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Home My WebLink About6. MANAGERS REPORT 11/01/2005 INTEROFFICE MEMORANDUM ^At:q l \, 1,05 V?;; IV' ?~ Mount Prospe:;t Mount Prospect Public Works Department TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT DATE: OCTOBER 26, 2005 SUBJECT: SEALED BID RESULTS FOR ONE ASPHALT HEATER ($23,476.00) BackQround In the current budget, there are funds available to replace unit 4555. 4555 is a 1995 Poweray asphalt heater. The Street Division uses the asphalt heater when ever it is necessary to fill pot holes, repair excavation areas, and also to temporary ramp uneven sidewalks. Replacement Schedule 4555 was purchased in 1995. This unit has entered its 11 th year of service. The replacement schedule for this type of unit is 10 years. 4555 meets the required years for replacement. 4555 is trailer mounted unit and does not have an engine. Bid Results On Monday, October 17, 2005, at 10:00 A.M., sealed bids for the proposed purchase of one new trailer mounted asphalt heater were opened and read aloud. Five invitational bids were distributed, and public notice was placed in a local newspaper as required. One bid was received. The result is as follows: Bidder Tim Wallace Snow Plow Bolingbrook, IL Year/Make/Model 2005 Spaulding Model RMV 2T on Bid Price $24,226.00 Trade-In Allowance $ 750.00 Bid Price Less Trade-In $23,476.00 Tim Wallace Snow Plow Supply met all our specifications. Discussion Staff examined a variety of asphalt heater designs including units with diesel engine driven heat elements, propane fueled heat elements, and electric heat elements. Staff determined that the diesel driven heat element design would be the most efficient, effective, and safest to utilize in our street maintenance programs. After analyzing these units, staff determined that the Spaulding RMV 2-ton trailer mounted asphalt heater best met our needs. It utilizes a diesel engine driven heat element and is similar -..."-,-.-----"'--~--- m '. -~..___w____~~_"','"..,"_""""_...""~,.,.'''=,,._'_'''~n~.~~.________ Page 2 of 2 Sealed Bid Results for One (1) Asphalt Heater ($23,476.00) October 26, 2005 in many respects to our existing Poweray unit. The Poweray unit currently utilized by staff is no longer in production. Bid specifications were designed around the Spaulding unit but included advice that variations would be accepted and considered. Post bid-opening discussions with invited bidders revealed that two (2) firms simply were not interested in the bid (too busy); one (1) firm declined to bid because they could not obtain a unit that resembled our specifications; and one (1) firm declined to bid because they maintained a business relationship with sole bidder (Tim Wallace Snow Plow) that would have violated the anti-collusion provisions of our bid documents. It is the opinion of staff that the portable asphalt heater industry serves a small, specialized, niche market. As such, there are a limited number of manufacturers and sales representatives. The five (5) bidders invited to bid are the only firms in the tri-state area known to market this type of equipment. Therefore, it is also the opinion of staff that re-bidding for the purpose of gaining additional interest would yield no significant advantage. Bid Recommendation I recommend accepting the bid for the proposed purchase of one 2005 Spaulding Model RMV 2 Ton trailer mounted asphalt heater per our specifications, as submitted by Tim Wallace Snow Plow Supply, Bolingbrook, Illinois, at a cost not to exceed $23,476.00 which includes trade-in. Funds for this proposed purchase are available in account 6707709-660115, page 287, of the current budget. The existing 4555 will be used as a trade-in versus being sold at the NWMC auction. Our past experience has shown these types of specialized equipment have a higher resale value as a trade-in. c~ (!L- L=:=:7 ames E. Guenther Glen R. And er Director of Public Works JG c: Deputy Director Public Works Sean Dorsey H:\Administration\BIDS\RESUL TS\Asphalt Heater 2005.doc INTEROFFICE MEMORANDUM Village of Mount Prospect Mount Prospect, Illinois FROM: DEPUTY FINANCE DIRECTOR TO: FINANCE DIRECTOR DAVID ERB DATE: OCTOBER 24, 2005 SUBJECT: COPIER LEASES PROPOSAL The Finance Department is requesting