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Home My WebLink About7. MANAGERS REPORT 06/07/2005 Mount Prospect ,~ ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM ""~"""",.""",.""""",,:.,,, -...."'""M.".'.'.....".".:;,~"',..,:'7.'>,O,,"<.., \;,':., TO: FROM: VILLAGE MANAGER MICHAEL E. JANONIS DEPUTY DIRECTOR OF PUBLIC WORKS DATE: JUNE 1,2005 BID RESULTS - HUNTINGTON LIFT STATION GENERATOR REPLACEM ($49,256) SUBJECT: Background Huntington Lift Station is wastewater pumping facility situated on the south side of Golf Road just west of Hunt Club Road. This pumping station is a true "lift" station - it lifts sanitary wastewater from a lower elevation to a higher elevation so that it can continue to flow downhill to a treatment plant. Lift stations are necessary whenever local gravity sewers become so deep that continued progress using a downward slope becomes impractical (see Attachment A). Such is the case for Huntington Lift Station where the gravity sewer reqeiving wastewater from the multi-family residential and commercial areas south of Golf Road cmd west of Elmhurst Road (see map in Attachment B) becomes deeper than the gravity sewer system it discharges to on the north side of Golf Road. Since the Huntington basin handles separate sanitary wastewater, the lift station must operate continuously. If the station fails, even during dry weather, sewer surcharging will occur and basement back-ups may be possible. . Accordingly, when the Huntington Lift Station was constructed in 1970, its design included an emergency natural gas-fired generator and an automatic transfer switch to power the station in the event that the ComEd feed was interrupted. The generator itself is over 35 years old and is currently inoperable. Furthermore, repair parts are no longer available. Consequently, staff has concluded that this generator should be replaced. To assist with this effort, staff has secured the services of the Farnsworth Engineering of Normal, Illinois. Farnsworth specializes in electrical engineering and SCADA communication projects. Farnsworth assisted staff in the preparation of bid documents and technical specifications for a new replacement generator. Bid Results Bids were requested by advertisement in a local paper as required by Village policy. A pre-bid conference and site inspection was held for interested parties. Ten (10) firms attended. Six ~, Page 2 of 2 Bid Results - Huntington Lift Station Generator Replacement ($49,256) June 1, 2005 " (6) invitational bids were distributed. On April 25, 2005 bids were received and publicly read aloud. Six (6) bids were received. Results are as follows: Bidder Bid ,IL $48,904 $49,256 $59,500 $65,365 $75,000 $86,314 Discussion Adlite Electric has not previously performed work for the Village of Mount Prospect. Reference checks indicate that they have sufficient electrical generator construction experience but lack adequate familiarity with SCADA systems. Since the Huntington Lift station is an essential part of the Village's sanitary sewer system and the communications interconnect with our existing SCADA system is critical to our operations, Farnsworth does not recommend awarding this project to Adlite. The second low bid was submitted by Ridgewood Engineering of Schaumburg, IL. Ridgewood's tender was only $351 higher than Adlite's proposal. However, Ridgewood has extensive experience with the Village. Most notably, they were the prime contractor on our recent SCADA replacement and upgrade project. In addition, Ridgewood has successfully completed several other electrical and SCADA integration projects for the Village over the course of the last ten years including replacement of the motor control centers at Booster Stations, 4, 5, and 16, replacement of high service pump 4 at Booster Station 4, and the installation of emergency power connections and other electrical modifications at Booster Stations 11, 16, and 17. Their performance on all of these projects was exemplary. Given Adlite's lack of SCADA experience, Ridgewood's expansive history of successful similar projects with the Village, and the negligible cost difference between the two bids, Farnsworth recommends accepting Ridgewood Engineering as the lowest, responsive bidder and rejecting Adlite Electric Company of Des Plaines as non-responsive due to lack of suitable SCADA experience. Staff concurs with this recommendation. Recommendation I recommend rejecting the bid proffered by Adlite Electric of Des Plaines, Illinois as non-responsive and accepting the next lowest, responsive offer as submitted by Ridgewood Engineering of Schaumburg, Illinois for an amount not to exceed $49'256':JU icient funds for this proposed expenditure are available in the current budget. ~ Sean p, Dorsey Cc: Water/Sewer Superintendent Matt Overeem " Typical Sewer Lift Station Upper Elevation Gravity Sewer ~........ 1 Lower Elevation Gravity Sewer <i J Lift Station I 0;; i! ~ ~ tr I- D C] ~ 0 0 oo~ ~::, lr .' '~I- ::: o "E? 4:::: ~~~GjtpJi1- n ~>7 U "- / ~I._I.... I. .J n .." L llCJll~r::ftu ::: [} tiJ ] ~I It..:.:i . . " t[b , ~: I ,,(2 ::: '0 ~ r \, [.~ '::: bl- o~r-J....., It :: 1L?\qW1~ 0 C) CJ t -~:r ;L )r.f:I.,qlr.l11;hnT~V : :~ U UI:.;.:.JILJ~~V\ 1r.1 .,~ L D J[ ~ ~ LlI ~ l1J ~I In~ r--- I~ EJ l""fm-~ ,::-:] ..u- oa tb Ifl r::t...,F'1 ~ l..wr l'~~ ''':'TT\:: CJ '~.....J' ~.~.- - 0 \ r:t "1:..:.;J 7") :c(~ r,:;J LJ f2J \i' ~: ~:: Iij;i EJ 123 Ll r-'. tI ~ ill 0 ~ ~ ~oa ~po 15S c:J' Huntington Li~tation Golf Rd cD~~~ 1::1 \ Q ~81- TI- n \ ~_ ~ C1 'L.:.J ---::r.I c:::=J ~ {ij ...." ~ [J:J .. . .. o I ..... ..... ..... ..... ..... ..... ..... ..... ..... )IT,..... ......... ......... ,......, r.-:-:-. ,.,.,-:-:"I A ~ ~"W=~ nI1 r:':1 r:J ~ ~lS'U- .. ~-: "'~ ., M co CD .... IX: Cl A ~ ~ : : .~- ~ II " t: ~BJ II:"~: i~~.. . .. ,.. : [ill. ~ ~ In ~ ...><- v-~ - 11 "l r ~~C::J :0:] ." j n LJ '---- ~ HuntinQton Lift Station Service Area Attachment 8 ; ;:'o/:.-"::,:~')\5;~::~~:~ iti:~~~0j!i:~:~~\,~;\ :it~g,$~":' ""~~;?