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Home My WebLink About5. Village Manager's ReportProspect Mount Prospect Public Works Department TO: VILLAGE MANAGER MICHAEL J. CASSADY FROM: STREETS & BUILDINGS SUPERINTENDENT DATE: OCTOBER 15, 2015 SUBJECT: SNOW REMOVAL & ICE CONTROL PROPOSAL 2015-2018 ($117,100) BACKGROUND For the last 15 years, Public Works has utilized a private contractor to remove snow from 111 village -owned cul-de-sacs. During the last five (5) years, Public Works has also utilized a private contractor to remove snow from one (1) of our seven (7) residential street sections. This contracted work is an integral component of the department's snow and ice control plan. Contract cul-de-sac plowing was implemented in order to provide more timely delivery of service. Prior to contracting this work, cul-de-sacs were plowed utilizing in-house resources; however, they typically were not plowed until snowfall had ceased and all other streets were clear of snow. In some cases, cu -de -sacs were not plowed for days following a significant storm. Utilizing contracted labor and equipment, snow removal on cul-de-sacs is usually completed within the time frame necessary to remove snow on all other village streets. Contracted section plowing was implemented due to staff reductions. Public Works presently lacks the personnel resources to consistently field crews for all plow routes. Our last contract with a private contractor for snow removal and ice control services expired in the spring of 2015. DISCUSSION Village has contracted for sectional plowing services for the last five (5) winter seasons. The last two (2) seasons with Maxx Contractors of Des Plaines, Illinois. The first three (3) winter seasons of contractual snow plowing were performed by a different contractor. The first three (3) seasons of contractual section plowing were plagued by significant quality issues. There were issues with the contractor's responsiveness. The contractor would not arrive at the agreed upon time blaming snow and related traffic conditions as the reason. The Page 2 of 4 SNOW REMOVAL & ICE CONTROL PROPOSAL 2015-2018 ($117,100) October 15, 2015 tardiness would require public works crews to maintain the section until the contractor arrived. The contractor also had difficulty plowing and frequently needed assistance from Public Works crews to achieve desired quality. In addition, the village received a significant number of complaints from residents concerning the performance of the contractor. Lastly, the contractor did not devote the required resources necessary to manage a storm of long duration. The contractor would pull personnel from the street for rest leaving the section devoid of any plow truck. During the winter of 2010/11 the village received a 23 inch snow storm which required operations to extend past 96 consecutive hours. The contractor failed to perform continuous operations past the first 18 hours. Contractual snow plow work for the winter seasons of 2013/14 and 2014/15 was completed by Maxx Contractors of Des Plaines, IL. During an average winter the village receives approximately 36 inches of snow that requires a plowing or salting operation 25 times a season. During the two year contract period that Maxx completed the village received 82 inches of snow in 2013/14 (third largest total seasonal snowfall on record) and 51 inches of snow during 2014/15. In addition to the above average snowfall the village was subjected to extreme cold weather conditions further complicating snow removal operations. Maxx Contractors has proven to be an excellent contractor. They respond to all call outs effectively and proactively contact the Village to schedule mobilization well in advance of winter storms. The quality of work is exceptional with very few issues. Any issues that have occurred have been promptly addressed. During the course of the contract public works crews have not been needed to assist the contractor. All necessary equipment is well maintained and has operated with very few maintenance issues. Any maintenance issues have been addressed in short order without any loss in quality of work. Most importantly, Maxx Contractors has provided the necessary resources to maintain 24 hour operations during storms of long duration. During the most recent contract the village received a 20 inch storm that required operations to extend past 72 straight hours with the contractor working the entire storm without interruption. In the five (5) years that the village has contracted for section snow plowing staff has learned that there is one (1) key component to successfully completing the snow services contract - the contractor