HomeMy WebLinkAbout6. MANAGERS REPORT 12/20/05
Mount Pmspcct
INTEROFFICE MEMORANDUM
Village of Mount Prospect
Mount Prospect, Illinois
FROM:
VILLAGE MANAGER MICHAEL E. JANONIS
ASSISTANT VILLAGE MANAGER
DECEMBER 7, 2005
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TO:
DATE:
SUBJECT: ADMINISTRA liVE ADJUDICA liON COMPUTER AUTOMATION
As the discussion regarding the implementation of an Administrative Adjudication program
has evolved staff undertook preliminary research into reyiewing Administrative Adjudication
. processes in other communities. Part of this research also entailed determining if there
were computer systems present that would assist in maintaining and tracking all the
necessary vi01ations and notice requirements. A computer database system was reviewed
that is being used by Alsip and Orland Park, but it was determined that that system did not
interact well with the existing database. programs created in house for property
maintenance inspection tracking. Another system was reviewed that is being utilized in
Palatine, Evanston, Freeport, and Des Plaines. This other system was created by a
programmer that has performed work for the Village previously in Human Services to
automate their client inventory and that project was successfully completed . The computer
.' system would be based on a Microsoft Access ,format and allow numerous links to existing
databases.
- The Village already has several components' that could be linked to the Administrative
Adjudication process for a single record of each address with a complete history of any
violations. For example, the Village already maintains a property maintenance database
that was created by the Environmental Health staff to track inspections. With the inclusion
of the existing property maintenance database links with the GIS Master Address List the
Administrative Adjudication database will allow the data to be tied together so that a single
address listing will contain all relevant information on each violation including photos and
confirmation of aU notices. This tie in will also take advantage of the existing LaserFische
system for document managementfor archival purposes. The Administrative Adj udication
system will be built to allow tra-nsfer to tablet PCs for field use at the- point that the
inspectors -are issued tablet PCs. While- tablet pes are on the horizon the purchase
consideration has not been scheduled with the Village Board as yet.' Staff would like to
- have the Administrative Adjudication process and computer system firmly in place before
. moving into the Tablet PCs. The use of the Tablet PCswould be a significant process
improvement by reducing, staff time for inspections and possible violations.
ADMINISTRATIVE ADJUDICATION COMPUTER AUTOMATION
DECEMBER 7, 2005
Page 2
Staff is requesting Village Board authorization waive the bidding requirement and enter into
a professional services agreement with Dacra to provide computer programming services in
order to create an. Administrative Adjudication database system for tracking and
maintaining all records and notices pertaining to any violations. This database would link to
existing in house databases to create a comprehensive record of all violation related
information. The proposed development cost of such a database program is $10,000 and
includes 30 hours of custom programming services. Staff has worked with Dacra previously
and that work was performed satisfactory. If the Village Board approves of the agreement
for the development of the computer process it would be completed in time for the
projected start-up of the Administrative Adjudication process in March 2006.
If you have any questions regarding this request, please contact me. ..
: I~'~.,) $t{tJ
David Strahl
c: Community Development Director Bill Cooney
H:WILM\Admin AdjudicationWB Cover Memo Computer System Request.doc
ADMINISTRATIVE ADJUDICATION COMPUTER AUTOMATION
CONTRACT WITH DACRA TO BE PROVIDED
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INTEROFFICE MEMORANDUM
Village of Mount Prospect
Mount Prospect, Illinois
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: ASSISTANT VILLAGE MANAGER
DATE: DECEMBER 19, 2005
SUBJECT: ADMINISTRATIVE ADJUDICATION COMPUTER SERVICES CONTRACT
Attached is the draft contract for consideration by.the Village. Board at the December 20
meeting. This contract was not provided in the. weekend Village Board packet due to the
late delivery of the document by the consultant. The computer services requested are
necessary to create a program for tracking and monitoring the Administrative Adjudication
process in addition to integrating the existing computer databases so that each violation
can be tracked under a single address record. The Village staff has worked with this
programmer previously and the product was satisfactory, in addition the programmer has
created similar systems in other area communities to. assist in . their respective
Administrative Adjudication process,
Staff is requestingthe bid be waived and the contract for services be approved betweeh the
Village and Dacra in an amount notto exceed $10,000. This price also includes up to 30
hours of custom programming time. If you have any questions, plei:lsecontact me.