{n{~i:>~~' :;~'f;'€ti'~t'~i(~t'!:';fh:_"<:'~;;~, ;\, MQwt '7~'~:rttf.le;~nt Int~rQtrfice, M~m.Q) TO: MICHAEL E. JANONIS, VILLAGE MANAGER ~. ~-n.., ,,11 oS- FROM: MICHAEL J. FIGOLAH, FIRE CHIEF SUBJECT: BID RECOMMENDATION - RE-CHASSIS AMBULANCE 521 DATE: JUNE 1, 2005 GENERAL BID INFORMATION The Fire Department has developed specifications and received bids to re-chassis Ambulance 521 which is a 1998 Ford chassis with 75,000 miles. This is the first re- chassis of two scheduled for this vehicle. The vehicles condition and maintenance record warrants a re-chassis at this time. On May 23, 2005 at 10:00 AM, sealed bids were received for the purchase of a Type III E450 Super-Duty Ambulance chassis and modular updates as outlined in our specifications. There were a total of twelve (12) bids mailed to ambulance manufacturers. SUMMARY OF BIDS RECEIVED A total of three (3) and two (2) no bids were received at the time of the bid opening for the purchase of a Type III E450 Super-Duty Ambulance chassis and specified modifications. The sealed bids were publicly opened and read aloud: BIDDER BID PRICE Taylor Made Ambulance Foster Coach Sales, Inc. $68,823 $75,595 $85,601 Osage Ambulance Excellance, Inc. and Midwest Emergency Vehicles Sales, Inc. submitted no bid letters and asked to be kept on the list for future purchases. . To: Village Manager Subject: Ambulance Bid Recommendation June 1, 2005 Page 2 RE-CHASSIS POLICY The Fire Department has established a practice to re-chassis ambulances twice before purchasing new. This practice is anticipated for this ambulance and will extend the usefulness of the ambulance module for a period of eighteen years therefore; reducing the long-term cost of the vehicle. The new chassis will have a 3-year/36,000 mile bumper to bumper warranty and a 5-year/50,000 mile paint warranty. Also, as part of the specifications the ambulance company is required to provide a loaner ambulance during the estimated 90-120 day delivery period. ~ RECOMMENDATION Based on the above information, I recommend that a contract be awarded to Taylor Made Ambulance, Newport, Arkansas in an amount not to exceed $68,823.00. The estimated cost to replace this vehicle with a new ambulance is $115,000 therefore; the Village will realize a savings of over $46,000 with the re-chassis program. BUDGET AUTHORIZATION Funding for the Type III Super-Duty Ambulance chassis and specified modifications is provided in the 2005 Budget in the Capital Improvement Section on page 287. The account number is 6707709-660120 and the budgeted amount is $80,000. MF/jm CHF 05-124 INTEROFFICE MEMORANDUM Village of Mount Prospect Mount Prospect, Illinois FROM: VILLAGE MANAGER, MICHAEL JANONIS CHIEF OF POLICE, RICHARD EDDINGTON ~. ~i~ b\1105 TO: DATE: MAY 19, 2005 SUBJECT: RANGE AIR FILTRATION SYSTEM Police Department Request The police department is requesting to purchase and install a ventilation system at the firing range at a cost not to exceed $125,000.00. Attached for your review are itemize lists of equipment and services provided by three (3) area vendors. Discussion All department sworn personnel are required to qualify on a quarterly basis. Officers are required to demonstrate proficiency with duty weapons, off duty weapons, less lethal weapons and AR-15 rifles. Qualifications take place in the department's firearms range. The range is located in the basement of fire station number two located at Golf Road and Busse Road. No weapons qualifications occur at any other location. The range is serviced by an air filtration system which has been in operation for more than 25 years. Not only is this system costly to maintain and repair, the system does not meet current air filtration standards for a firing range. The current system draws in air from the area adjacent to the firing booths into air intake ducts. As such, airborne particulates are drawn to the area surrounding officers during qualification. Contemporary systems currently available require air intake locations downrange so that air requiring filtration is pulled away from personnel. Additionally, systems currently available move far greater volume of air more quickly and efficiently away from personnel. Department personnel knowledgeable in range equipment met with three contractors specializing in air ventilation systems. The contractors were provided with the requirements for a new range ventilation system taking into account the current range equipment and layout. Page - 1 - \ \Pd\Users\msemkiu\Main \My Documents\Equipment\Range Fillra lion. doc CHF 05-124 Conclusion & Recommendation In determining which contractor would best meet the needs of the department, several key factors were considered: cost, experience with equipment, service, and equipment quality. Based upon these factors it was determined that Patriot Range Technologies met the requirements of the department. Bids were received from Carey's Heating and Air Conditioning, Gleason & Elfering Climate Solutions and Patriot Range Technologies. Of the three quotes received, Patriot Range Technologies provided the lowest quote for like equipment and service. The department has used Patriot Range Technologies to provide service at the range facility in the past. In addition to being a local business, Patriot Range Technologies has significant experience in providing similar equipment and services to government agencies throughout the country. This project would be funded from monies budgeted in CIP account 5107701-640035. Attached for your review are quotes from all three system providers as well as a list of agencies Patriot Range Technologies has provided services. In conclusion, based on cost and experience it is staff's recommendation to purchase a ventilation system through Patriot Range Technologies. It is also requested that the bid process be waived to allow for the system installation. Attachments R~O~- Chief of Police Page - 2 - \\Pd\Users\msemki u\Ma in\My Documents\Eq uipment\Range Filtration .doc Quotes Patriot Ran e Technolo ies, LLC Carev's Heatin & Air Conditionin Gleason & Elferin $121,845.00 $148,226.00 $167,896.00 CHF 05-124 SCHEDULE OF PRICES SCHEDULE OF PRICES MOUNT PROSPECT SMAll ARMS RANGE RFP BID PART I (To be completed by contractor) 1. ACTIVITY AND LOCATION Mount Prospect Police range at Fire Dept. 2. mLE OF CONTRACT AND SITE LOCATlON Small arms range ventilation 3. NAME AND ADDRESS OF CONTRACTOR Patriot Range Technologies LtC. 227 Bluff Avenue Lagrange, IL80525 4. SIGNATURE AND TITLE OF CONTRACTOR'S AGENT PART II (To be completed by OICC 01 ROICC) 1. CONTRACT NO. 2. DATE OF CONTRACT 3. CONTRACT PRICE 4. 