HomeMy WebLinkAbout6. Village Manager's Report 03/16/2015Village of Mount Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
TO: DAVID STRAHL, ACTING VILLAGE MANAGER
FROM: FINANCE DIRECTOR
DATE MARCH 11, 2015
SUBJECT COPIER LEASE AND MAINTENANCE AGREEMENT
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Attached for your review is a recommendation prepared by Lynn Jarog and Claire Wheatley to
lease two (2) copiers as replacements for copiers in the Public Works and Fire Departments, both
at the end of their existing lease. The practice of leasing copiers rather than replacing through an
outright purchase has been in place since 2002. Since that time, staff has changed the brand of
copier and service provider, both shown to have improved the quality of product and our customer
satisfaction.
Details on the process used to acquire the new copiers along with considerations for the
recommendation are included in attached memo. I concur with the recommendation contained
within and would like to bring to the Village Board for approval.
Please contact me with any questions regarding the copier lease recommendation.
David O. Erb
Finance Director
H:\ACCT\Copiers\2015 Board Proposal\Cover Memo - Proposal VB 2015 Memo.doc
lk Mount Prospc
Village of Mount Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
TO: DAVID ERB, FINANCE DIRECTOR
FROM: DEPUTY FINANCE DIRECTOR
DATE: MARCH 11, 2015
SUBJECT: COPIER LEASE AND MAINTENANCE AGREEMENT
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The Finance Department is requesting a waiver of the bid process to lease and maintain two copiers for use
in the Public Works and Fire departments.
BACKGROUND
The Village began the practice of leasing copiers in 2002. Overall, staff has been very pleased with the
leasing arrangement. Through the years, the Village has negotiated leases for copiers from companies
such as Imagetech, Chicago Office Technology (COTG), and Nexus Office Systems, Inc.
The Finance Department was asked to research new copiers that provide the functionalities needed, to
find a reputable service provider for the equipment and to negotiate leases for new copiers. Currently all
of the Department copiers are leased. In 2010, 2013 and 2014, the Finance Department negotiated lease
and maintenance agreements with Nexus Office Systems, Inc. to provide Canon equipment for all copiers
within the Village. The equipment and service provided by Nexus Office Systems, Inc. has been
outstanding, and the departments have been very pleased with the reliability of the Canon equipment.
Two copiers are up for replacement within the Public Works and Fire departments. The Finance
department began discussing the replacement of the copiers with personnel from each department earlier
this year. The points of discussion included reliability, speed, functionalities, types of print and copy jobs,
print volume, space constraints, and if upgrades were needed. The discussion determined that both
departments need copy, print, fax, and scan functionalities and the standardization of the equipment and
service provider are a high priority. The Finance Department began to negotiate another lease and
maintenance agreement for new copiers.
Nexus Office Systems, Inc. is our current vendor for all Canon copier equipment throughout the Village.
The goal is to have standardized reliable equipment with the functionality needed and a company that
provides excellent service. Nexus has proven to provide good quality equipment and service to the
department and division in which the copiers are located.
Copier Lease and Maintenance Agreement
March 11, 2015
Page 2
The company's mission is to provide the highest quality equipment combined with superior service. Their
corporate office is located in Rockford, and the technicians are dispatched from an Elgin office. Nexus
provided a proposal with good pricing.
The Nexus solution includes one Canon iR C5255 and one iR C5235 which provide copy, print, scan and fax
functionalities. Listed below are the departments and models of the machines for each location:
Location: Model:
Public Works Department Canon iR C5255
Fire Department - Station #12 Canon iR C5235
Below is a breakdown of the lease information and the maintenance information from Nexus.