needs to be based locally. The contractor needs to be able to respond quickly and avoid any traffic related delays that can occur the further you move away from Mount Prospect. Maxx Contractors is based in Des Plaines and has proven capable of responding in less than one half hour with little notification. Conversations with communities that contract for sectional plowing have confirmed that successful contracts have been completed by local contractors. Contracts that have been awarded to non -local firms have been fraught with issues similar to what the village has experienced. PROPOSAL Based on the superior performance of Maxx Contractors the past two winter seasons staff made the decision to secure a price proposal from Maxx Contractors to continue providing snow and ice control services. We asked Maxx Contractors to submit a price for the 2015-2018 snow seasons (3 years). Listed in the table below is Maxx Contractor's proposal. Page 3 of 4 SNOW REMOVAL & ICE CONTROL PROPOSAL 2015-2018 ($117,100) October 15, 2015 The proposal price received represents a 40% increase over the last contract period; however, there are several reasons to explain the increase. First, the proposed contract includes the plowing of 11 village owned parking lots, this requirement did not exist in the previous contract. Maxx's proposal for plowing village owned parking lots represents 32.2% of the increase. Second, the base cost for section plowing is for snow totals up to 55 inches in a season. All snow plowed after 55 inches is paid at an hourly rate. This is a change from the previous contract when the base cost only included snow totals up to 45 inches. The proposal from Maxx Contractors represents a 4.6% increase over the average submitted proposal (three contractors) from the previous snow removal contract awarded in fall 2013, which did not include snow removal from 11 village owned parking lots. When comparing only the cost for cul-de-sac and section plowing (no parking lots), the current proposal submitted from Maxx Contractors is 5% less than the average proposal price from the previous snow removal contract. RECOMMENDATION I recommend the Village Board accept the proposal as submitted by Maxx Contractors Corp. of Des Plaines, Illinois for specified snow removal and ice control services including 111 cul-de- sacs, 11 village -owned parking lots and "Orange" snow plow section (Attachment A) for the 2015-2018 winter seasons. Expenditures will be limited to funding authorized by the Village Board in the 2016, 2017, and 2018 budgets ($117,100 in 2016). Director of Public Works c: Director of Public Works Sean P Dorsey Deputy Director Jason H. Leib File Paul Bures Street & Buildings Superintendent Page 4 of 4 SNOW REMOVAL & ICE CONTROL PROPOSAL 2015-2018 ($117,100) October 15, 2015 ST " H® ATTACHMENT A .... IMI L USN AV w. ? �°' N Mli L,USI. AV •� CAAN IDIUVq' A..V NAk WVA'7A AA' �L,E. W!M RAN AV AE'. 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R, f ca Vu uA 0 00 11000000000er0c�0rara��arac� V ,RR:;RH L w� wu a t � m ._� I Mount Prospect Public Works Department LL $/ INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL J. CASSADY FROM: STREETS & BUILDINGS SUPERINTENDENT DATE: OCTOBER 13, 2015 SUBJ: AUTOMATED PAY STATION REPLACEMENT ($99,933) Background The Village of Mount Prospect currently utilizes automated pay machines for daily parking fee collection at three commuter lots (east, west and Maple Street lots) and for designated commuter parking areas on Prospect Avenue. The current pay stations have been installed since 2004. They allow commuters to pay for daily parking using cash/coin or a proprietary debit card (non-bank issued) that can be purchased in the train station. The machines are utilized by approximately 500 commuters on a daily basis. The current machines have reached their ten (10) year life expectancy and have not been manufactured for the last 5 years, making it very difficult to get parts. The remaining parts that exist are minimal and have been salvaged from machines that have been removed in surrounding communities. The current service and maintenance contractor has advised staff that enough parts exist to keep the machines operational for approximately one more year. The current software used in our machines is outdated and is no longer being supported or maintained by the vendor. The existing software package does not possess a back office software package requiring machines to be inspected on site to retrieve problem codes or warning messages. Obtaining daily payment processing or usage data must also be manually collected at the pay machines. Once collected, all payments must be processed