2ND LOW BID 7. ALLOTMENT OR ALLOCATION NO. e. APPROPRIATION TlTLE S. 11ME FOR COMPLETlON (Oars) 10. REVIEWED & FORWARDED (Dale) 11. SIGNA TVRE OF APPROVING OICC 90 12...ITEM c. QUANTITIES d. MATERIAL COST e. LABOR COST NO b. DESCRIPTION OF ITEM NO. OF UNIT COST COST UNIT COST COST TOTAL COST UNITS UNIT DEMOUnON OP DeMOLITION PlANSET 1 EA 450.00 450.00 1,500,00 1,500.00 1,950.00 01 INTERIOR DEMOLmON FOR HVAC 1 EA 345.00 345.00 2,200.00 2,200,00 2,545:00 02 CUTTING I CORING 3 EA 500,00 1 ,500.00 1,450.00 4,350.00 5,850.00 D4 OEMOLmON OF EXISTING SUPPLY AIR SYSTEM 1 EA 300,00 300.00 450.00 450.00 750.00 D5 OEMOL1TlON OF EXlSTIIIIG EXHAUST FAN SYSTENl 1 EA 300.00 300.00 450.00 450.00 750.00 DEMOUTION TOTAL 1.895.00 GENERAL CONSTRUCTION CP CONSTRUCTION PLANSET 1 EA 450.00 450.00 1,500.00 1,500.00 1,950.00 C1 NEW SUSPENDED CElLlNG (RANGE STAGING & CONTROL AREA) 600 SF 2.20 1,320.00 3.00 1,800.00 3,120.00 C1,1 WALL PARTITION IN BREAK ROOM 1 EA 1,500.00 1,500.00 1,000.00 1,000.00 2,500.00 Cl.3 PRECAST FLOOR SUPPORT RAILS 1 EA 700.00 700.00 1,200.00 1,200.00 1,900.00 C2 PAINT I FINISH WORK EFFECTED AREAS 1 EA 350.00 350.00 750.00 750.00 1,100.00 C3 ROOF PATCHING 1 EA 750.00 750,00 1,200.00 1,200.00 1,950.00 GENERAL CONSTRUCTION TOTAL 12,520.00 ELECTRICAL CONSTRUCTION EP ELECTRICAL PLANSET 1 EA 450.00 450.00 1,500.00 1,500.00 1,950.00 E1 NEW CONDUCTORS I CONDUITS FOR HVAC 1 EA 1,500.00 1,500.00 1,500.00 1,500.00 3,000.00 E2 NEW POWER & CONTROL OISTRIBUTlON 1 EA 3,500.00 3,500.00 1,800.00 1,800.00 5,300.00 8.300.00 HVAC M1 ELECmlCAL DISTRIBUTION TO FANS 2 EA 650.00 1,300.00 345,00 690.00 1,990.00 M2 STARTER UNITS 2 EA 400.00 800,00 230.00 460.00 1,260.00 M3 EXHAUST FAN UNIT (13.eOO CFM) 1 EA 8,700.00 8,700.00 540.00 540.00 9,240,00 M4 MAKEUP AIR UNIT' (12,000 CFM) 1 EA 16,500.00 16,500.00 540.00 540.00 17,040.00 M5 FILTER ENCLOSURE 1 EA 5,850,00 5,850.00 800.00 80000 6,650.00 Page 1 zoo~ . JUT "1~\1 QJO~QDrOnJ VVJ n~.T~ pnn~~~T ~Ln SCHEDULE OF PRICES SCHEDULE OF PRICES MOUNT PROSPECT SMALL ARMS RANGE RFP BID PART I (To be completed by contractor) 1 ACTIVITY AND LOCATION Mount Prospect Police ranae at Fire Dept. 2. TITLE OF CONTRACT AND SITE LOCATION Small arms rallQe ventilation :3. NAME AND ADDRESS OF CONTRACTOR Patriot Range Technologies LLC. 227 Bluff Avenue Lagrange, IL 80525 4. SIGNATURE AND mLE OF CONTRACTOR'S AGENT PART" (To be completed by alcc or ROICCI ,. CONTRACT NO. 2. DATE OF CONTRACT :3. CONTRACT PRICE 4. 2ND LOW BID 7. ALLOTMENT OR ALLOCATION NO. 8. APPROPRIATION TITLE 9. TIME FOR COMPLETION (Days) 10. REVIEWED & FORWARDED (Date) 1,. SIGNATURE OF APPROVING OICC 90 , 2. a. ITEM c. aUANmlES d. MATERIAL COST e. LABOR COST NO b. DESCRIPTION OF ITEM NO. OF UNIT COST COST UNIT COST COST TOTAL COST UNITS UNIT M6 99.97~ FILTERS 8 EA . 125.00 1,000.00 5.00 40.00 1,040.00 M7 95% FILTERS 8 EA 60.00 480.00 5.00 40.00 520.00 MS 30 ASHREA ALTERS S EA 6.00 48.00 2.00 16.00 64.00 M9 AIRFOIL INLET VANE DAMPER 1 EA 1,100.00 1,100.00 . 1,100.00 M10 DOC CONTROL SYSTEM 1 EA 8,500.00 8,500.00 7,600.00 7,600.00 16,100.00 M11 SUPPLY DlSTRIBunON 70 EA 60.00 4,200.00 145.00 10,150.00 14,350.00 M12 EXHAUST DUCT SECTlOINS 30 EA 60.00 1,800.00 145.00 4,350.00 6,150.00 M13 DUCT FrrTlNGS 6 EA 476.00 2,856.00 540.00 3,240.00 6,096.00 M14 GAS PIPING 1 EA 750.00 750.00 450.00 450.00 1,200.00 M16 RADIAL DIFFUseR PLENUM SECTIONS 5 EA 425.00 2,125.00 275.00 1,375.00 3,500.00 M17 RAOlAL DIFFUSER SECTIONS 5 EA 340.00 1,700.00 41.00 205.00 1,905.00 ABD "AS BUlL r DRAWING SET (ELECTRONIC & PAPER) 1 EA 450.00 450.00 1,500.00 1,500.00 1,950.00 M18 TEST & BALANCE 1 EA - 975.00 975.00 975.00 HVAC TOTAL 91,130.00 IPROJECT TOTAL ~ 121,845.00 ~ Page 2 !:oo~ ":JUT ''1~V O_,___g_~__QoC"onl V"t1.T ,,.. -T" ro"'....._ 1_'- ,or.-", Completed projects (as of 5/01/05) River Forest Police Lt. Craig Rutz 08/11/96 03/25/99 River Forest, IL. (708) 366-7125 $112,000.00 Greendale Police Chf. Rob Dams 02/0 I /99 08/08/99 Greendale, WI. 414-423-2121 $139,000.00 United States Naval Dennis Roy 04/01/98 08/01/99 Academy Annapolis MD 410293-1290 $445,875.00 Hollywood Police RIO Terry Haddock 08/05/99 I % 1/99 Hollywood, FL. 954-967-4633 $32,555.00 Ferndale Police LT. Bill Wilson 09/01/99 10/15/99 Ferndale, MI. 248 541-3650 $26,500.00 Signal Hill Police RIO Ken Bragole 09/02/99 10/25/99 Signal Hill, CA 5629897200 $25,600.00 Evanston Police Sgt. Pat Lenart 07/02/99 11/03/99 Evanston, IL 847 866-5000 $36,800.00 Countryside Police Chf. Chuck D'Urso 08/15/99 11/15/99 Countryside, IL. 708 352-2171 $42,500.00 Matteson Police Dep. Chf. Filkins 10/01/99 02/07/00 Matteson, IL 847866-5000 $ 115,000.00 Elmwood Park Police Dep. Chf. 11/15/99 01/16/00 Elmwood Park, IL. George Bertucci $ 29,000.00 708 583-0963 Zhong Zheng Training Center Kevin Tsai 02/16/00 04/16/00 Taipei, Taiwan 022186757 $ 112,000.00 Ohio State Highway Patrol Sgt. Mark Bosey 07/19/99. OS/25/00 Academy 614 466-4896 Columbus, OH $ 696,000.00 United States Navy Sylvester White 09/30/99 05/01/00 Portsmouth Naval Yard 757-396-5981 Norfolk, VA $ 318,000.00 Patriot Range Technologies LLC 227 Bluff Avenue LaGrange, IL 60525 (708) 354-3150 (708) 354-3163 Fax 2 LaVerne Police. Lt. Chuck Ochoa OS/22/00 1 % 1/00 La Verne, CA (909) 596-1913 $ 56,000.00 Beretta USA Corp Jay Conners 0911 1/00 12/12/00 Accokeek, MD 30 I 283-0435 $ 6,600.00 Alsip Police Sgt Bob Stark 12/21/99 12/01/00 Alsip, IL. 708239-8321 Fremont Police Chf. Phil Duer 07/25/00 12115/01 Fremont, MI. 231924-2100 $ 154,000.00 United States Navy Chf. Ehrhart 04/02/99 12/20/01 R TC Great Lakes, IL 847-688-5661 $1,675,450.00 U. S. Marshal Service Stan Griscavage 0711 9/99 01/23/01. Roybal Federal 213-894-7928 Center Los Angeles, CA. $ 112,000.00 Clarendon Hills