42 Months
Lease Agreement $ 23,472
(1) Canon Image Runner C5255 Color Copiers
(1) Canon Image Runner C5235 Color Copier
Maintenance Agreement $ 2,276
11,600 Color Copies and prints
B/W overages $ 0.0049
Color overages $ 0.0490
As indicated above, pricing was obtained for forty two month lease agreements. Leasing the machines for
forty two months will align the term with other Village machines. Aligning the terms of the leases will help
improve efficiency for negotiating leases for village copier equipment. Pricing was also obtained for a forty
two month agreement to provide maintenance in support of the leased copiers. The equipment will be
added to an existing maintenance agreement. The maintenance agreement covers all scheduled
preventive maintenance work and includes all part, supplies, service, labor and guaranteed service
response time. Toner is included in the cost of maintenance. Please find the spec sheets and pricing
information from Nexus Office Systems attached.
RECOMMENDATION
We recommend leasing the Canon products from Nexus Office Equipment Inc. for the two copiers in need
of replacement. The cost of the copiers is a forty two month lease not to exceed $23,472. Additionally, we
recommend Nexus Office Equipment Inc. be awarded a forty two month agreement to provide
maintenance in support of the leased copiers. The equipment will be added to an existing maintenance
agreement. The cost of the maintenance agreement is $2,276. There are a total of 500,000 black & white
copies and 51,600 color copies included in the maintenance agreement for all machines. Any black &
white copies over the 500,000 are paid at a rate of $0.0049 and any color copies over 51,600 are paid at a
rate of $0.0490.
Copier Lease and Maintenance Agreement
March 11, 2015
Page 3
This provides standardized equipment, reliable Canon copiers and outstanding service throughout the
Village departments. Funds are included in the operating budgets of the departments to continue the
leases and pay the maintenance contract fees.
Lynn Jarog
Deputy Finance Director
Attachments (3)
H:\ACCT\Copiers\2015 Board Proposal\Proposal VB 2015 Memo.doc
Confidential Data: Nexus Offices Systems
Village of Mount Prospect
March 11, 2014
Nexus Office Systems, Inc.
Maintenance Aureement
➢ Annual Maintenance Payment:
*Add an additional 11,600 single color images
•An additional annual fee of $569.00 will be added to Contract 1588-01
• Color overages to be billed at $0.049 per single color image applied to
contract #1588-01
• Terminate Contract #1589-01 effective 4-13-2015
*Add 31416 & replacements for 31906 & 31862 to contract 1588-01
Pricing predicated on the acceptance of Nexus maintenance agreement. Allprices subject to applicable sales tax.
Confidential Data: Nexus Offices Systems
Village of Mount Prospect
Nexus Office Systems, Inc.
March 11, 2014
Canon Color imageRUNNER C5255
Digital Document Solution with Business Color
➢ Features:
• Copy/Print/Scan/Fax Functionality
• 55 ppm B&W and 50 ppm Color
• Automatic Document Feeder
o 150 Sheets
• Automatic Duplex
• Standard Paper Supply of 2,300 Sheets
0 4 x 550 Cassettes
0 1 x 100 Bypass Tray
• 100 Mailboxes
• Staple Finisher
• Booklet Maker
• 2/3 Hole Punch
➢ Print Functionality:
• Network Printing
o UFR II
.AR .a
➢ Scan Funtionality:
• SEND (Push) Scanning with Color Universal Send
o Scan to File, Desktop, Email
➢ Fax Functionality:
• Super G3 Faxboard
• LAN (PC) Faxing
• Inbound Fax Routing
➢ Pricing:
• 42 Month CO Term Lease (Installed by March 31) $319.85
Pricing predicated on the acceptance of Nexus maintenance agreement. All prices subject to applicable sales tax.
w---;
Confidential Data: Nexus Offices Systems
Village of Mount Prospect
Nexus Office Systems, Inc.
