does not have the digging power or the lifting capacity it had when new. These conditions are due the hydraulic system that has slowly weakened in the past few years and is operating at about 80% of its capacity. To bring the operation back to full capacity the hydraulic system would have to be completely replaced at a cost of $9600. The operator's cab has a substantial amount of rust and rust holes by both rear tires and the floorboard. The estimated cost to replace the cab is $7000. Total estimated cost of repairs $16,600. In my opinion, to have these repairs done would not be in the best interest of the Village considering the proposed replacement backhoe will have 200 lbs. more lifting capacity, 5000 lbs. more of digging force, and 20 more horsepower than the existing 2717 had when new or when the repairs would be completed. Replacement Recommendation It is my recommendation that a replacement for 2717 be purchased during the 2003 budget year. The existing 2717 will be used as a trade in versus being sold at the NWMC Auction. Our past experience has shown these types of specialized equipment have a higher resale value as a trade in. ealed Bid Results For One Backhoe/Loader March 27 2003 Page 2 of 2 Bid Results On Tuesday, March 25. 2003, at 10:00 A.M.. sealed bids for the proposed purchase of one backhoe/loader were opened and read aloud. Four invitational bids were distributed, and public notice was placed in a local newspaper as required. Two bids were received. The results are as follows: Bid Trade Total Bid Days Bidder Year/Make/Model Price Allowance Price wi Trade Delivery West Side Tractor Sales 2003 John Deere $87500 $15,000 $72,500 30-45 Wauconda. IL. 410G Brooks Tractor Inc. 2003 John Deere $116,400 $13.000 $103,400 60 Sun Prairie WI. 410G Both West Side Tractor Sales and Brooks Tractor, Inc. met our specifications. Bid Recommendation I recommend accepting the lowest qualified bid for the proposed purchase of one 2003 John Deere 410G backhoe/loader per our specifications, as submitted by West Side Tractor Sales. Wauconda. Illinois, at a cost not to exceed $72,500.00 with trade allowance. Funds for this proposed purchase is available in account 6707709-660115($95,200.00), on page 302. of the current budget. I concur. Director of Public Works E. Guenther JG Attachment c: Deputy Director of Public Works Sean Dorsey X:\FILES\FRONTOFF\BIDS\RESULTS\Backhoe2003,doc I I' ! ~noHJadiSOOe^Neln~no Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS "~I~, ~'~ VEHICLE MAINTENANCE SUPERINTENDENT MARCH 27, 2003 SEALED BID RESULTS FOR ONE WHEEL LOADER - $88,900.00 Background In the current budget, there are funds available to replace unit 4519. 4519 is a 1988 John Deere 544E wheel loader used by the Public Work Department to excavate m~nor street repairs. grounds work. and it is also used to load sand, black dirt, stone, gravel, salt, logs, and sweeping debris. During the winter it is used to help in snow removal operations. During snow removal operations a snow blower can be mounted to the loader to load snow into dump trucks during downtown cleanup operations or the snow blower can be used to clear snowdrifts blocking Village streets. Replacement Schedule 4519 was purchased in 1988. The vehicle/equipment replacement schedule for tractors is 15 years. 4519 meets the required years of service for replacement. 4519 has entered its 16th year of service and has logged 3099 hours. Life Cycle Cost Analysis Life cycle cost analysis has been completed for 4519 and is attached for your review. The optimum economic replacement point for 4519 has been calculated at year 4. The modified economic replacement point for 4519 has been calculated at year 6. Other Factors 4519 will require the following work if service life is extended. Replace quick hitch assembly that holds the front bucket to the tractor Install new floor inside cab & refinish exterior Total estimated cost Both of these required repairs are due to metal fatigue and rust. $ 4.800 $ 6500 $11,300 Replacement Recommendation It s my recommendation that a replacement for 4519 be purchased during the 2003 budget year. The existing 4519 will be used as a trade n versus being sold at the NWMC Auction. Our past experience has shown these types of specialized equipment have a higher resale value as a trade in. ea~ed Bid Results