Police Chf. Tom Reasoner 01/22/01 01/28/01 Clarendon Hills, IL. 630323-2153 $ 35,000.00 Connecticut Dept. LT. Chuck Woodin 11/12/00 02/01/0 I of Corrections 203-271-5160 Cheshire, CT $ 167,000.00 U.S. Air Force Sgt. Wetzell 01110/01 01/31/01 440'h AL W 414-482-5138 Milweaukee, WI $ I 13,pOO.OO Coral Gables Police Sgt. Robert Brown 03/6/01 0311 9/01 Coral Gables, FL 305 460-5426 $ 31,450.00 Lake Forest Police Mr. Dan Martin 02/2701 08/15/0 I Lake Forest, IL 847615-4217 $ 181,000.00 United States Navy GMC T. Hall 09/22/00 06/22/01 Naval Station 808-474-6549 Pearl Harbor, HI $ 127,000.00 United States Navy Greg Mclane 11/12/00 08/05/01 NAS Patuxent River 301342-5151 Patuxent River, MD $ 588,000.00 Patriot Range Technologies LLe 3 227 Bluff Avenue LaGrange, IL 60525 (708) 354-3150 (708) 354-3163 Fax Southfield Police Sgt. Jim Adamcheck 04/25/01 1 % 1 /0 1 Southfield, MI 248 354-4169 $ 197,000.00 Grand Haven Police Sgt. Glen Bo 08/25/01 09/25/0 I Grand Haven, MI 616-842-3460 $ 50,000.00 United States Navy Vincent Sampson 09/02/0 I I % I/O I Washington Naval Yard 202-433-2226 Washington, DC $ 41,000.00 J.R. Shooting Sports. John Roe 09/08/01 12/12/0 I Naperville, IL 630 236-7788 $ 101,000.00 Shooter's Choice. Shawn Sullivan 10/08/0 I 10/25/0 I Wilmington, NC 9103500486 $ 86,200.00 Reynoldsburg Police Sgt. Tom Tharp 01/25/01 12/08/01 Reynoldsburg, OH 614-322-6952 $ 207,000.00 Mill Creek Sports. Ray Kroske 11115/01 lI/20/0 1 Dexter, MI 734 426-3445 $ 45,000.00 Franklin Police Chf. Ken Bohn 02/25/01 12/08/0 I Franklin, WI 414858-2603 $ 87,000.00 Weymouth Police Dept. Lt. J Mullins 10/01/01 01/25/02 Weymouth, MA 781-682-6120 $104,000.00 Knight Shooting Sports Ed Martenfeld 02/11 /02 03/15/02 Clearwater, FL 7274152318 $116,000 Mundelein Police Sgt Don Hanson 12/01/00 07/15/02 Pistol range 847-949-3250 Mundelein, IL $ 195,000.00 Northeast Wisconsin Jim Strong 04/01/02 09/04/02 Technical College 920-496-7800 Green Bay, WI $ 117,875.00 National Rifle Association Greg Wodack 08/03/02 10/06/02 Headquarters Range 703 267-1489 Fairfax, V A $ 106,450.00 Patriot Range Technologies LLe 4 227 Bluff Avenue LaGrange. IL 60525 (708) 354-3150 (708) 354-3163 Fax Federal Reserve Bank Elliot Downs 10/18/02 11/25/02 of Cleveland 216 579-3068 Cleveland, OH $ 33,550.00 City of Lyndhurst Police Dave Strasshofer 09/25/02 12/01/02 Department 440-473-5116 Lyndhurst,OH $ 16,880.00 Hunting Valley Police Chief Charles Caldwell 01/25/02 12/31/02 Department 440- 247-7324 Hunting valley, OH $ 278,350.00 Milwaukee County Sheriffs Sgt Greg Otto 01/25/01 07/31/03 Training Center 414-525-5710 Franklin, WI $ 988,500.00 Oak Creek Police Chf. Tom Bauer OS/25/03 07/31/03 Oak Creek, WI 414 762-8200 $ 205,000.00 Federal Reserve Bank Norb Kowalski 08/01/03 10/15/03 Of Cleveland / Pittsburgh 412261 7931 Pittsburgh, P A $ 40,000.00 University of Illinois Dep. ChfW. Boyer 05/01103 ] 2/09/03 Police 312413-5575 Chicago, IL $ 343,567.00 Philadelphia Archery & Gun Jim Mastroddi 01/25/04 01/27/04 Club 215551-4544 South Philadelphia, P A $ 19,800.00 Federal agency Mr. Raymond Fischer 05/10/03 02/27/04 703-560-0575 MD Brookfield Police Chf. Art Kuncil 02/05/04 04015/04 Brookfield, IL 708-485-8131 $ 30,000.00 Connecticut Dept. Corrections Lt. Jack Watson 07/01/03 05/19/04 Enfield, CT 860749-7471 $ 140,000.00 JingMen National Academy Kevin Tsai 05/11/04 06/4/04 KinMen, Koushung 886-229-122759 Taiwan $ 98,000.00 Patriot Range Technologies LLC 5 227 Bluff Avenue LaGrange, IL 60525 (708) 354-3150 (708) 354-3163 Fax Mount Prospect Police Chf. Rich Eddington 05/05/04 07/02/04 Mount Prospect, IL 847870-5653 $ 35,000.00 Federal agency Mr. Bob Koch 08/15/03 07/29/04 206-623-6832 TX National Rifle Association Greg Wodack 11/13/04 12/09/04 Headquarters Range 703267-1489 Fairfax, V A $ 56,000.00 Holland Police Capt. Rick Walters 07/01/04 11122/04 Holland, MI 616-355-1143 $213,000.00 U. S. Secret Service John Langen 11/11/04 11/15/04. Laurel, MD 240-624-3605 Powdennill $ 23,200.00 U. S. Marshal Service Stan Griscavage 12/10/04 12/21/04. Roybal Federal 213-894-7928 Center Los Angeles, CA. $ 8,800.00 Patriot Range Technologies LLe 227 Bluff Avenue LaGrange, IL 60525 (708) 354-3150 (708) 354-3163 Fax 6 1AR-28-2005 13:15 FROM: TO: 18473921070 P.2/6 . . CAREY'S Heating and Air Conditioning, Inc. March 28, 2005 Village of Mount Prospect Police Department 112 East Northwest Highway Mount Prospect, IL 60056 Attn.: Richard Eddington, Chief of Police Re: Mount Prospect Police Department \ Small Arms Range Ventilation analysis. Dear Richard, This is a report for the ventilation of the existing small arms range at the Mount Prospect Police Department. It includes information related to the design standards that apply to small arms ranges in general, information specific to our site visit, & a quote for the needed upgrade of your system to meet the current ventilation standards. Please review and let me know if we can be of assistance with any additional information. RANGE STANDARDS: The following standards govern indoor air quality for all indoor small arms range systems. Please note that the United States Navy has used these standards effectively in over 30 indoor firing ranges. EPA: TITLE 40--PROTECTION OF ENVIRONMENT CHAPTER I-- ENVIRONMENTAL PROTECTION AGENCY PART SO--NATIONAL PRIMARY AND SECONDARY AMBIENT AIR QUALITY STANDARDS--Table of Contents Sec. 50.12 National primary and secondary ambient air quality standards for lead. National primary and secondary ambient air quality standards for lead and its compounds, measured as elemental lead by a reference method based on appendix G to this part, or by an equivalent method, are: 1.5 micrograms Der cubic meter, maximum arithmetic mean averaged over a calendar quarter. (Sees. 109, 301(a) Clean Air Act as amended (42 U.S.C. 7409, 7601(a))) 7301 West Duvan Drive, Tinlev Park, XL 60477 *Phone 708-532-2449 Fax 708-429-2150 1AR-28-2005 13:15 FROM: TO: 18473921070 P.3/6 '. NIOSH 8r. OSHA: Established by NIOSH, the performance intent for firing range ventilation systems shall meet all the requirements outlined as recommendations and design