manually. Proposal Results In August 2015, staff sent out three (3) proposals for purchase, installation and two (2) -year maintenance of eight automated commuter pay machines. All three (3) companies submitted proposals that were completed correctly. Vendor Proposal Amount Total Parking Solutions $88,960 Parkeon, Inc. $90,848 Automated Parking Technologies $115,187 Page 2 of 3 Automated Pay Station Replacement RFP Results ($99,933) October 13, 2015 Discussion All proposals were checked to ensure that the supplier was providing the necessary equipment in accordance with the specifications. Individual meetings were conducted with each vendor, which included a demonstration of the proposed parking machine and the back office software. After completing the interviews and calling all references provided by each firm staff has determined that Parkeon, Inc. provides the best solution for the Village. Parkeon, Inc. is a French company with North American headquarters in New Jersey that has been in the multi -space parking technology business for over 40 years. Parkeon has more than 20,000 multi -space parking machines installed in over 250 cities in the U.S. Staff contacted all references provided and all references indicated that Parkeon has performed satisfactory work and they would recommend using them again. Parkeon was the second lowest of the three firms submitting pricing with a cost of $90,848. Total Parking Solutions (TPS) submitted a lower proposal of $88,960; however, the cost of the parking machines extends well beyond the initial installation and two year maintenance period. The Village foresees a minimum ten (10) year long relationship with the parking vendor. The associated annual costs to maintain and support the machines for years three (3) through ten (10) are important to consider. The two fees we compared are extended maintenance cost (parts, labor preventative maintenance) and operational fees (cell charges, software agreements/license, back -end costs). Annual Costs to Operate Machines in Years 3 —10 Vendor Name Extended Maint. Cost Annual Operational Annual Fees Annual Total Year 3 - 10 Total Parkeon $6,000 $5,472 $11,472 $91,776 TPS $8,640 $7,680 $16,320 $130,560 APT $10,360 $8,640 $19,000 $152,000 When considering annual costs (see table above) associated with the machines in years three (3) through ten (10) Parkeon is significantly cheaper over the life of the machine when compared to the other two (2) vendors. Parkeon's total annual costs are $38,784 less than Total Parking Solutions total annual costs of $130,560. Considering the purchase and installation costs of the parking machines with the associated costs in years three (3) through ten (10) Parkeon's total cost is $36,896 less ($182,624 total cost) compared to Total Parking Solutions' total cost of $219,520. The existing machines are stand alone and work off an internal operating system storing all transactions locally at each machine. The proposed machines represent a significant upgrade utilizing cellular technology to operate limiting the need to store transactions locally. All new operating systems will be accessible through a cellular network making parking transactions, financial/data information and critical alarms or errors reporting in real time. All parking transactions are stored at an off-site server requiring that transactions are only stored locally if the cellular connection is lost. In conjunction with the cellular network the new machine will employ back office software that is lacking with the current machines. The back office system will allow staff to control, update and maintain the machines remotely without the assistance of the vendor. Currently updates to the parking machines must be completed locally. Changes may include fee changes, special event messaging, software/firmware Page 3 of 3 Automated Pay Station Replacement RFP Results ($99,933) October 13, 2015 updates etc. In addition, all financial reporting and parking enforcement will be handled via the back office software. Currently all reporting is run on receipt paper from the machines. The existing machines accept payment via cash/coin or a proprietary debit card. The new machines accept cash/coin payments and credit/debit payments from a bank issued card. The machines will no longer accept the proprietary debit card. The credit card payments will be delivered nightly via the internet to the village's authorized bankeard processor for authorization. All transactions will meet the current Payment Card Industry Data Security (PCI) standards. In fact, Parkeon has earned the highest rating of Level 1 PCI certification compliance. In addition to the stated payment options the