for one Wheel Loader March 27,2003 Page 2 of 2 Bid Results On Tuesday, March 25, 2003, at 10:00 A.M., sealed bids for the proposed purchase of one wheel loader were opened and read aloud Four invitational bids were distributed, ana public notice was placed in a local newspaper as required. Two bids were received. The results are as follows: Bid Trade Total Bid Days Bidder Year/Make/Model Price Allowance Price w/Trade Delivery West Side Tractor Sales 2003 John Deere $121 980 $33.000 $88,900 30-60 Wauconda. IL. TC54H Brooks Tractor, Inc, 2003 John Deere $161.000 $31,500 $129,500 60 Sun Praide, WI TC54H Both West Side Tractor Sales and Brooks Tractor, nc. met all our specifications. Bid Recommendation I recommend accepting the lowest qualified bid for the proposed purchase of one 2003 John Deere TC54H wheel loader per our specifications, as submitted by West Side Tractor Sales, Wauconda Illinois, at a cost not to exceed $88,900.00 with trade allowance. Funds for this ~roposed purchase are available in account 6707709-660115($102,000.00), on page 302 of the current budget. Director of Public Works es E. Guent~h~ quipmentSuperintendent JG Attachment c: Deputy Director of Public Works Sean Dorsey JEG X:\FILES\FRONTOFF\BIDS\RESU LTS\WheelLoader2003.doc JnoH Jed isoo e^llelnmno Village of Mounf Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: MICHAEL JANONIS, VILLAGE MANAGER DIRECTOR OF FINANCE MARCH 21,2003 EXCESS LIABILITY INSURANCE PURPOSE: To recommend the Village purchase additional general liability and EMT liability Insurance effective May 1,2003. BACKGROUND: The Village has been a member of the High-level Excess Liability Pool (HELP) since 1987. HELP currently provides its fifteen member municipalities with $11,000,000 of excess liability insurance above a $1,000,000 self-insured retention. The Village purchases primary insurance to cover the first million dollars of exposure. DISCUSSION: HELP has had a $1,000,000 attachment point since it was first formed in 1987. At that time none of the fifteen members had ever experienced a claim in excess of $500,000. HELP was never meant to be an active insurer, but rather a fun ding mechanism for sharing the risk of members incurnng that infrequent, large catastrophic claim. Due to the impact of inflation over fifteen years and the effect of the "deep pocket" syndrome, HELP has found itself having to monitor and actively participate in far more claims than when it was first created. For this reason, the Board of Directors of HELP voted last year to increase the attachment point from $1,000,000 to $2,000,000 per claim effective May 1,2003. When the Village solicited insurance quotations for the policy period that began January 1, 2003 the underwriters would not quote on the increased limit five months before the effective date of the change. It was decided then that we would solicit quotes on the higher insurance coverage in March for a May I effective date. Marsh USA obtained a quote from our current general liability insurance provider (AIG) for the additional $1,000,000 of coverage. AIG submitted a quote of $36,744 for the period May 1,2003 through December 31,2003. xcess Liability Insurance March 21,2003 Page 2 The other liability policy we have is a paramedic/EMT policy. Arthur J. Gallagher and Co. obtained a quote from our current insurer, Western World Insurance Company, who submitted a quote of $1,432 for the additional $1 million of coverage. We have been advised by our insurance consultant, Nugent Consulting Group, that these premium quotations are very competitive and should be accepted. RECOMMENDATION: It is recommended the Village Board authorize the following amendments to our current insurance program: 1 ) Additional premium of $36,744 payable to Marsh USA for an additional $1,000,000 of coverage under our general liability policy issued by AIG. 2) Additional premium of $1,432 payable to Arthur J. Gallagher for an additional $1,000,000 of coverage under our paramedic/EMT liability policy issued by Western World Insurance Co. DOUGLAS R. ELLSWORTH, CPA DIRECTOR OF FINANCE DRE/ I:\lnsurance\Liability~2003~Additional Coverage 3-21-03.doc ARSH Thomas J. Seeberg Vice President Marsh USA Inc, 500 West Monroe Chicago, Illinois 60661 312 627 6134 Fax 312 627 8257 torn.seeberg@marsh.com www.marsn.com March 18, 2003 Doug