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Home My WebLink About6. Village Manager's Report 07/16/2013Prospect Mount Prospect Public Works Department l INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: PROJECT ENGINEER DATE: JULY 10, 2013 SUBJECT: 2013 BACKYARD DRAINAGE PROGRAM (NOT TO EXCEED $100,000) Background Many properties in Mount Prospect experience recurring backyard flooding after any significant rain event. Often water will pond in their yards and remain there for a considerable length of time. On May 13, 2008, the Village Board authorized Staff to proceed with the Backyard Drainage Program in an effort to assist residents in reducing the backyard flooding they experience. Staff has received requests for assistance through the Backyard Drainage Program for over 200 residential properties. Staff identified several of the properties experiencing the worst flooding, based upon such criteria as depth of ponding, area of inundation, number of properties affected, structures impacted, and duration of ponding. Staff then surveyed the existing conditions, and prepared plans to better drain each of these properties. Each design includes an inlet in the backyard draining through a pipe connecting to the existing sewer system in the public right of way. To protect the receiving system from being overwhelmed, each design includes a restrictor that will control and slow the discharge into the reducing sewers. These restrictors, while serving to protect the Village sewer systems, may cause water to pond in the backyards during heavy rain events for a short duration. To accommodate this ponding water, rain gardens will be installed around the inlets. These rain gardens will provide a place for any ponding water to accumulate, and provide a mechanism for the water to infiltrate into the ground quickly. Following construction, the property owners will be responsible for maintenance of the storm sewer and rain gardens on the private properties; however, it shall be the Village's responsibility to maintain the new storm sewer in the public right of way. Each design was contained on a single property, avoiding the need for easements or agreements between property owners. Bid Results Sealed bids for the 2013 BACKYARD DRAINAGE PROGRAM were publicly opened and read aloud on July 8, 2013 at 1:00 P.M. A Notice to Bidders was published in a local newspaper as required and invitations were sent to contractors familiar with this program. A mandatory pre -bid meeting was held on June 24, 2013 at 10:00 A.M. to discuss the intent and specifics of the program, as well as to answer any questions the contractors may have had in formulating their bids. Eight (8) contractors attended the pre -bid meeting. Four (4) of those contractors submitted bids for this project. The bids ranged from a low of $85,348.50 by Concrete Etc., Inc., to a high of $120,195.50 by Phoenix & Associates. The Engineer's estimate for the project was $104,759.00. Page 2 2013 Backyard Drainage Program (Not to Exceed $100,000) July 10, 2013 Each of the bidders submitted a bid bond in the amount of 5% of the total bid as required in the bid proposal packet. All bids were checked for their accuracy. No errors were found. All bidders correctly signed their bids and bid bonds. Below is a summary of the bids: Concrete Etc., Inc. $ 85,348.50 Martam Construction, Inc. $ 99,925.00 Sheridan Plumbing & Sewer $118,800.00 Phoenix & Associates $120,195.50 Engineer's Estimate $104,759.00 Discussion The low bidder, Concrete Etc., Inc., successfully completed work on several Village projects, including the 2011 Backyard Drainage Program. This is the third year of the Backyard Drainage Program. During the first year of the program in 2009, we completed installation at eleven (11) sites. During the second year of the program in 2011, we completed installation at seven (7) sites. Funds were not available in either 2010 or 2012, so no construction was performed under the Backyard Drainage Program in those years. We estimate that installation can be completed on four (4) sites. However, because the cost is based on estimated quantities, the project will be evaluated throughout the course of construction to determine if any sites can be added, or have to be deferred