a waiver of the bid process to lease four Toshiba e- Studio 520 digital copiers in 2006 and one Toshiba e-studio 280 digital copier in 2005. BACKGROUND In 2002 the Village began the practice of leasing copiers instead of purchasing them. That year the Police Department, Fire Department and the Clerk's office entered into a three- year lease agreement with a company called Imagetec for the leasing of four Toshiba copiers. Staff was very please with the leasing arrangement and service provided so the following year three additional Toshiba copiers were leased through Imagetec. The leases for the four 2002 copiers will expire at the end of the year and personnel from the Police Department, Fire Department, Clerk's Office and the Finance Department met in September to discuss the replacement of the copiers. The Finance Department was asked to negotiate another three-year lease for new copiers. Imagetec, the company currently providing seven leased copiers in the Village, and Chicago Office Technology Group (COTG), a company from whom the Village had purchased copiers in the past were asked to submit proposals. Both companies have given the Village excellent service. In fact, the Village still has two Toshiba copiers that were purchased several years ago from COTG that they are still servicing for us. Both companies aggressively sought our business and, as the chart on the next page indicates, the pricing was very competitive. -_._'---~-'-~--'--------~-------~.-"""~"""'-""",.,.,_."'''=''~t_~,",O;''''~=.''''''::'''''''',",''''~'''''.'''","r''_____'_'''_ Copier Leases October 24, 2005 Page 2 3-Year Cost COTG Imaqetec (4) Toshiba E-520 Digital Copiers $46,368.00 $46,130.40 Maintenance Agreement Based on 1,000,000 copies Per year 20,700.00 19,500.00 (1) Toshiba E-280 Digital Copier 3-Year Total 7.236.00 $74,304.00 6.084.00 $71,714.40 During negotiations we were able to reduce the per copy cost from .0085 on the old contract to .0065 in the new contract. This represents a savings to the Village of $6,000 over the life of the lease. In addition, the Imagetec Company has agreed to credit the Village $1,300.25 on the 2006 maintenance contract. This figure represents the difference between 1,500,000 copies that the 2005 maintenance contract was based on and the estimated end of year volume of 1,347,030 that the Village will actually use. Recommendation The Toshiba copy machines we have had over the past three years have proven to be reliable and cost effective to operate and the departments have been very satisfied with the service that Imagetec has provided to us. Funds are available in the operating budgets of the three departments to continue the leases and pay the service contract fees. It is recommended that we lease the four E-520 Digital replacement copiers from Imagetec for a three-year period and enter into a new three-year lease for the E-280 Digital copier for the Police Department at an amount not to exceed $71,714.40. ,) f : ) i cJlJ(~"" ,.: ", I , ~ j 1 o . ! ~~ ir. .({;r-,,'if:/ Carol L. Widmer Deputy Finance Director One New Toshiba I-Studio 520 Digital Imaging System Copy Specifications: · Indirect Electrostatic Photographic Method (Dry Process) · 2,400 x 600 dpi · 500 x 4 Drawers; 100-Sheet Universal Stack Feed Bypass (Standard); Optional 4,000 Sheet large Capacity Feeder (included in price) · 17 lb. Bond - 100 lb. Index Paper Handling · 52 PPM Copy and Print Speed · Document Feeder Speed of 71 ppm (when Copying) · 256 MB + 64 MB, 40 GB HDD · Up to 9,999 copies at a time · 160 Second Warm Up Time · less than 4 second First Copy Output Speed · Up to 450K Monthly Volume · Automatic, Stack-less Duplexing · Tab Copying and Printing Print Specifications: · 52 PPM Print Speed · RIP Once, Print Many · PDl Support, PCl 6, Postscript 3 · Netware NT 4.x, 5.x, 6.x, Windows 98jMej2000, Windows OS Terminal Edition · Windows NT 4.0, XP, 2003 Server, Citrix Mainframe XP · Private Print · Secu re Pri nt · Scheduled Print · 2-Sided Printing · Tab Printing Optional Scan Specifications: · 600 dpi, 400 dpi, 300 dpi, 200 dpi, 150 dpi · Up to 83 PPM @ 300 dpi, 71 PPM @ 600 dpi · Scan to Email, File, Desk Top, E-Filing · TWAIN, PDF, Single and Multi-Page TIFF · 2-Sided Scanning · Odd Size Scanning of the Glass Don't copy. Lead. __~__U"~__~__.