Ellsworth Village of Mt. Prospect 100 S. Emmerson Mt. Prospect, IL 60056 Subject: Excess Liability Insurance Dear Mr. Eltsworth: Per your request we have obtained pricing terms to secure an additional $1,000,000 layer of insurance from your current Excess Liability insurer, AIG. Below are the options to tncrease your current limit by $1,000,000 from $750,000 excess of $250,000 Self Insured Retention (SIR) to $1,750,000 excess of $250,000 SIR. The additional cost options are as follows: Current Price $750,000 xs $250,000 SIR Additional Annual Premium for $1mm Layer Pro-rated Additional Premium From 4/30/03 to 1/1/04 $t35,700 $54,760 $36,744 Pricing indicated includes coverage for Terrorism. All other terms and conditions are based on the existing $750,000 excess of $250,000 SIR policy. Please advise on how we should proceed. Sincyrely, ] //r h 9th~s/~.'-S e e b ~r g Vide President COpy: Michael Nugent/Nugerft Consulting Group Marsh 8, McLennan Companies ~r-20-03 03:56pm From-AJ~ 22nd fleer +~0 2~5 4062 T-TB~ P.001/001 . F-183 Katherine B/scegl/a, Senior Risk Management Representative Arthur J. Gallagher & Co. Two Pierce Place - 22"d Floor Itasca, IL 60143-3141 Phone: 630.285.4059 Fax: 630.285.4062 e-mai/address: katherine_biscegl/a@ajg, com To: Doug EIIsworth From: Katherine Bisceglia Company:. Village of Mt. Prospect Date: 3/20/03 RE= EMT coverage - policy ~NPP0815907 FAX= 847.818.5336 Increase in limits effec~ve 4/30/03 to 1/1/04. PAGES: 1 Cops Mike Nugent 847.412.0610 Doug, I received the quote for an additional $1,000,000 in limits for Village of Mount Prospects EMT coverage effective 4/30/03. Effective date: 04/30/03 through O1/Ol/04. Limits: $~,000,000 each occurrence/$2,000,000 annual aggregate No other changes Additional premium to increase limit is $1,432, Please advise if we should increase limits by signing below and faxing back to me before 4/30/03. Thank You. · Please bind coverage as outlined above effective 04/30/03 - 01/01/04. Print Name: Douglas Ellsworth Signature: DA TE: TO: FROM: DATE: SUBJECT: MICHAEL E. JANONIS, VILLAGE MANAGER · MICHAEL J. FIGOLAH, FIRE CHIEF MARCH 17, 2OO3 FIRE APPARATUSJOINT PURCHASE Background The Fire Department is scheduled to replace a 1988 Pierce Arrow fire engine in 2003. This apparatus has over 90,000 miles and its condition and service history indicate replacement is warranted. This vehicle has been kept in reserve status anticipating its replacement. Since there were many fire departments considering the purchase of apparatus, a committee was formed through the Northwest Municipal Conference for a group purchase. Subsequent to Board approval for the recommended purchase of a new engine, the 1988 Pierce Engine will be sold in the resale market for approximately $25,000. General Bid Information The Northwest Municipal Conference Joint Purchasing Advisory Committee organized the request for proposal. The committee was comprised of representatives of fire service agencies in the Northeastern Illinois region. Request for proposals were sent to five manufacturers of fire apparatus. On January 26, 2001, the Northwest Municipal Conference opened bids for fire apparatus. The program was so successful that the contract was extended in June 2002 until June 2, 2003. To date, approximately 30 vehicles have been purchased through this cooperative agreement. C:\Documents and Settings~nfigolah\Local Set'tings\Temporary '~ternet Files\OLKCD\MF-Fire Apparatus Joint Purchase 2002- Village Manager.doc TO: VILLAGE MANAGER SUBJECT: FIRE APPARATUS JOINT PURCHASE MARCH 17, 2003 PAGE 2 Summary of Bids Received Through a sealed proposal process, Pierce Manufacturing, Inc. represented by Global Emergency Vehicles, Inc. was one of the vendors awarded the bid. Based on pricing from Global Emergency Vehicles, the Village realized a 7.5% savings by participating in the Northwest Municipal Conference Joint Purchasing Program. Recommendation Based on the above information, I recommend the Village Board waive the bidding process and award the contract to Global Emergency Vehicles, Wonder Lake, in an amount not to exceed $312,182.00 through the Northwest Municipal Conference Joint Purchasing Program. This amount reflects a savings of $5,698 for the prepayment of the chassis, which was offered by the manufacturer and recommended by the Finance Director. Budget Authorization Funding for this replacement is provided in the 2003 Budget in the Capital Improvement Section on page 302. The account number is 677709-660120. The budgeted amount is $331,200.00. MF/jm Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TREE CITY USA TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT MARCH 27, 2003 ACCEPT STATE OF ILLINOIS BID FOR THE PURCHASE OF ONE TRUCK CAB AND CHASSIS - $45,950.00 Back.qround n the current budget, there are funds available to replace unit 2727. 