until additional funds become available. Recommendation Because of the estimated quantities, and to have the capability to extend the program to additional sites if the opportunity presents, I recommend the contract for the 2013 BACKYARD DRAINAGE PROGRAM be awarded to the budget limit of $100,000 to the low bidder, Concrete Etc., Inc. Please include this item on the July 16 Village Board Meeting Agenda. '&& - Charles M. Linde o , P.E. I concur with the above recommendation. Director of Ffublic'Workd Seari Dorsey cc: Village Clerk Lisa Angell H: \Engineering \Drainage \Backyard Drainage Program \2013 \Recommendation.docx Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM V 13 /V1 TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL 7- /� - 1,3 FROM: IT DIRECTOR DATE: JULY 8, 2013 SUBJECT: REQUEST TO UPGRADE VILLAGE PHONE SYSTEM In 2008 Cisco CaIlManager Version 6.1 was implemented as the new Village phone system. Cisco's support for this version of CaIlManager ends in September of this year. To continue support, the system needs to be upgraded. Staff is requesting approval to implement an upgrade to Cisco's current version, Unified Communications Manager (UC Manager) 9.1. Sound, Inc. installed the Village's current phone system in 2008 and is contracted to provide ongoing system support. The Village has been pleased with their services and feels that it is beneficial to have Sound perform the upgrade. Cisco is currently running a promotion which is only available to municipal customers. It provides incentives for bundling UC Manager support with the initial purchase. The promotion ends July 31 Sound has provided quotes for promotional pricing with three years of support, promotional pricing with one year of support, and post - promotion pricing. Quotes with the promotional pricing are attached. The three year pricing model provides the greatest savings as shown below. Priding Model Promotion w/ 1 year support Initial Year Cost $68,839.57 2 no & 3 Year Cost $28,843.20 Total 3 Yr Cost : $97,388.39 Promotion w/ 3 year support $92,090.57 0 $92,090.57 Post-promotion Pricing $158,767.48 $28,843.20 $187,610.68 The costs above include many ongoing maintenance items that are already included in the Village budget. Therefore costs will be split between accounts as shown on the next page. Request to Upgrade Village Phone System July 8, 2013 Page 2 Account Charge Telephone System Upgrade (Computer CIP) $22,797.16 001.20.90.00.0.707.665.042 Telephone System Maintenance (3 year costs to be divided over 3 years.) $37,525.41 001.20.90.00.0.707.665.042 Computer Equipment - IT (Computer Replacement) $24,843.20 062.20.24.00.1.000.655.001 Computer Software $6,924.80 001.20.24.00.0.000.560.012 Total $92,090.57 I recommend that the Village accept Sound, Inc.'s proposal to upgrade the Village phone system for an amount not to exceed $92,090.57. Funds are available for this purchase. ) Middleton IT Director Attachments 1AVB Request Memos\2013 Phone System Upgrade Request.docx and -- 0 t ied Integrated ,Systems PROPOSAL Sound Incorporated proposes to furnish and install a Cisco UCM 6.x to 9.x migration solution consisting of the following; CITY PART 10! L- CUB9X- MIG -AC 10 UCSS- U -ATT- CUB -1 -1 10 CON- ESW- LCUB9XM1 387 MIG - CUCM -USR -A 387 CON - ESW- MIGCUC87 387 UCSS -U- UCM -A -1 -1 50 MIG- CUCM -ESS -USR -A 50'CON- ESW- MIGCUCM8 50 UCSS- UUCMESS -A -1 -1 2' UCSC- C220- M3SBE= 2' CON -SNTP- UCSC -C22 2 R- VMW- UC- FND5 -K9 2'CON- ESW- UCFND5 2' UCSS -U- VMW -F N D -1 -1 6' PVDM2 -A DPTR 2 C2921- CME - SRST /K9 2 CON- SNTP- 2921CMST 1' VIC3 -4FXS /DID 2 FL- CME - SRST -25 2 C2901- CME - SRST /K9 2 CON- SNTP- 2901CMST 1 VWIC3- lMFT -T1 /E1 1 VWIC3- 2MFT -T1 /El DESCRIPTION Cisco Unified Att Console Bus Edition 9.x Migration Offer UCSS for Business Att Console - 1 Instance ESSENTIALSW CSC Unified Att Cnsl Bus Ed 9X Mig Offer /1Yr Migration to UC Manager Enhanced - Less than 1K Users ESSENTIAL SW Migration to UC Manager Enhanced /1Yr UC Manager UCSS - 1 ENH User 1 Year Sub Tier A Migration to UC Manager Essential - Less than 1K Users ESSENTIAL SW Migration to UC Manager Essential /1Yr UC Manager UCSS 1 Essential User 1 Year Sub Tier A UCS C220 M3S BE Server SMARTNET 24X7X4 UCS C220 M3S BE Sery Cisco UC Virt. Foundation 