__'~"_~_.__,~._____.__._______.__..____._________~"'._..""..,'.,.,,,.."'_.,,,.>=,"'=""""==="',,'''_."'''=~~,________ Optional Fax Specifications: . Document Feeder Capacity of 100+ Sheets Odd Size Faxing Off the Glass Super G3, 33.6 Kbps Modem Speed 2-Sided Faxing Fax From Desktop Fax Routing Simultaneous Print and Save to File Fax Confirmation Pages ~ \' . . . . . . . . . E-Filing: . Touch Screen Control Panel or Client PC . 1 Public Box . 200 Private Boxes . 100 Folders Per Box . 400 Documents Per Folder . 1,000 Pages Per Document . TIFF-MMR, TIFF-S, PDF Device Management: . TopAccess u:===,~?"J Y(~ 0/ aoaurv ~(t " 1~2. 2005 {f~ Toshiba m-Studio 280 Digital Imaging System . ,,~"."'.."" , c~. .J ~ '.' '-- 1P . . ..' .<;~ L ,f.~, ". I .(': .,. l- I . Copier Specifications: ./ Indirect Electrostatic Photographic Method ./ Laser Electronic ./ 2,400 x 600 dpi ./ Statement-R (5.5" x 8.5") to Ledger (11" x 17") ./ 3 Paper Sources (1,200 Sheet Total) ./ 100 Sheet Stack Bypass Tray ./ 17-28 Ibs. Cassette Paper Weight ./ 1 7-53 Ib Bypass Paper Weight ./ 28 CPM ./ 45 PPM to 60 PPM Document Feeder Speed ./ 128MB/40GB Copier Memory ./ 25 Second Warm Up Time ./ Automatic Toner Density Monitoring and Dispensing from Toner Cartridge ./ 1 OO-Sheet Automatic Reversing Document Feeder Fax Specifications: ./ Super G3 ./ 33.6 Kbps ./ MH/MR/MMR, JBIG Compression ./ Approximately 3 Seconds per Page Transmission Speed ./ 240 MB Transmission ./ 120 MB Reception ./ 40GB HOD Backup TOSHIBA COpy- FAX- PRINT n"_"'''~'''''''"~'''~~'~'~''''''''''='::c""",C'':T.:7:,=,,,,"~^..,,___._____~__. _ __~_',__~_.___.=~"~,~~_.~~,____ Printer Specifications: ./ 266 MHz ./ 128 MB Memory ./ 40GB Hard Disk Drive ./ 2,400 x 600 dpi (with smoothing) ./ 28 ppm Print Speed ./ Windows@ 98,2000, Me, NT 4.0, XP; Macintosh@ OS 8.6, 9.x, 10.x, (with PPD); Unix@ ./ PCl 6™, PostScripFM 3 Scanner Specifications: ./ 150 dpi, 200 dpi, 300 dpi, 400 dpi, 600 dpi ./ Up to 60 ppm ./ 2-Sided Scanning ./ Scan-to-Email, Scan-to-File, Scan-to-Desktop, Scan-to-E-Filing ./ PDF, TIFF, Multi-Page TIFF E-Filing Features: ./ Public Box: 1, User Box: 200 ./ 100 Folders Per Box ./ 400 Documents Per Box/Folder ./ 200 Pages Per Document ./ Copy to Box, Print to Box, Scan to Box ./ TWAIN Driver File Down Loader f7;~- TOSHIBA . ~OPY.FAX.PRINT INTEROFFICE MEMORANDUM Village of Mount Prospect Mount Prospect, Illinois TO: VILLAGE MANAGER MICHAEL E. JANONIS 'Vb~ l (.- l:()I? ~ FROM: ASSISTANT VILLAGE MANAGER DATE: OCTOBER 28, 2005 SUBJECT: FIRE LIEUTENANT CONTRACT AMENDMENT During the negotiation process to complete the collective bargaining agreement between the Village and IAFF, Local 4119 (representing firefighters and firefighter/paramedics) a majority of fire lieutenants signed interest cards to join with the agreement between the firefighters and the Village. Since the negotiation process was taking a significant amount of time already both parties agreed to complete the contract and deal with the lieutenants after the agreement was in place. After the agreement was executed and other legal filings had been completed the process to include the lieutenants began in earnest about a month ago. After several suggested meeting dates did not work out Deputy Chief John Malcolm suggested that a draft amendment be created for review by the lieutenants and the union so the process could be simplified. Therefore, an amendment was drafted and approved by the union on October 19, 2005. This amendment will be incorporated into the existing collective bargaining agreement with approval by the Village Board. The wage, benefits, and working conditions that impact the lieutenants through this amendment are consistent with the same package the Village had budgeted for in 2006 and anticipated budgeting in 2007. The collective bargaining agreement expires December 31, 2007. Staff requests Village Board approval of the Amendment #1 to the collective bargaining agreement between the Village and IAFF, Local 4119. ~st:{/ David Strahl H:\HUMR\Unions\Fire\2004\VB Cover Memo Fire Lt Amendment #1.doc ~."'-'~-~'-"'~-'~~"''''''''--'"'~''''-""'~"'''''==~~''''--~~,,,-"""'.'~-="~~">--""''''"=='"'''''''''''''~'''.<''''''-.':''"''''''''='''''''-''''$'=',"",T=''''_=""""""'''''''''~___'''_'__