2727 is a 1983 International with a flatbed body. This truck was originally equipped with a tow body. In 1990. when the tow body was in need of replacement, it was decided that the towing of large trucks and equipment be contracted with a private tow company. This truck chassis was then equipped with a flatbed body. The Public Works Department has a greater need for a dump truck than a flatbed truck. We are requesting to replace this flatbed truck with a dump truck that will be equipped with snow and ice control equipment. During the fall leaf program, this truck would give the department two trucks ready for snow and ice control for those early snow events. Replacement Schedule 2727 was purchased in 1983. This unit has entered its 20th year of service. The re placement schedule for this type of unit is 15 years. 2727 meets the required years for replacement. 2727 has logged 99.120 miles and 3304 hours on the power train. Life Cycle Cost Analysis Life cycle cost analysis has been completed on 2727 and is attached for your review, The optimum economic replacement point has been calculated at year 6. The modified economic replacement point has been calculated at year 9. Other Factors 2727 was originally purchased for a tow body, thus the chassis has a lighter gross vehicle weight rating and less horsepower than of the dump trucks we currently use. Replacement Recommendation It is my recommendation that a replacement vehicle for 2727 be purchased during the 2003 budget year. Bid Recommendation I am recommending the purchase of one 2003 International 35,000# GVWR cab and chassis from the State of Illinois contract (PSD 4009654) award winner Prairie International Truck Sales. Springfield, Illinois. I request that the Village Board authorize the purchase of one new 2003 International 35,000# GV~NR truck cab and chassis at a cost not to exceed $45,950.00. Funds for this proposed purchase are available in account 6707709 - 660115 {$78,800.00), page 302 of the current budget. ccept State of Illinois Bid For The Purchase of One Truck Cab and Chassis March 27. 2003 Page 2 of 2 The remaining funds will be used for equipment (underbody snow plow, dump body, salt spreader, and hydraulic components) to make the vehicle completely functional. The unit being replaced will be sold at the NWMC auction in fall 2003 Glen R. Andler Director of Public Works ames E. Guenthe.E JG Attachment c: Deputy Director of Public Works Sean Dorsey X:\FILES\FRONTOFF\BIDS\RESULTS\StatePurchaselTruckCab&Chassis2003.doc INTEROFFICE MEMORANDUM TREE CITY USA TO: VILLAGE MANAGER MICHAEL E. JANONIS ~'~ i~,[c)'~ FROM: VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT DATE: MARCH 27, 2003 SUBJECT: ACCEPT STATE OF ILLINOIS BID FOR THE PURCHASE OF ONE PASSENGER VAN - $19,900.00 Back,qround n the currem budget, there are funds available to replace unit 308. 308 is a 1988 GMC passenger van. This van is used by the Ergineering Division of Public Works to transport staff and equipment to construction sites throughout the Village. This van was originally assigned [o the Human Services Department r~ 1988. n 1998, the Engineering Division was ~n need of a vehicle other than a car to hau survey equipment and other construction equipment. A decision was made, based on the Iow mileage of this van to refinish the exterior of the van and assign it to the Engineering Division and purchase a new van for Human Services Department. n keeping with that decision this new van will be assigned to the Human Services Department and the current van (311) will be reassigned to the Engineering Division of Public Works. Replacement Schedule 308 was donated to the Village in 1988. The vehicle/equipment replacement schedule for pickup trucks and vans is 10 years or 50.000 miles. This vehicle meets the required years of service and but not the mileage. 