considerations in HEW publication no. (NIOSH) 76-130, dated December 1975, entitled "Lead Exposure Design Considerations for Indoor Firing Ranges". This design standard prefers an airflow velocity of 75 feet per minute average on the empty range. This design has consistently provided for the compliance within the established federal standards for airborne inorganic lead concentration limits. When properly executed, lead concentrations are consistently maintained below the action level of 30 micrograms per cubic meter (30ug/m3) in an area where the limit shafl not exceed 50 micrograms of lead per cubic meter (SOug/m3) of air over a time weighted average of eight hours as measured at the respiration zone of the shooters and the range officer when firing from the firing booths per OSHA 29 CFR. 1910.1025 and 1926.62. The above standards were the basis for the Navy Standards. They have added the following to make their standards as described in the Military (Navy) Handbook, MIL-HDBK-I027/3B and now by the Unified Force Criteria Document, UFC-4-160-01 Draft. The Center of Expertise for small arms ranges is Randy Jackson form Atlantic Naval Facilities Engineering Command and can be contacted as a reference to these standards. These standards are as follows. · All systems will be designed using the "Purge Method" (1000/0 Outside Air) as demonstrated at Great Lakes Recruit Center Smafl Arms Range. · All systems will have a digital control system with safeties with remote monitoring through phone lines. · The range must maintain a negative pressure to the rest of the building not less than .04" SP. · The commissioning process will measure the air at the firing line. The average velocity as measured in three places in the booth center, twelve inches up from the floor, twelve inches down from the top, and center, must average 75 FPM +\- 5010. No individual readings less than 50 FPM are acceptable and will constitute failure of the ventilation system. · A smoke test will be performed at the firing line. All smoke must move down range (towards trap). Smoke that does not move, or goes backwards will constitute failure of the range. 1AR-ae-2005 13:16 FROM: TO: 18473921070 P.4/6 SITE VISIT REVIEW: In September of 2003, we made a site visit at the existing small arms range. While at the site we reviewed the existing ventilation system & measured the airflow at the firing line. We also measured the room pressure as it related to the surrounding areas as well as performed a smoke test at the firing line. The results are as follows: 1. The range Is 20 feet wide and requires an air flow of 12,000 CFM to meet the engineering standard as suggested by NIOSH. 2. The existing make up air unit is rated at 6,500 CFM at 1.5" external static pressure. If balance and working to full capacity this unit would provide an air flow of 40.6 Feet per Minute. 3. The existing exhaust is not filtered thus exhausting the airborne lead into the atmosphere. 4. There is currently a midrange exhaust duct. This duct is behind the shooters during tactical training (Officers training down range). If the range is used for tactical training all of the air should be exhausted from the trap end to eliminate the contaminates from entering the respiratory zone. 5. The exhaust duct going up through the roof is not large enough to move the total correct design air flow. 6. There is a slight negative pressure in the range. We measured the pressure at .02" negative when we tested the range. This should be over .04" negative. 7. We performed a smoke test and the aIr flow was not only turbulent but going in the wrong direction in several places at the firing line. a. We took two set of readings. One at the firing line and one at about 7 yards down range of the firing line. All readings were taken using a digital meter with a Velgrid to allow for the best and most accurate readings possible. The results are as follows: Velocity at the firing line: o 77 9& -56 o 88 o o 112 o o 150 59 o 75 Average Velocity: 38.9 FPM 1AR-28-2005 13: 16 FROi1: TO: 18473921070 P.5/6 ~ I ' . Velocities at 7 yards downrange of firing line: -57 0 48 31 -58 -52 65 0 -52 0 95 131 114 139 145 Average Velocity: 36.6 FPM There is no way to use the existing equipment that will meet the NIOSH recommendations, OSHA requirements and EPA standards. We suggest the replacement of this equipment with a properly designed system designed to meet the standards for small arms range ventilation. We suggest the installation of a purge style system for this project. The price quoted is for the removal of the existing equipment and systems. The pricing includes electric, gas piping, curbs, roofing, permits acquisition (permit expenses are in addition to our proposal, we will procure the permits, but the Village of Mount Prospect is responsible for their cost. Typically the charges for the permits are waved for work in their own village) and all necessary expenses for a turnkey proposal. The price includes all design, ductwork, diffusers, filter banks, hanging materials, controls and labor. The proposal also has a performance guarantee to ensure the customer that when complete, the system will meet or exceed all current OSHA, NIOSH, and EPA standards. We propose to furnish all necessary material and labor to complete the following: · Furnish and install a new direct fired make up air unit with a curb adapter on the existing curb. The unit will be 12,000 CFM at 2.5" of external static pressure. · Furnish and Install a new exhaust fan at 13,200 CFM at 7.5" of external static pressure. · Furnish and install a filter rack with 300/0 pre-filters and 99.970/0 HEPA final filters. , 1RR-28-2005 13:16 FROM: TO: 18473921070 P.6/6 · Furnish and install all necessary roof curbs for the units, filters and duct including all roof patching by buildings warrantee contractor. · Furnish and install a complete new exhaust air duct system, through the southwest corner of the lounge area on the first floor. The duct shaft will need to be made larger. We will include all shaft work as well as finishing work Including paint, drywall, etc. · Reuse