Village will implement a pay by phone application. The application allows users to pay using a smart phone. All costs are borne by the user though a $0.35 per transaction fee. There is no cost to the Village. This payment option will allow commuters to pay for parking while waiting for the train or while riding the train, all transactions are recorded in real time avoiding any potential issues with enforcement. One of the significant benefits of the new machines is the ability to be continuously upgraded. The machines are specifically designed to by upgraded; including hardware and software, as new technology becomes available thus extending the life of the machines. We expect a minimum of ten (10) years out of the machine, but a number of Parkeon machines older than ten (10) years are still in operation. Most importantly the older machines have been upgraded to run the most current software and utilize current hardware without complete replacement of the machine. Based on the very favorable pricing and product design, staff is recommending the Village board award a contract to Parkeon, Inc. for the installation and maintenance of eight automated parking machines. Staff recommends including a 10% contingency fee in the award of this project. This contingency would be reserved for solutions to unanticipated conflicts that arise during the removal and installation of the new automated commuter pay stations. In this instance, the total recommended award would be $90,848 + $9,085 (10% contingency) = $99,933 (recommended total award). Recommendation I recommend that the Village Board accept the proposal as submitted from Parkeon, Inc. in the amount of $99,993.00. Sufficient funds for the proposed expenditure are available in the 2015 budget. Director of Public Works Cc: Director of Finance David Erb Deputy Director of Public works Jason Leib ,, Paul Bures Superintendent of Streets & Buildings Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO:MICHAEL J. CASSADY,VILLAGE MANAGER FROM:FINANCEDIRECTOR DATE:OCTOBER 16, 2015 SUBJECT:PARKING FUND UPDATE Included on the October 20, 2015 Village Board agenda is a request to purchase new automated parking pay stations for use in the Metra and village-ownedparking lots. The current parking meters are obsolete and in need of replacement.Without their purchase, continued collection of parking fees could be disrupted. Sufficient fundsfor the purchase are availablein the 2015 budget ofthe Village Parking System Fund(051). Historically, both parking funds have struggled to maintain a positive fund balance position due to insufficient revenues. This is especially true for the parking fund that shares parking revenue with Metra as part of the land lease. The rate structure currently in place is not sufficient to support ongoing expenses. Finance staff has taken steps to reduce the expense burden on both parking funds by eliminating certain charge-backs and lease payments. Beginning with budget year 2016 the only costs being allocated to the parking funds are salary and benefits attached to those employees responsible for maintaining the lots, commodities, contractual service items and capital repairs/purchases directly related to parking operations. Listed below is the estimated fund balance as ofDecember 31, 2016 for the two village parking funds. 051-Village Parking System Fund (village-owned)($26,231) 052-Parking System Revenue Fund (Metra land lease)($198,292) While the Village Parking System Fund (051) starts 2016 with a positive fund balance, a planned capital improvement totaling $150,000 would cause the fund to fall to the deficit position shown above. It is anticipated that the capital improvement would be deferred or scaled back to prevent this from occurring. The Parking System Revenue Fund (052) starts 2016 with a negative balance of $101,908 and grows further to $198,292, also the result of a planned capital improvement. This project totaling $75,000 will also be deferred unless additional resources are madeavailable. Staff has researched the daily parking rates and parking solutions of other communities along our same Metra line and a Committee of the Whole to discuss our parking fund situation furtherwould be prudent. The current daily rate has been in place for over 10 years and a potential rate increase sufficient to support ongoing operations should be considered along with other operational changes. Please let me know when we can put this on the schedule for review. David O. Erb Finance Director C:\\Users\\djarosz\\AppData\\Local\\Microsoft\\Windows\\Temporary Internet Files\\Content.Outlook\\YID4321P\\Parking Fund Update - October 2015.docx Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL FROM: IT DIRECTOR DATE: OCTOBER 12, 2015 1 ?AA SUBJECT: REQUEST TO WAIVE BID PROCESS TO PURCHASE DESKTOP PCS Staff is requesting approval to purchase fifty-six (56) Dell desktop computers. Fifty-two (52) will replace six-year-old computers that are slow and out of warranty. Staff is running out of replacement parts to keep these old PCs running. Additionally Police has requested approval to purchase four (4) new desktop PCs as part two of a three-year initiative to increase their inventory of viable user workstations. The new Police PCs are slated for Booking and Investigations, replacing older PCs that have been repurposed from other functions. See the attached Computer CIP item G-10 from the Capital Improvement Plan. The Village has standardized on Dell computers and Dell provides discounted pricing to Illinois municipalities per the MHEC (Midwestern Higher Education Compact) Contract code 45ABZ. Microsoft Office Professional is also needed for the new PCs, which will be purchased from CDW who holds the state contract for Microsoft products. Count Specifications Extended Cost 56 OptiPlex 7020: Intel Core i7-4790, 3.6 GHz, 8 GB RAM, 500 GB Hard Drive, $57,418.48 DVD+/ -RW, 23" monitor, MS Windows 7 Professional, Mouse, 4 -yr. Warranty. $1,025.33 each 4 Microsoft Office Professional $344.87 each $1,379.48 Total $58,797.96 I recommend that the Village accept the state bids to purchase fifty-six (56) PCs from Dell and four (4) copies of Microsoft Office Professional from CDW for an amount not to exceed $58,797.96. Funds are available for these purchases. � C°ayu�Gv✓ w �_s,►'7�e�o0 Attachment lAVB Request Memos12015 Desktop Requests.docx Joan Middleton IT Director Page i o1'2 G-10 VILLAGE OF MOUNT PROSPECT 2015-2019 Project Name: Computer Workstations (E) Project Type Code: 707 2015 Dept: Priority: 9 Department: Police Description: This 3 -year project commenced in 2014. This project includes a total of thirteen additional new computer workstations to the replacement schedule. There are currently eighty-three computer locations; however there are only fifty-seven computers on the current replacement schedule. The remaining thirteen positions are designated as repurposed. These computers are utilized to complete reports, complete training, review TtS video and data entry/retrieval from the RMS system, and CFMH systems. Hardware/Software Costs: 2015 2016 2017 2018 2019 Totals Computer Workstations 4,200 4,200 0 0 0 8,400 Microsoft Office 1,400 1,400 0 0 0 2,800 5,600 5,600 0 0 0 11,200 Sources of Funds: 2015 2016 2017 2018 2019 Totals Police 5,600 5,600 0 0 0 11,200 5,600 5,600 0 0 0 11,200 Impact to Annual 2015 2016 2017 2018 2019 Totals Lease Payment. Existing Payment Dept (name) 0 0 0 0 0 0 IT 0 0 0 0 0 0 Proposed Payment Dept (name) 0 0 0 0 0 0 IT 2,331 3,367 4,403 4,403 4,403 18,907 Change Dept (name) 0 0 0 0 0 0 IT 2,331 3,367 4,403 4,403 4,403 18,907 Page i o1'2 G-10 Page 2 of 2 File Name: Computer C1P 2015-2010 Workslaltow-.VeW.xISX (F) = Existing Project VILLAGE OF MOUNT PROSPECT CUMPiJTER GiP (Hardware / Sctftvrsre t►vr�r SSO(ij `. 2015-2019 Project Name: (Computer Workstations (l:) Project Type Code: 707 2015 Dept. Priority: 9 Department: Police Justification/Comments: The department needs to provide computer workstations capable to meet the need for police department personnel to query informational databases to obtain information for current and ongoing investigations, crime scene technician work related to digital photography, training, computerized accident reconstruction software, and report writing. Due to this increased operational need to perform routine tasks, the police department is requesting these computer workstations to be added to the replacement schedule. Locations for replacement: 2014: Patrol Report Writing (4), Range Report Writing (1) 2015: Booking (2), Investigations (2) 2016: Front Desk (3), Range (1) /s this part of the dept.'s 5 -yr technology plan as Yes, the department will continue to enhance its computer workstation inventory to provided to the Village meet operational needs. The department will continue to repurpose workstations Technology Advisory wherever possible and extend the life of those computers through memory upgrades Group? /f so, how? whenever possible. Acquisition of these additional workstations are in alignment with the Village's Strategic Plan of enhancing our infrastructure systems to meet our emerging needs. Implementation schedule: 2015, 2016 Personnel utilizing: Administration, Investigations, Patrol Supervisors, Patrol, Records, Technical Services. Page 2 of 2 File Name: Computer C1P 2015-2010 Workslaltow-.VeW.xISX (F) = Existing Project