c: Community Development Director Bill Cooney
IT Director Joan Middleton
Village Clerk Lisa Angell
H:\VILM\AdminAdjudicationWB Cover Memo - Contract.doc
-- - ---,.__._--~----------_.__._'--------_._-_._--~----,--._------
VilLAGE OF MOUNT PROSPECT
PROFE~SIONAl SERVICES AGREEMENT FOR
CREATION OF THE
CODE ENFORCEMENT ADMINISTRATIVE HEARING
DATABASE COMPUTER SYSTEM
This AGREEMENT is dated as of the day of " and is
by and between the VilLAGE OF MOUNT PROSPECT, an Illinois home rule village (the
"Village") andDACRA,a sole proprietorship owned and operated by Ms. Chay~ Friedman, (the
"Consultant"); and
IN CONSIDERATION OF the recitals and mutual covenants and agreements set forth in
this Agreement, and pursuant to the Village's home rule powers, the parties agree as follows:
SECTION 1. RECITALS.
A. The Village desires to hire and engage the Consultant t() create a computer
softWare program {the "Computer System") for the Village's Code Enforcement-
System, and provide training and support to Village staff members as well as
provide continuing maintenance at the request ofthe Village for the Computer
System (the "Work"). ' ,
B. The Consultant,represents to have the necessary experience and ability'to
perform the services desired by the Village upon the terms and conditions set
forth in this Agreement.
SECTION 2. SCOPE OF SERVICES;
A. Retention of the Consultant. The Village retains the Consultant to perform,
and the Consultant agrees to perform, the Work.
B. Commencement of Time and Completion of the Work. The COnsultantshall
commence the Work as soon as possible-after the execution oUhisAgreement.
The Computer System shall be operational by January 3t, 2006, and the
Consultant shall diligently and continuously prosecute'the remainder of the Work,
including training of Village employees and providing maintenance support to the
Village, at the request of the Village. " '
C. Termination. Notwithstanding any other provision hereof, both'theConsultant
and the Village may terminate this Agreement at any time upon ten days prior
written notice (the "TerminatiorfNotice") to the other party. In the event that this
Agreement is so terminated, the, Consultant shall be paid for Work. actually
performed prior to the date of delivery of the Termination Notice.
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D. Compensation.
1) Work Fee. The Village shall compensate the Consultant $10,000 for the
. Work. This price includes the basic program and 30 (thirty) hours of
customization as per the specs provided by the Village. Additional
programming requested by the Village shall be compensated at a rate of
$125 an hour. Consultant shall provide an estimate of time required to
complete any requested change or addition beyond the included
customization.
2) Payment The consultant shall provide an invoice to the Village upon initial
delivery of the Work. The Village shall pay the Consultant the amount stated
in this or any invoice within thirty days of receipt thereof.
3) Records. The Consultant shall maintain records showing actual time
devoted, and shall permit the authorized representative of the Village to
inspect and audit all data and records of the Consultant for work done under
this Agreement. The records shall be made available to the Village at
reasonable times during the Agreement period, and for a year after the
termination .of the Agreement.
E. Ownership.
1) Designs, drawings, plans, specification, photos, reports, information.,
observations, calculations, notes, and any other documents; data, or
information, in any form,prepared, collected, or received by the Consultant in
connection with any or all of the Work to be performed under this Agreement
(the "Documents") shall be and remain the exclusive property of the Village~
At the Village's request, or upon termination of this Agreement, the
Documents shall be promptly delivered to the Village.
2) The Consultant agrees and acknowledges that the customized Computer
System prior to and upon its completion is the sole intellectual propertyofthe
Village. The Consultant shall not sell, lease, or license the Village's .
c~stomized Computer System to any other municipality, corporation, or
person without the expressed written consent of the Village.
SECTION 3. WARRANTY OF SERVICES; The Consultant warrants that the Work shall be
performed in accordance with the highest st~ndards of professional practice, care, and diligence
'practiced by recognized consulting firms in performing services of a similar nature in existence
at the "time of performance of the Work. .
SECTION 4. CONSULTANT AGREEMENT GENERAL PROVISIONS.
A. Relationship of the Parties. The consultant shall act as an independent
contractor in providing and performing Cill Work. Nothing in, or done pursuant to,
this Agreement shall be construed to create the relationship of principal and
agent, . employer and employee, partners, or joint ventures between the Village
and the Consultant. The Consultant sl1all take direction solely and directly from
the Village.
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B. Conflict of Interest The Consultant represents and certifies that, to the best of
her knowledge, (1) as of the date of this Agreement neither the Consultant nor
any person employed or associated with the Consultant has any interest that
would conflict in any manner or degree with the performance of the obligations
under this Agreement; and (2) neither the Consultant nor any person employed
by or associated with the Consultant shall at any time during the term of this
Agreement obtain or acquire any interest that would conflict in any manner or
degree with the performance of the obligations under this Agreement.
