HomeMy WebLinkAbout13.3 Lund Industries Bid5/11/2017 BoardDocs® Pro
IN
Agenda Item Details
Meeting
May 02, 2017 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category
13. VILLAGE MANAGER'S REPORT
Subject
13.3 Motion to accept Lund Industries of Northbrook, Illinois as the vendor for converting and
equipping ten (10) Police Department fleet vehicles in an amount not to exceed $99,462.71.
Access
Public
Type
Action
Preferred Date
May 02, 2017
Absolute Date
May 02, 2017
Fiscal Impact
Yes
Dollar Amount
99,462.71
Budgeted
Yes
Budget Source
Vehicle Lease Fund
Recommended
Accept Lund Industries of Northbrook, Illinois as the vendor to convert and equip ten (10) Police
Action
Department fleet vehicles.
Public Content
Information
VEHICLE CONVERSIONS:
Since 2013, the Police Department has employed the services of Lund Industries of Northbrook for squad conversions,
which consists of removing and re -installing police vehicle equipment from a replaced vehicle into a new vehicle.
Additionally, the conversion involves the installation of new emergency lighting, mobile data computers with mountings,
radios, mobile video recording systems and numerous other squad equipment items. In 2012, the department conducted
a process of selecting a new vendor to provide this service. Based on the cost and ability to meet department needs,
Lund Industries of Northbrook was selected.
In April 2017, staff reviewed the six (6) companies still providing the service of converting and equipping police fleet
vehicles in the Chicago metropolitan area; the results of this research is detailed in the attached memo. Through an
examination of capacity, cost, personnel time, and quality of work, staff determined Lund Industries of Northbrook, Illinois
remains the most viable and appropriate vendor to provide these services to the Police Department.
A review of procedures followed by other police agencies in the Chicago metropolitan area shows the overwhelming
majority of police agencies use a staff analysis to determine the appropriate vendor for converting and equipping police
vehicles. Requests for Proposals/Requests for Quotes are not utilized to solicit costs due to variable products stocked by
vendors and the lack of response from vendors.
Therefore, it is requested that the bid process be waived to employ the service of Lund Industries for the conversion and
purchase of related installation equipment for eight (8) Ford Explorers, one (1) Chevrolet Tahoe and one (1) 2017 Dodge
Ram Crew Cab at a cost not to exceed $99,462.71. Funds are available for this expenditure in the vehicle
replacement account 061.80.86.00.1.000.660.003 which is listed on page 280 of the 2017 Annual Budget.
Alternatives
1. Accept Lund Industries of Northbrook, Illinois as the vendor to convert and equip ten (10) Police Department fleet
vehicles.
2. Action at discretion of Village Board.
Staff Recommendation
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5/11/2017
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Staff recommends the approval of Lund Industries of Northbrook, Illinois, to complete the conversion and outfitting of ten
(10) Police Department fleet vehicles scheduled for purchase in FY2017 in an amount not to exceed $99,462.71.
CHF 17--13 SQUAD CONVERSION -INSTALLATION 2017.pdf (301 KB)
Administrative Content
AB. Comments on attached memo:
Did we reference check with other municipalities regarding Ultra Strobe Comm. customer service and work quality?
Executive Content
Motion & Voting
Accept Lund Industries of Northbrook, Illinois as the vendor to convert and equip ten (10) Police Department fleet
vehicles.
Motion by Michael Zadel, second by Richard Rogers.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
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MOUNT PROSPECT POLICE DEPARTMENT
FORMAL MEMORANDUM I CHF 17-13
f';`O' "i'ROI, N[.)C1r Bf R
TO: CHIEF T. JANOWICK
FROM: COMMANDER R. SMITH
SUBJECT: 2017 SQUAD CONVERSION / INSTALLATION
DATE: APRIL 26, 2017
On April 18, 2017, The Village Board approved the purchase of ten (10) new vehicles
dedicated for use in the police department fleet, which include eight (8) Ford Police
Interceptor Sport Utility Vehicles, one (1) Chevrolet Tahoe Police Vehicle, and one (1)
Dodge Ram Crew Cab Pickup. Of the ten (10) vehicles purchased, seven (7) are slated
to be utilized in the Patrol Section, one (1) for a Patrol Supervisor vehicle, one (1) for a
Community Service Officer vehicle, and one (1) for an Investigative/Administrative
vehicle. You requested me to conduct research on the cost of converting these new
vehicles for department use. A squad car conversion consists of removing and re-
installing police vehicle equipment from a replaced vehicle into a new vehicle. The
conversion involves the installation of new emergency lighting, prisoner partitions,
mobile data computers with mountings, radios, mobile video recording systems, and
numerous other squad equipment items.
Background
In 2012, staff conducted research on squad conversion companies and completed a
memorandum comparing the main installation companies in the Chicagoland area,
which included Auto Truck Group in Bartlett, Havey Communications in Lake Bluff, Lund
Industries in Northbrook, Public Safety Direct in Crestwood, SAE Customs in
Wauconda, and Ultra Strobe Communications in Crystal Lake. At that time, staff
recommended that the police department switch to Lund Industries from Ultra -Strobe
Communications as the department's squad conversion company.
Research
These six companies are still the main installation companies utilized today by law
enforcement agencies in the Chicagoland area for squad conversion purposes. I
contacted the six companies to obtain today's current pricing for the basic labor for a
squad conversion. This pricing is only for the labor to remove and reinstall the
equipment and does not include any new equipment, which may need to be purchased,
if the item is unable to be reused.
• Ultra -Strobe Communications (Crystal Lake, IL) — The company was
established in 2001; they have five full-time installers and is located 24 miles
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With COURAGE we protect, with COMPASSION we serve.