308 nas entered its 16TM year of service and has logged 26,532 miles Life Cycle Cost Analysis Life cycle cost analysis has beer" completed for 308 and is attached for your review. The optimum economic replacement point for 308 has been calculated at year 4. The modified economic re olacement point has been calculated at year 5. Other Factors 308 has serve(~ the Village welt throughout its fifteen years of service This vehicle is now due for replacement aue [o the deteriorating condition of the body floorboards and chassis. To repair the underside of this vehicle we would have to replace the front chassis frame and floorboards. But because of vans age, th6 front chassis frame and some of the floor panels are no longer available. Replacement Recommendation It ~s my recommendation that a replacement for 308 be purchased during the 2003 budge[ year. Bid Recommendation I am recommending the purchase of one new 2003 Ford Windstar passenger van from the State of tllinois contract (PSD40009562) award winner Landmark Ford Springfield, Illinois ccept State of Illinois Bid For The Purchase of One Passenger Van March 27, 2003 Page 2 of 2 I request that the Village Boar Board authorize the purchase of one new 2003 Ford Windstar passenger van at a cost not to exceed $19,900,00. Funds for this proposed purchase are available in account 6707709-660124($22,800.00), page 302 of the current budget. The vehicle being replaced wilt be sold at the fall 2003 Northwest Municipal Conference auction. I concur. Glen R. Andler Director of Public Works ames JG Attachment c: Deputy Director of Public Works Sean Dorsey X:\FILES\FRONTC FF\BIDS\RESULTS\Passenger Van 2003.doc INTEROFFICE MEMORANDUM Tltl~£ ¢]']~' leS& TO: FROM: DATE: SUBJECT: Background VILLAGE MANAGER MICHAEL E. JANONIS PROJECT ENGINEER MARCH 21, 2003 2003 MATERIAL TESTING In conjunction with our 2003 Street Resurfacing Program, we requested proposals from material testing consultants. These proposals were to provide the following: · Cost to perform the testing of concrete material for the new curbs and driveway aprons. · Cost to perform the testing of asphalt binder and surface mix material at the asphalt plant and the testing of the asphalt binder and surface as it is placed. Results On Tuesday, March 11, 2003, we received nine proposals to complete the material testing for the 2003 Street Resurfacing Program. Listed below are the consultants and their proposed cost to provide the required services: Material Testing Laboratories American GeoEngineering, Inc. Great Lakes Soil Consultants Professional Services Industries Applied GeoScience Inc. Soil & Material Consultants O'Brien & Associates Average $71,585.00 $71,980.00 $72,765.00 $77,685.00 $91,595.00 $100,660.00 $117,440.00 $86,244.29 Engineer's Estimate $89,000.00 age 2 2003 Material Testing March 21, 2003 Discussion All of the proposals fulfilled the requirements requested by the Village. All of the proposals also included references of past work and qualifications of the personnel who will be evaluating the material samples. Based on a review of the proposals, Material Testing Laboratories offers the best overall setw'ices for the cost. Material Testing Laboratories has previously completed material testing for the Village in conjunction with previous Street Resurfacing Programs and their work has been acceptable. Material Testing Laboratories has successfully completed work on many similar projects for the Village of Palatine and the Village of Arlington Heights and appears to be well qualified to complete the required work. Recommendation The quantities listed in the proposal are estimated quantities based on averages from previous years and prorated for the anticipated work for this year. Many factors can influence the actual quantities for material testing, especially weather and unanticipated soil conditions. Therefore, I recommend that the proposal from Material Testing Laboratories be accepted at the April 1, 2003 Village Board meeting for the full budgeted amount of $93,000.00. This work will be funded with the budget account listed below and as shown on page 302 of the 2003 Budget Book: Account Code 0507706~540540 0507706-540545 Amount $10,200.00 $82,800.00 Michalik J I concur with the above recommendation X:\FI LES',ENGIN EER\TESTING~2003\M EMO_ JAN.DOC