SECTION 5. GENERAL PROVISIONS.
A. Amendment. No amendment or modification to this Agreement shall be. effective
unless and until such amendment or modification is in writing, properly approved
in accordance with applicable procedures,and executed by both the Village and
the Consultant.
B. Assianment. This agreement may not be assigned by the Village or by the
Consultant with()ut the prior written consent of the other party;
C. !!m!. Time is of the essence in the performance of this Agreement.
VILLAGE OF MOUNT PROSPECT
By:
.Irvana K. Wilks
. Mayor
DACRA
By:
Chaya Friedman
. Consultant
Attest:
By:
M. Lisa Angell
. Village Clerk
Dated:
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INTEROFFICE MEMORANDUM
Village of Mount Prospect
Mount Prospect, Illinois
FROM: IT DIRECTOR
TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL
DATE: DECEMBER 6, 2005
SUBJECT: REQUEST FOR APPROVAL TO WAIVE BID AND TO PURCHASE ARCSD
UPGRADE FOR GIS
The Village's ESRI geographic information system (GIS) database has been in development for
a number of years and has reached the point where multiple departments can utilize the data for
department-specific applications, such as mapping crime sites for crime analysis. Also there are
opportunities to link GIS to other programs. For example, a link from GIS to document imaging
would allow a user to easily pull up an ordinance relating to a particular address. A link to GIS
from Community Development's Microsoft Access database of available properties could send a
query to GIS to highlight the available sites on the map. In order to proceed to the next level of
GIS implementation, it is necessary for the Village to upgrade the existing desktop version of
GIS to ArcSDE, the enterprise version to allow access to multiple users. ESRl's ArcSDE
software can only be purchased directly from ESRI at $10,000.
Discussion
In our current setup the GIS Analyst in Public Works creates and publishes all GIS data on his
local PC. The data is then copied to four different locations on the GIS server. The first area is
a file repository used for safekeeping. Also a couple times a year data is used to update
PV.Web, which provides web-based GIS access for network users. GIS data is also copied to
designated directories for Community Development and Information Technology GIS users to
work with and update. The Community Development and Information Technology users cannot
update the master GIS database since it resides on the local drive of the GIS PC. All updates
and mapping requests for all departments must be handled by a single person, the GIS Analyst
at Public Works. See the "Existing Scenario with Desktop GIS" in Appendix A.
Information Technology has recently hired an analyst to assist in expanding the use of GIS to
multiple departments. In order to accomplish this he needs to be able to update the GIS
database directly. An upgrade to ArcSDE would make it possible for multiple users to
simultaneously read and write to the GIS database. A review process will be established to
ensure the validity of the data before it is used to update the master GIS database. Also
determinations would be made regarding who is responsible for any given data set such as
zoning information, and permissions would be defined accordingly. For example, GIS users in
Community Development would maintain the zoning layers in GIS, since they are responsible for
zoning. (See the "Proposed GIS Scenario with ArcSDE" in Appendix A.
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Request for Approval to Waive Bid and to Purchase ArcSDE Upgrade for GIS
December 6,2005
Page 2
To further expand GIS functionality, a "Master Address lO" field has been created to act as a
unique identifier. This field will be used to correlate parcel-related data between multiple
departmental applications. This is the key to making it possible to view an ordinance in
document imaging from GIS, or to display selected sites on a GIS map with data pulled from an
Access database of available sites. Staff can use this 10 to begin implementing these types of
links to provide easy access to data from multiple sources.
After the Master Address 10 has been added to PV.Web, other applications can interface with it.
For example, the active cases from the Planning and Zoning database could be mapped in
PV.Web. Through the Master Address 10, historical parcel and address information would be
made available for any given parcel. This type of information would be important if a specific
Planning and Zoning case is up for review.
Recommendation
I recommend that the Village waive the bid process and purchase the ArcSOE from ESRI in
amount not to exceed $10,000. Funds are available for this purchase in 2005. Please feel free
to contact me with any questions or concerns.
r-~
Joan Middleton
IT Director
Attachment
I:\VB Request Memos\2005 ArcSDE Requesl.doc
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Existing Scenario wi
DesktoD GIS
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Data copied
Desktop version of GIS at
Public Works holds current
master GIS database.
Only one user at Public
Works can access the
database directly.