the existing make up air duct shaft, and run new ductwork for the supply air duct distribution on the south end of the basement. · We will furnish and install a complete digital control system that we have used in over 70 ranges. · We will furnish and Install a radial diffuser and ceiling adjustments in the range for the ceiling from the rear wall (south) to the safety ceiling. · Furnish and install all electrical piping, wiring and electrical for new equipment and controls. · Furnish and install all necessary gas piping. · We will remove and replace the drop ceIlfng in the range safety office and from the rear wall to the firing line. TOTAL PRICE $148,226.00 Alternate: Furnish and install evaporative cooling to reduce discharge temperature during the summer to approximately 2 degrees above the wet bulb temperature. ADD $29,958.00 Thank you for the opportunity to be of service to you. Sincerely, William J. Provencher, Jr. William J. Provencher, Jr. Carey's Heating and Air Conditioning, Inc. From, Joe Lewis To: Ted AdamClek Date: 4/25/2005 Time. 222 02 Pfvl Page 2 cf 4 ~ rl-~~."""nih'&t:~~eri"n ~ -.;.jj!;~aaud......:U I' ~U~ ~ f:' ,'/.(1"; ;';J:';:'~'I:.\ ;1~'1 :"'.;;;~ ~'I~..."l.'::). t;"'.'....". 1375 Wilhelm Road, Mundelein, IL 60060 (847) 566-6009 · Fax (847) 566-0979 Mechanical Engineering Heating . Air Conditioning . Ventilation . Refrigeration PROPOSAL :'OA.'Te."-- 4/25/2005 :JOlf(jES(;~IPttt;l~ :~NGE VENTILATION. SYSTEM - 100.. O.A WITH HEAT J091.J,A""E FIRE STATION 12 FIRING RANGE UPGRADE iSUii",jrfE(J 1'rj "J09SrREET '1601 W GOLF :na STAEET :Hr. PROSPECT POLICE DEPARTMENT f-:O~i!4CT :COHMANDER TED ADAMCZEK !SfAEEi :112 E. NORTHWEST HIGHWAY 1tITY:'SlATE ZIP'C-~l\E' :HT. PROSPECT, IL 60056 :"HON( J09-Clr,'.~iT4"f N' C;r.Df MT. PROSPECT, IL 'J::IB ":QNTAC' T JOS' H!)e!~t rHOIIE. ]841/e18-5215 .s,o;Lh;cNCII..EE~ :JOE LEWI S "fA,\{ '84'1/818-5228 TED ADAMCZEK 847/456.3485 J5S"'Hr.'/loJf 'Jll&I''''X . en /e18-5215 'I)l...~ R WE PROPOSE TO FURNISH AND INSTALL THE FOLLOWING EQUIPMENT AT THE JOB ADDRESS ABOVE. EQUIPMENT OTY I FT MANurACTURER/MODEL GREENHECK DG-120-H30 DESCRIPTION GAS FIRED MAKE UP AIR UNIT, RATED AT 12,000 CFM & 1105 HBH GREENHECK 27-BISW-21-SWBI CENTRIFUGAL EXHAUST FAN FARR MP-PF 3 X 3 TWO STAGE AIR FILTRATION UNIT (30% & 99.91~) 5 RD-3000 180' DOUBLE DEFLECTION RADIAL DIFFUSERS RVC 2500 RANGE VENTILATION CONTROL PANEL RVF 1000 RANGE VENTILATION FILTER PANEL 5 RADIAL DIFFUSER MANUAL BALANCING DAMPER 2 MANUAL CONTROL DAMPER 5 EXHAUST GRI LLE MASON SLR-A-??? 1" DEFLECTION SINGLE SPRING FORMED RESTR.AINED MOUNTS. MOTOR STARTER 2 10 EQUIPMENT RAIL (AIR FILTRATION UNIT) 6 EQUIPMENT RAIL (EXHAUST UNIT) RANGE VENTILATION DRAWINGS DEMOUT/ON A) WE WILL REMOVE OLD HAKE UP AIR UNIT. e) WE WILL REMOVE OLD EXHAUST FAN. e) WE WILL REMOVE ALL INSTALLATION DEBRIS FROM PREMISES. SHEETMETAL Thf! Clf!an Earth, Air and Water Croup. Inc. is D.B.A. Gleason and EI"'ring Page 1 of 3 From' Joe Lewis To: Ted Adamczek Dale: 4.'25/2005 Time 222 02 PM Page 3 of 4 Al FABRICATE AND INSTALL DUCTWORK IN ACCORDANCE WITH SMACNA CONSTRUCTION STANDARDS. Bl THIS WILL INCLUDE RECONNECTING NEW MUA UNIT AND RADIALS TO EXISTING SUPPLY DUCT. Cl THIS WILL INCLUCE RECONNECTING NEW EXHAUST UNIT AND NEW' GRILLS TO EXISTING EXHAUST DllCT. GAS A) WE WILL INS7ALL A NEW GAS LINE .ROM METER TO NEW UNIT. B) CUSTOMER TO PROVIDE ADEQUATE SERVICE 70 ACCOMMODATE ADDITIONAL NATURAL CAS LOAD. ELECTRIC Al LINE VOL'rAGE ELECTRIC BY OTHE/O.S. B) CONTROL WIRING BY OTHERS, WE WILL PROVIDE TtlE CONTROL DRAWINGS. C) MOTOR STARTERS BY OTHERS, 0) SERVICE DISCONNECTS BY OTHERS. El CUSTOMER TO PROVIDE ADEQUATE SERVICE TO ACCOMMODATE ADDITIONAL ELECTRICAL LOAD. CONTROLS A) SEE. EQUIPMENT SECTION ABOVE. B) WE WILL MAKE ALL .INAL CONNECTIONS. SUPPORTS A) WE WILL FURNISH AND INSTALL EQUIPMENT SUPPORTS. NOTE A) THIS PROPOSAL IS SUBJECT TO REVIEW IF NOT ACCEPTED WITHIN NINETY (90l DAYS FROM THE ABOVE DATE. B) THIS PROPOSAL INCLUDES A STARTUP, TEST AND BALANCE, C) THIS PROPOSAL INCLUDES ONE DAY OF OWNER TRAINING. D) SEE OPTl')NS BEL';oW FU, ELEO::':"F.IC AND P,OOFING. NOT INCLUDED A} STAMPED OR SEALED RANGE VENTILATION DRAWINGS. Bl BUILDING PERMIT COSTS OR OTHER FEES. C) CERTI.1ED TEST AND BALANCE, D) COMPLYl NG 101: TH LOCAL UNION LABOR AGREEMENTS III REGARD TO EQUI PMENT, MATERIAL AND DUCTWORK MANUFACTURED/FABRICATED OUTSIDE THE LOCAL UNION'S HEHaERSH!p/GEOGRAPHIC AREA. E) CARPENTRY, DRYWALL, PA!NTING, ACOUSTICAL DROP CEILINGS AND GENERAL FINISHING ITEMS. F) LINE VOLTAGE ELECTRIC BY OTHERS UNLESS OPTION TWO IS ACCEPTED. Cl CONTROL WIRING BY OTHERS UNLESS OPTION THREE IS ACCEPTED. H) SERVICE DISCONNECTS BY OTHERS UNLESS OPTION TWO IS ACCEPTED, Il ROOFING BY OTHERS UNLESS OPTION FOUR IS ACCEPTED. J) FEDERAL. STATE OR LOCAL TAXES. This installation is guaranteed for a period of one year on material and labor plus manufacturer's warranty on equipment. Requests for warranly $eNice will be fulfilled dUring normal working hours Guarantee does not cover blown fuses. dirty finers, SWitches not turned on, or calls made after normal work,ng hours. Gleason & Elfering carries full workman's compensation. public liability and other insurance as expressly required by law. This contractor assumes no responsibility for deficiencies in existing systems. This proposal reflects the best informalion at the lime of its preparation. Any items unforeseen due to lime constraints in preparation, physical obst,uctions on the job site, or any other circumstances outside our reasonable conlrol which adversely alfeet the accuracy of this proposal leading to the omiSSIon of needed items which were not Included in this proposar, whether expliCitly noled or not, will be e><lra. Adverse job conditions discovered after job commencement, unloreseen at the time of proposal preparation, that warrant a change in system design. equipment, or installation technique Will be e><1ra. AMOUNT ContraclPrice: ONE HUNDRED FORTY NINE THOUSAND, SIX HUNDRED FORTY SIX $149,646 -------.----..--- Terms: PROGRESS PAYMENTS Authorized Signalure: 6--e- .6f..