5.0 (2- Socket 32GB vRAM) ESSENTIAL SW Cisco UC Virt. Foundation 5.0 (2- Socket /1 Yr UCSS Cisco UC Virt. Foundation one Year -1 server PVDM2 ADAPTER FOR PVDM SLOT ON CISCO 2900 3900 SERIES ISR 2921 UC Bundle w/ PVDM3 -32 FL- CME - SRST -25 UC License PAK SMARTNET 24X7X4 2921 Voice Bundle w/ UC License PAK Four -Port Voice Interface Card - FXS and DID Communication Manager Express or SRST- 25 seat license 2901 UC Bundle w/ PVDM3 -16 FL- CME - SRST -25 UC License PAK SMARTNET 24X7X4 2901 Voice Bundle w/ UC License PAK 1 -Port 3rd Gen Multiflex Trunk Voice /WAN Int. Card - T1 /E1 2 -Port 3rd Gen Multiflex Trunk Voice /WAN Int. Card- TI/El Sub - Total Equipment and Software and One Year Support ProServices Labor TOTAL Total price including installation ...................................... ............................... UNIT EXTENDED $692.48 $6,924.80 $138.50 $1,385.00 $318.47 $3,184.70 $5.69 $2,202.03 $12.58 $4,868.46 $10.75 $4,160.25 $5.69 $284.50 $1.94 $97.00 $1.90 $95.00 $7,242.24 $14,484.48 $365.15 $730.30 $1,580.37 $3,160.74 $242.00 $484.00 $0.63 $1.26 $47.43 $284.58 $3,158.84 $6,317.68 $841.19 $1,682.38 $556.51 $556.51 $411.06 $822.12 $2,020.52 $4,041.04 $466.48 $932.96 $904.33 $904.33 $1,391.28 $1,391.28 $58,995.40 $9,844.17 $68,839.57' .................... ..................... $68,839.57 , 13 36,.�a �0 r 550 Shorn ,.x asap,. -, _ X05 Integrated systems PROPOSAL Sound Incorporated proposes to furnish and install a Cisco UCM 6.x to 9.x migration solution consisting of the following; QTY 'PART DESCRIPTION UNIT EXTENDED 10 L- CUB9X- MIG -AC Cisco Unified Att Console Bus Edition 9.x Migration Offer $692.48 $6,924.80 10 UCSS- U -ATT- CUB -3 -1 UCSS for Business Att Console - 1 Instance Three Year Sub $290.90 $2,909.00 10 CON - ESW- LCUB9XMI ESSENTIALSW CSC Unified Att Cnsl Bus Ed 9X Mig Offer /3Yr $943.47 $9,434.70 387 MIG - CUCM -USR -A Migration to UC Manager Enhanced - Less than 1K Users $5.69 $2,202.03 387 CON- ESW- MIGCUC87 ESSENTIAL SW Migration to UC Manager Enhanced /3 Yr $37.28 $14,427.36 387 UCSS -U- UCM -A -3 -1 UC Manager UCSS- 1 ENH User 3 Year Sub Tier A $22.77 $8,811.99 50 MIG - CUCM -ESS -USR -A Migration to UC Manager Essential - Less than 1K Users $5.69 $284.50 50 CON- ESW- MIGCUCM8 ESSENTIALSW Migration to UC Manager Essential /3Yr $5.74 $287.00 50 UCSS - UUCMESS -A -3 -1 UC Manager UCSS - 1 Essential User 3 Year Sub Tier A $4.43 $221.50 2 UCSC- C220- M3SBE= UCS C220 M3S BE Server $7,242.24 $14,484.48 2 CON -SNTP- UCSC -C22 SMARTNET 24X7X4 UCS C220 M3S BE Sery $365.15 $730.30 2 R- VMW- UC- FND5 -K9 Cisco UC Virt. Foundation 5.0 (2- Socket 32GB vRAM) $1,580.37 $3,160.74 2 CON - ESW- UCFND5 ESSENTIALSW Cisco UCVirt. Foundation 5.0(2- Socket /3Yr $716.93 $1,433.86 2 UCSS -U- VMW- FND -5 -1 UCSS Cisco UC Virt. Foundation Five Year - 1 server $0.63 $1.26 6 PVDM2- ADPTR= PVDM2 ADAPTER FOR PVDM SLOT ON CISCO 2900 3900 SERIES IS $47.43 $284.58 2 C2921- CME - SRST /K9 2921 UC Bundle w/ PVDM3 -32 FL- CME - SRST -25 UC License PAK $3,158.84 $6,317.68 2 CON - SNTP- 2921CMST SMARTNET 24X7X4 2921 Voice Bundle w/ UC License PAK $841.19 $1,682.38 1 VIC3 -4FXS /DID Four -Port Voice Interface Card - FXS and DID $556.51 $556.51 2 FL- CME - SRST -25 Communication Manager Express or SRST- 25 seat license $411.06 $822.12 2 C2901- CME - SRST /K9 2901 UC Bundle w/ PVDM3 -16 FL CME - SRST -25 UC License PAK $2,020.52 $4,041.04 2 CON - SNTP- 2901CMST SMARTNET 24X7X4 2901 Voice Bundle w/ UC License PAK $466.48 $932.96 1 VWIC3- lMFT -Tl /E1 1 -Port 3rd Gen Multiflex Trunk Voice /WAN Int. Card - T1 /E1 $904.33 $904.33 1 VWIC3- 2MFT -T1 /El 2 -Port 3rd Gen Multiflex Trunk Voice /WAN Int. Card - T1 /E1 $1,391.28 $1,391.28 Sub -Total equipment and Software and Three Year Support $82,246.40 ProServices Labor $9,844.17 TOTAL $92,090.57 Total price including installation .............................................................. ............................... .....................$ ndL ò ÍÌÎÛÛÌÔ×ÙØÌ ÐÑÔÛ Ðß×ÒÌ×ÒÙ ÍÝØÛÜËÔÛ üï ÐÛÜ ÐÑÔÛ ÓßÐ ï þ ñ Ü×ÍÝÑÒÒÛÝÌ ÚæÄÐ®±¶»½¬ÄÔËÕÛÄîðïíÄÐÑÔÛ Ðß×ÒÌ×ÒÙÄÓßÐïò³¨¼ Ó¿° ×²º± ¿ ±º Ó¿§ îðïí Ð®·²¬»¼ ¾§ ÖÖÐñÐÉ ïóí î ï þ ñ Û ÝÛÒÌÎßÔ ÎÜ üï üï üï üï üï þ ñ üï üï ïóé üï üï üï ïð üï üï üï üï íð çóïë üï üï üï üï þ ñ üï üï üï ëð üï ïç üï üï îï üï üï þ üï ñ üï üï üï üï üïüïüï üï ïðï üï üï