Proposed GIS Scenario
with ArcSDE
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Public Works
GIS Users
Designated
directories for
safekeeping
Designated
working directory
for use by
Community
Development
Desig nated
working directory
for use by
Information
Technology
PV. Web for
network users
(web-based)
GIS Server with
ArcSDE holds
master GIS
database
Community Development
GIS Users
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'.'I<",:., ~'"
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Data is used to
update PV. Web
for network users
(web-based)
Information Technology GIS User
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GIS users from
Community
Development and
Information
Technology send
copies of data
back to Public
Works to be
published into
master database
Community Development
GIS Users
Information Technology GIS User
Network Users (PV.Web)
All GIS users access the master
database directly, although they can
create working copies. Permissions
are defined to limit users to only
updating data they are responsible
for, such as zoning. A review
process would be implemented to
ensure the validity of data submitted
for updates before it is' published.
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Network Users (PV.Web)
Appendix A
Access to GIS
INTEROFFICE MEMORANDUM
Village of Mount Prospect
Mount Prospect, Illinois
TO: MICHAEL E. JANONIS, VILLAGE MANAGER
FROM: DIRECTOR OF FINANCE
DATE: DECEMBER 12, 2005
SUBJECT: 2006 PROPERTY AND WORKERS COMPENSATION INSURANCE PROGRAM
PURPOSE:
To present a recommendation for the property and workers compensation insurance program for
the policy year beginning January 1 , 2006 and ending December 31 , 2006.
DISCUSSION:
The Village's current property and workers compensation insurance policies are set to expire on
December 31,2005. As with the insurance renewal for 2005, staff negotiated with the existing
broker and insurance companies to secure coverage for 2006. Due to the lack of brokers and
insurers in the marketplace, no alternatives from other insurers were sought.
The following is a brief summary of our expiring insurance program, an analysis of the proposal
received, and a summary of the insurance package being recommended by staff and its
consultant.
Expiring Program
Attached is a current schedule of insurance in force, showing the type of coverage, the carrier,
policy limits, and the broker of record (Attachment I).
Village buildings and vehicles were insured this past year by Chubb Insurance Company. The
amount of coverage was $54.9 million, with a $25,000 deductible. The annual premium was
$91,960. The broker offering the coverage was Arthur J. Gallagher and Co.
The Village was self-insured for liability insurance for 2005. This was based on a
recommendation from our insurance consultant and the results of an actuary study. The Village
elected to self-insure for liability coverage up to the point where excess coverage is available
from HELP, the high-level excess liability pool ($2,000,000). This program went into effect for
the first time on January 1, 2005.
PROPERTY AND CASUALTY INSURANCE PROGRAM
12/12/2005
Page 2
Excess workers compensation coverage was purchased from Safety National, which insured the
Village for individual claims in excess of $350,000. There is a $1 million aggregate limit for
worker compensation claims. The annual premium was $36,436. The broker was Arthur J.
Gallagher and Co.
Proposal Received
Attached is a report from Nugent Consulting Group, the firm that assisted the Village in securing
proposals from our broker and underwriters (Attachment II). Mr. Nugent presents a summary of
renewal offered by Arthur J. Gallagher and Co. for the upcoming policy period and a breakdown
of premium by coverage type for the current policy year and 2006 renewal.
The renewal quote for property coverage increased slightly (2/10ths of one percent) from
$91,960 to $92,122 while total insurable values increased 11.75%. The increase in insurable
values was due to the final construction values of Village Hall being added to the total coverage
amount. The renewal quote for excess workers compensation coverage actually decreased
3.9% from the prior year from $36,436 to $35,000. The decrease in premium is due to the self-
insured retention being increased from $350,000 to $400,000. New legislation and difficulties in
managing police and fire workers compensation claims is responsible for the increase in the
retention amount. Mr. Nugent feels that the self-insured retention will continue to rise for future
renewals. The total for all premiums and commissions as quoted is $137,309, a decrease of .5%
from the 2005 premiums. A total of $151,129 is included in the proposed 2006 budget for this
coverage.
The insurance companies being recommended are very sound financially and have an excellent
claims payment history. Chubb Group is rated A++, XV (Superior) by A.M. Best, a recognized
insurance company rating service. Safety National Casualty Corp. is rated A, IX (Excellent).
RECOMMENDATION:
It is recommended the Village purchase property and excess workers compensation insurance
from Arthur J. Gallagher and Co. with premiums and broker's fees totaling $137,309.