[<..IO The above prices, specifICations and conditions ere satisfactory and are hereby aeeepted You are aulhorized to do the work as specified. Paymenl will be made as oullined above. ACCEPTANCE CATE: CUSTOMER'S SIGNATURE: The Clun Earth, Air and Vlaler Group, Inc. is D.B.A. Gleason and Elfering Page 2 of 3 From: J~e Lew's To. Ted Adamczek Dale: 4/25/2005 Time 22202 prVl Pa;)e 4 of 4 OPTIONAL ITEMS 1) TO INSTALL ONE 815 C~M HOOD, ~AN AND DUCT ~OR GUN CLEANING AREA ADD: 2) TO INSTALL ALL NECESSARY LINE VOLTAGE ELECTRIC FOR BOTH NEW ~ANS ADD: 3) TO INSTALL ALL NECESSARY CONTROL WIRING FOR NEW PANEL' FANS ADD: 4) TO INSTALL NECESSARY ROOFING ~RO NEW RAILS AND CUReS ADD: $3,400 $11,000 $4,500 $2,750 TOTAL INCLUDINC OPTlONIS): The above prices, specifications and conditions ate satisfactory and are hereby accepted. You are authorized to do the work as specifiea. Payment will be maae as outlined above. ACCEPTANCE DATE: CUSTOMER'S OPTION(S) SIGNATURE: $ I Y q j &Y Lo lIt 000 Lt,500 ~ I -r'--> 0 - C' ~ 1(;;7,81&, ~tJvl\ C~~. r; l C. pr.f. [),J The Clean Earth, A;r and Water Group, Inc. is D.B.A. Gleason and EI"'ring Page 3 of 3 Mount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS . ~ ~-rr., ";j,, dS' FROM: VILLAGE ENGINEER DATE: JUNE 2, 2005 SUBJECT: CENTRAL ROAD IMPROVEMENTS ($66,000) BACKGROUND Village staff has identified an opportunity to accomplish some desired improvements to Central Road that can be completed in conjunction with the current Illinois Department of Transportation (lOOT) Central Road Resurfacing Project. Specifically, two projects, widening Central Road to include a left turn lane from westbound Central Road to southbound Emerson Street and repairing bad pavement surface in the section of Central Road between Busse Road and Arthur Avenue. The left turn lane at Emerson Street involves moving the north and south curblines of Central back a few feet between Emerson and Maple Streets to allow enough room in the center for the turn lane. This section is included within the resurfacing project limits. The resurfacing between Weller Lane and Arthur Avenue will include grinding off the existing pavement surface and replacing it with a new asphalt surface for only those sections of pavement that currently need resurfacing, which is mostly the eastbound curb lane. This location is between the limits of the two lOOT Central Road projects. Village staff has requested both of these improvements of IDOT in the past, but due to budgetary constraints they were not included in their current resurfacing project. Completing this work now will allow the Village to take advantage of the construction staging that is already in progress and not disrupt traffic in the future for an additional project. The Village also will be able to take advantage of the fact that the two contractors are already working in town and we would anticipate that their prices would be more reasonable. Page two ... Central Road Improvements June 2, 2005 DISCUSSION Two contractors that are working in the Village are capable of completing the desired work for both improvements. Staff requested estimates of cost to perform the work and the comparisons are presented below: . Left Turn Lane Plote Construction (at Emerson) Arrow Road Construction $37,911.00 $41,081.00 · Grind &: Resurface (Weller to Arthur) Arrow Road Construction Plote Construction $21,526.90 $24,079.60 RECOMMENDATION It is my recommendation that the Village authorize a contract with Plote Construction for the left turn project. Since the cost shown above is based on estimated quantities, I recommend that the contract be in the amount of $42,000.00, which includes a 10% contingency. Since Arrow Road Construction is already under contract with the Village for the 2005 Street Resurfacing Program, it is my recommendation that the Village approve a Change Order to the 2005 Street Resurfacing Program. Since the cost shown above is based on estimated quantities, I recommend that the Change Order be in the amount of $24,000.00, which includes a 10% contingency. According to Finance Director David Erb, there are sufficient surplus funds in the street improvement fund to cover these proposed contracts. ~~ Gle dler, Pu lic Works Director x: \engi neer\ I DOT\P ROJ ECTS\Central\2005Resurf aci ng\Extra WorkMM Mount Prospect Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: SUPERINTENDENT OF STREETS & BUILDINGS ~/' ~i' ~1l~ TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: May 25, 2005 SUBJECT: ACCEPT NWMC BII)FQE. :zQO~ CMCKSE.AL!NGrRQJ~.. (NOT TO EXCEED $54,086) BACKGROUND As part of our annual preventive street maintenance program we typically select streets that have been paved in the last 4-5 years for crack sealing. At 4-5 years, the pavement develops transverse and longitudinal cracks, which are sealed to prevent further deterioration of the pavement, thereby extending the life of the street. In order to contain the. costs of such services and material, we enter into a joint contract through the Northwest Municipal Conference (NWMC) for this program. BID RESULTS Bids were received and evaluated by the NWMC for the proposed 2005 Crack Sealing Contract. Last year, the Village paid $.941 per pound for crack sealing material installed by SKC Construction, Inc.. This year the lowest responsible bidder was Behm Pavement Maintenance, Inc. at $.92 per pound; a decrease of$.021 per pound. As in the past a NWMC administrative fee of $.02 per Ibs. is included in this price. Two bids were received, and bid results are as follows: Bidder Behm Pavement Maintenance, Inc. SKC Construction, Inc. Price per lb. $.90 $ .94 X:\Administration\BIDS\CRCKSLNG.2005. .doc Page two 2005 Crack Sealing Award May 25, 2005 DISCUSSION Behm Pavement Maintenance, Inc. is an IDOT -approved contractor and had the NWMC Crack Sealing contract in 2001 and 2003. The NWMC review panel awarded the contract to Behm Pavement Maintenance, Inc. as the low successful bidder for the 2005 Crack Sealing contract. Funds for this proposed contract are; on page 208 in the current budget, account code 0505104- 540515 in the amount of $48,000 and on page 212, account code 