MOUNT PROSPECT POLICE DEPARTMENT 1I CHF 17-13
FORMAL MEMORANDUM
CONTROL NUMBER
from Mount Prospect. Ultra -Strobe is a company we utilized to install emergency
equipment in our department vehicles between 2009 and 2012. Ultra -Strobe was
eager to obtain our business again, and of the companies that provided us with
labor costs this year, Ultra -Strobe Communications was the most expensive of
the companies evaluated.
• Auto Truck Group (Bartlett, IL) — The company was established in 1918; they
have sixty full-time installers, and is located 23 miles from Mount Prospect. Auto
Truck Group did not return our phone calls, but based on the research conducted
by the department in 2012 Auto Truck Group was the most expensive of all the
companies researched back then. Auto Truck Group began installations of
emergency equipment into law enforcement vehicles in 2008. Based on their
lack of interest in providing us with pricing this year and being they were the most
expensive installation company researched in 2012, Auto Truck Group does not
appear to be a viable option for Mount Prospect.
• SAE Customs (Wauconda, IL) — The company was established in 2007; they
have two full-time and two part-time installers, and is located 24 miles from
Mount Prospect. Customers of SAE Customs are almost exclusively from Lake
County area, such as the Round Lake Police Department(s) and the Lake County
Sheriff's office. While the pricing SAE Customs submitted was the least
expensive of the quotes received this year they also possessed the least amount
of experience of the installation companies researched.
• Public Safety Direct (Crestwood, IL) — The company was established in 2009;
they have seven full-time installers, and is located 39 miles from Mount Prospect.
Public Safety Direct is located in Crestwood and currently provides squad car
conversion services for many of the law enforcement agencies in the western
and southwestern region of Cook County. The fact that Public Safety Direct is
located 39 miles away from Mount Prospect and it would take at least one hour
to reach their facility would be problematic in the future when vehicles need to be
dropped off and/or picked up for maintenance. Public Safety Direct did not return
our phone calls seeking prices for squad car conversions.
• Havey Communications (Lake Bluff, IL) — The company was established in
1983; they have two full-time and two part-time installers, and is located 21 miles
from Mount Prospect. Havey Communication is a well-established company
located in central Lake County and has been in business for almost 30 years. I
was in contact with a representative from Havey, and they declined to provide
any prices for our squad conversions this year, referencing the amount of
business they currently are committed to this year. Havey Communications
indicated they would be unable to provide a timely turn -around for our squad
conversions.
Page 2 of 4
MOUNT PROSPECT POLICE DEPARTMENT
FORMAL MEMORANDUM
CHF 17-13
CONTROL NUMBER
Lund Industries (Northbrook, IL) — The company was established in 1978; they
have three full-time and two part-time installers, and is located 12 miles from
Mount Prospect. Lund Industries has been in business for nearly 30 years and is
our current conversion company. Lund Industries is the closest in proximity to
Mount Prospect, which has proved invaluable over the last four years.
The main considerations that should weigh heavily on the decision of which installation
company the Village should utilize are the folllowing:
• Cost of squad conversion/installation
• Distance and convenience of the installation company
• Reputation and customer service of the installation company
COST
Obviously, some conversions are unique, but based on the general pricing for these
conversions I was able to assess if our current vendor, Lund Industries, was competitive
with their labor costs. The following prices for basic labor, removal, and stripping down
of a current police department vehicle, and the installation of the current equipment into
a replacement vehicle varied depending on the extent of the conversion and the amount
of new equipment needed. The following prices are basic labor costs to perform a single
squad car conversion. They do not reflect pricing to purchase new equipment. They
only represent the labor costs associated with the squad car conversion.
• Lund Industries: $2,395 per vehicle
• SAE Customs: $1,730 per vehicle
• Ultra —Strobe Communications: $2,600 per vehicle
The following companies provided the quotes listed below in 2012, but either did not
respond to our emails, phone calls or declined to provide pricing.
• Auto Truck Group: $2,970 per vehicle (Based on our 2012 research)
• Public Safety Direct: $1,920 per vehicle (Based on our 2012 research)
• Havey Communications: Decided to not provide us with any pricing, citing they
were unable to handle our business
LOCATION
The location and convenience of the installation company should be as important as the
cost of the conversion for each vehicle. Our current vendor, Lund Industries, is the
closest and most convenient of the installation companies.
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MOUNT PROSPECT POLICE DEPARTMENT I CHF 17-13
FORMAL MEMORANDUM
CONTROL NUMBER
REPUTATION/CUSTOMER SERVICE
The reputation and customer service of these installation companies of course depends
on the perspective of the person asking and answering the question. In 2012, staff
recommended the Village switch installation companies to Lund Industries from Ultra -
Strobe Communications based on the lack of service and problems we're experiencing
with Ultra -Strobe Communications. Since switching, we have had a positive relationship
with our current installation company, Lund Industries. Additionally, the quality of Lund
Industries work has been exceptional and they are very responsive to our needs.
RECOMMENDATION:
Geographically, Lund Industries is located in Northbrook and is the closest to Mount
Prospect, as compared to the other squad conversion companies. Lund Industries
location makes it convenient for the transportation of the current and replacement
vehicles for repairs or "tweaks" that are inevitably needed. Lund Industries continues to
provide their service at a reasonable cost. Lund Industries has done an excellent job
meeting the needs of our police department and has established a relationship of
mutual trust that has a value that should not be ignored. Therefore, it is my
recommendation that based on cost, location and reputation of service, the Village
should continue to utilize Lund Industries for the 2017 squad conversions.
Page 4 of 4