March 11, 2014
Canon Color imageRUNNER C5235
Digital Document Solution with Business Color
➢ Features:
• Copy/Print/Scan/Fax Functionality
• 35 ppm B&W and 30 ppm Color Mob"
• Automatic Document Feeder
o 100 Sheets•
• Automatic Duplex • ., �,
• Standard Paper Supply of 1,200 Sheets
o 2 x 550 Cassettes
o 1 x 100 Bypass Tray
• Cabinet
• 100 Mailboxes
• Internal Staple Finisher
➢ Print Functionality:
• Network Printing • •
o UFR II
➢ Scan Funtionality:
• SEND (Push) Scanning with Color Universal Send
o Scan to File, Desktop, Email
➢ Fax Functionality:
• Super G3 Faxboard
• LAN (PC) Faxing
• Inbound Fax Routing
➢ Pricing:
• 42 Month CO Term Lease (Installed by March 31)
$239.00
pricing predicated on the acceptance of Nexus maintenance agreement. All prices subject to applicable sales tax.
Mount Prospect Public Works Department
(9.
?/ INTEROFFICE MEMORANDUM TREE crrr
TO: ACTING VILLAGE MANAGER DAVID STRAHL
FROM: FORESTRY/GROUNDS SUPERINTENDENT
DATE: MARCH 11, 2015
SUBJECT: BID RESULTS — CDBG PARKWAY TREE FURNISHING AND PLANTING --$25,000
BACKGROUND
Bids were recently opened for the provision and installation of parkway trees using Community Development Block
Grant (CDBG) funds. Bid prices were sought for a wide variety of 1-1/2" to 2-1/2" diameter trees, to be planted in
neighborhoods that qualify for these funds. Trees planted on this project will replace ash trees removed due to EAB
and where there are eligible planting sites.
Bid prices are good for Spring and Fall 2015 planting seasons only. Note that, because of the funding source, this bid
requires the contractor to pay federal prevailing wages as specified in the Davis -Bacon Act.
BID RESULTS
Thirty invitational bids were mailed and a notice to bidders was published in a local newspaper. A mandatory pre-bid
conference was held for interested contractors on February 19, 2015. Sealed bids were opened on March 3, 2015.
Three bids were received; all of these bidders had attended the mandatory pre-bid conference. Bid results are
attached.
DISCUSSION
At this time, we do not know the exact quantity and species we will need to order for the project. However, the
average bid cost per tree is roughly $248.00; therefore, we expect approximately 100 trees will be planted on this
project. The bid specifications were written to allow the contract to be split amongst the low bidders of each species.
All three bidders met our bid requirements. Additionally, two have successfully planted trees for us in the past, and
the third had satisfactory references.
BID RECOMMENDATION
There is a total of $25,000.00 in the 2015 budget for this project. Therefore, I recommend splitting the contract award
to Huffman Landscape, Arthur Weiler, Inc. and to Apex Landscaping. Total expenditures for all purchases will not
exceed $25,000.00 and each tree will be ordered from the lowest bidder for that particular species.
Dave Hull
I concur:
Sean P. ey - Director of Public Works
Attachment
H:\Forestry\WORD\2015\PLANT\Memo-CDBG Plant Recommend 2015.docx
Bid Results - 2015 CDBG Shade Tree Furnishing and Planting - March 2, 2015
Species
DBH
Bid Price
Avail. Qty.
Bid Price
Avail. Qty.
Bid Price
I Avail. Qty.
Arthur Weiler
Huffman Landscape
Apex Landscaping
Autumn Blaze or Marmo
Freeman Maple
1.5"
$
260.00
100
$
175.00
50+
2" $ -inn nn 40 $266.00
40
2.5"
Miyabe Maple
1.5"
$252.00
55
2" $ 310.`00 '15
2.5"
Forest Prince Serviceberry
or Autumn Brillance
1.5"
$262.00
60
2"
2.5"
American Hornbeam
(Musclewood)
1.5"
$
200.00
20+
2" $280.00
50
2.5" $310.00
100
Chicagoland', 'Windy City'
or Common Hackberry
1.5"
$
260.00
20
$
175.00
20+
2" $ 300.00 50 $260.00
100
2.5" $282.00
75
Turkish Filbert
1.5"
$
200.00
20+
2"
2.5"
"Golden Glory' dogwood
(tree form)
1.5"
2" $ 310.00 15
2.5"
Thornless Cockspur
Hawthorn
1.5 11
2" $190.00
50
2.5" $220.00
45
Riversii Purple Beech
1.5"
2" $ 380.00 10
2.5"
Autumn Gold Ginkgo
1.5"
$
200.00
50+
2"
2.5"
Princeton Sentry Ginkgo
1.5"
$
200.00
50+
$302.00
90
2" $310.00
; 60
2.5"
Skyline, Shademaster or
Sunburst Honeylocust
1.5"
$
170.00
50+
$250.00
100
2" $ 300.00 15 $247.00
50
2.5"
JC McDaniels Kentucky
Coffeetree
1.5"
$
280.00
10
$
190.00
10
2" $ 310.00 15 $262.00
200
2.5" $300.00_
222
Amur Maackia
1.5"
$
185.00
20
2"
2.5"
White Angel, Donald
Wyman, or Ormiston Roy
Crabapple
1.5"
$
165.00,
10
2"
2.5" $262.00
40
Bid Results - 2015 CDBG Shade Tree Furnishing and Planting - March 2, 2015
Species
DBH
Bid Price
I Avail. Qty.