0015108-540515 in the amount of $6,086. The total budget amount for the 2005 program is $54,086.00. Our quantities of crack sealing will be monitored so that the total expenditure does not exceed the budgeted amount. RECOMMENDATION I recommend acceptance of the lowest NWMC bid as submitted by Behm Pavement Maintenance, Inc. for an amount not to exceed $54,086. G;7AJ GlCM>>o Paul Bures Streets and Buildings Superintendent I concur: W /~dler- Director of Public Works pb c: Director of Public Works Glen R. Andler Deputy Director of Public Works Sean Dorsey File X:\Administration\BIDS\CRCKSLNG .2005. .doc 2 " -i INTEROFFICE MEMORANDUM Village of Mount Prospect Mount Prospect, Illinois FROM: IT DIRECTOR ~. ~-rc; "I 'l IDS ". TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL DATE: MAY 31,2005 SUBJECT: REQUEST FOR APPROVAL TO WAIVE BID AND TO PURCHAS VOICE MAIL SYSTEM Staff recently received notification that, as of June 30, 2005, the Village's voice mail system, which was purchased in 1993, will no longer eligible to be covered under a maintenance contract as it has in the past. Support will only be available on a time and materials basis. Altura Communication Solutions, the Village's telephone vendor, is currently offering promotional pricing to encourage customers to replace their voice mail systems with a new Applied Voice & Speech Technologies (A VST) CallXpress voice mail system. Staff is requesting approval to waive the bid process and to purchase a replacement voice mail system. Benefits of CallXpress CallXpress will integrate easily into the Village's telephone system and has number of benefits over the Village's current twelve-year-old voice mail system. Some of the highlights are listed below. Interoperability . CallXpress has been installed and tested on over 250 telephone integrations to both traditional and IP (Internet Protocol) telephony systems. It is compatible with the Village's existing PBX and practically any future replacement phone system that might be chosen. Administrative Features . The CallXpress voice mail server can be accessed through the computer network. A dial-up connection is needed to access the current voice mail system, as with the phone system. This means that in the current system an administrator cannot easily jump between phone administration and voice mail administration since it is necessary to disconnect from one system before dialing into the other. . Voice mail administration is integrated with the Exchange Server e-mail management.so there is one less system to access when setting up a new user. Alternatively voice mail boxes can be managed through an administration client that connects directly to the voice mail server. . The CallXpress Administration Client has a graphical interface, which will make administration easier than with the current text-based interface. Request for Approval to Waive Bid and to Purchase a New Voice Mail System May 31,2005 Page 2 · Full backup functionality is built into the new software to allow backup to tape similar to other servers. The current system only has the capability to backup voice mailbox configurations to floppy disks. Greetings and messages are not currently backed up. Messaging Features · CallXpress can emulate the existing telephone prompt set so the learning curve is minimal for users. · Messages can be undeleted by the user. This option is not available on the current system. · Internal callers can look-up an extension number by entering a few digits of the recipient's last name. · Options are available to allow users to record conversations. · Extension Specific Processing (ESP) allows users to set up an auto attendant for individual extensions with messages such as, "Press 1 to leave a voice mail", "Press 2 to reach an attendant", or "Press 3 to page the intended recipient". Downtime for the installation will be minimal. Mailboxes can be switched to the new system either individually or in groups, and the current system can remain in place until all the mailboxes are switched over. Altura will export existing mailbox configurations into the new system. Costs Altura Communication Solutions is offering CallXpress in a bundled package for $13,500 including hardware, software, and installation. This offer is available through June 30, 2005. The normal price is $18,808 plus the hardware and installation, totaling between $28,000 and $30,000. This project was not budgeted for 2005 since staff did not have prior knowledge that the existing system would no longer be supported under contract. Altura is offering a 5-year lease with a $1 buyout option, which may be considered as an alternative to minimize impact on the 2005 budget. The charts below and on the next page provide comparison pricing for the outright purchase option and for lease option over a 5-year term. The annual maintenance fee for the new system ($2, 160/yr) is significantly less than the Village has been paying for the existing system ($3906.72/year). Annual maintenance costs have been historically distributed between the various departments. P h 0 f urc ase '. Ion Budget Year Purchase Annual Maintenance Annual Total 2005 $13,500 0 $13,500 2006 0 $2,160 $2,160 2007 0 $2,160 $2,160 2008 0 $2,160 $2,160 2009 0 $2,160 $2,160 5-yr Total $22,140.00 .. Request for Approval to Waive Bid and to Purchase a New Voice Mail System May 31,2005 Page 3 Lease Option with Uyout Budget Year Lease Payment Annual Maintenance Annual Total 2005 $3,363.12 0 $3,363.12 2006 $3,363.12 $2,160 $5,523.12 2007 $3,363.12 $2,160 $5,523.12 2008 $3,363.12 $2,160 $5,523.12 2009 $3,364.12 $2,160 $5,524.12 5-yr Total $25,456.60 $1 B Recommendation I recommend that the Village waive the bid process and purchase the CallXpress voice mail system from Altura Communication Solutions in an amoLJnt not to .exceed $13,500. This purchase will require a budget amendment, to be handled in November. Annual maintenance fees will provide a savings compared to the current fees. Please feel free to contact me with any questions or concerns. ~~ "Iioan Middleton IT Director I:WB Request Memos\2005 Voice Mail.doc