,~~
DAVID O. ERB
DIRECTOR OF FINANCE
Attachments
1:\lnsurance\Memos\2005\2006 Renewal Memo to MJ.doc
ATTACHMENT 1
VILLAGE OF MOUNT PROSPECT
SCHEDULE OF INSURANCE IN FORCE
December 31,2005
Deductiblel Specific Aggregate
Self-Insured Excess Excess Expiration Policy
Type of CoveraQe Carrier Retention Limit Limit Date Number Broker ~
Property, Building & Contents Chubb 25,000 54,873,523 none 01/01/06 35826710 Arthur J. Gallagher $91,960.00
Auto Physical Damage, Boiler
Workers Compensation Safety National Insurance Co. 350,000 Statutory 1,000,000 01/01/06 SP-7620-IL Arthur J. Gallagher $36,436.00
General Liability N/A 2,000,000
Auto Liability N/A 2,000,000
Employment Practices Liability NIA 2,000,000
Police Professional Liability N/A 2,000,000
Public Officials Liability N/A 2,000,000
(Errors and Omissions)
Fiduciary Liability - Police Pension Federal Insurance Company 25,000 5,000,000 5,000,000 08/01/06 8158-54-99 Marsh USA $10,840.00
Fiduciary Liability - Fire Pension Federal Insurance Company 25,000 5,000,000 5,000,000 08/01/06 8169-89-92 Marsh USA $9,538.00
Excess Liability High-level Excess Liability Pool 2,000,000 12,000,000 12,000,000 04/30/08 nla nla $135.954.00
Public Employee Dishonesty ITT Hartford 5.000 500,000 none 05/01/06 83BPEAD4895 Hobbs Group $:1,424.00
Depositors Forgery ITT Hartford 1,000 100,000 none 05/01/06 83BPEAD4895 Hobbs Group Incl. in above
Public Officials Bond - President ITT Hartford - 100,000 100,000 05/01/06 83BSBDK7589 Hobbs Group $400.00
Public Officials Bond - Manager ITT Hartford - 100,000 100,000 05/01/06 83BSBCQ9763 Hobbs Group $400.00
Public Officials Bond - Treasurer ITT Hartford - 250,000 250,000 05/01/06 83BSBAK8746 Hobbs Group $1,150.00
Contingent Tax Interruption Chubb 25,000 9,000,000 9,000,000 01/01/06 35826710 Arthur J. Gallagher Incl in Prop
Employee & Retiree Health Ins. Intergovernmental Personal 20.0001
Benefit Cooperative 75,000 none none 06/30108 nla nla Varied
Third Party Administrators
Workers Comp Claims Admin Cambridge
Liability Claims Admin, GAB Robins
A TT ACHMENT II
_NUGENT CONSULTING GROUP
INSURANCE AND RISK MANAGEMENT CONSUL T1NG
November 18, 2005
Mr. Dave Erb
Village of Mount Prospect
50 South Emerson Street
Mount Prospect, IL 60056
Dear Dave:
I have completed my review of the insurance renewal terms offered by Arthur J.
Gallagher. Please read below and refer to the attached spreadsheet.
The attached spreadsheet provides a summary of the renewal quotes from the
current insurers
ProDertv
The property premium will increase slightly from the current term. Total insurable
values are increasing 11 %. Effectively, the Village is receiving a 10% decrease in
the rate.
Excess Workers ComDensation
The excess workers compensation premium will decrease slightly but the self-
insured retention is increasing to $400,000 (from $350,000). Note that the self-
insured retention also increased at the last renewal.
New legislation signed into law in June will increase benefits to injured
employees. Because of this, the excess workers compensation market remains
very limited and those few insurers in it are generally requiring $400,000 self-
insured retentions as the minimum. This new legislation combined with difficulty
in police and fire workers compensation claims makes me believe the self
insured retention will continue to rise over the next few renewals. There are no
other finanpially attractive options.
The original premium was quoted at $36,767. I was able to negotiate this down to
$35,000.
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Page 2
Mr. Dave Erb
November 18, 2005
Gallaaher Fee
Gallagher is requesting a 5% increase in fee. I have no problem with this
increase.
Please note the GAB renewal terms are sent directly to you. You should work
directly with GAB on their terms. I have not been asked to review them.
I am happy to meet with you to review this report. I will call shortly.
Sincerely,
Mike Nugent
Michael D. Nugent, ARM
President
VILLAGE OF MOUNT PROSPECT
2006 INSURANCE RENEWAL
2005 2006
Property $ 91,960 $ 92,122
Excess Workers Compensation 36,436 35,000
Gallagher Fee 9,702 10,187
$ 138,098 $ 137,309
Property Values $ 54,873,523 $ 61,321,483
Property Deductible $ 25,000 $ 25,000
Auto Physical Damage Deductible $ 100,000 $ 100,000
Workers Compensation Self-insured Retention $ 350,000 $ 400,000