Bid Price
Avail. Qty.
Bid Price
I Avail. Qty.
Arthur Weiler
Huffman Landscape
Apex Landscaping
Prairifire Crabapple
1.5"
9" qsn nn I 3n $179.00
23
2.5"
Purple Prince Crabapple
1.5"
$
165.00
25'
2"
2.5"
Red Jewel Crabapple
1.5"
$
165.00
25'
2"
2.5"
Adirondack Crabapple
1.5"
$
165.00
25'
2"
2.5"
Royal Raindrops
Crabapple
1.5"
$
275.00
40
$
165.00
25'
2" $ 300.00 10
2.5"
Ironwood (Hophornbeam)
1.5"
2" $294.00
53
2.5"
Bloodgood, Ovation or
Exclamation London
Planetree
1.5"
$
275.00
30
2" $257.00
40
2.5"
Chanticleer or Cleveland
Select Callery Pear
1.5"
$
275.00
40
2" $ 310.00 20 $275.00
20
2.5" $295.00
25
White Oak
1.5"
$
275.00
40
2" $291.00
35
2.5" $320.00
56
Northern Red Oak
1.5"
$
275.00
40
$
190.00
25,
$267.00
30
2"
2.5"
Shingle Oak
1.5"
$
190.00
25
2" $270.00'
` 75
2.5"
Bur Oak
1.5"
$
280.00
50
$
190.00
25
$267.00
50
2"
2.51 $330.00
30
Chinkapin Oak
1.5"
$
190.00
25
2" $272.00
100
2.5"
English Oak
1.5"
$
190.00
25
2"
2.5"
Ivory Silk Tree Lilac
1.5"
$
270.00
20
2" $:' 310.00 20 .
2.5"
2
Bid Results - 2015 CDBG Shade Tree Furnishing and Planting - March 2, 2015
Species
DBH
Bid Price
Avail. Qty.
Bid Price
I Avail. Qty.
Bid Price
Avail. Qty.
Arthur Weiler
Huffman Landscape
Apex Landscaping
Bald Cypress
1.5"
$
185.00
' 25
2 $257.00
75
2.5"
Greenspire or Glenleven
Littleleaf Linden
1.5"
2"
2.5" $ 375.00 20 $265.00
25
Redmond Linden
1.5"
$
265:00
20
2"
2.5" $265.00
100
Sterling Silver Linden
1.5"
$
170.00
25
$252.00
30
2" $264.00
80
2.5"
Accolade American Elm
1.5"
$257.00
100
2" $268.00
100
2.5" $282.00
100
Triumph American Elm
1.5"
$
185.00
50
$257.00
30
2" $268.00
30
2.5" $ 390.00 20
Princeton' American Elm
1.5"
$
265.00
30
$
185.00
50
2"
2.5"
Frontier Elm
1.5"
$
195.00
25
2" $268.00
20
2.5" $282.00
40
Patriot Elm
1.5"
$
185.00
50
2" $268.00
50
2.5" $282.00
75