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Home My WebLink About6. MANAGERS REPORT 01/16/2007 Mount Prospect Public Works Department INTEROFFICE MEMORANDUM ~ TREE CITY USA FROM: FORESTRY/GROUNDS SUPERINTENDENT ~b.~ ","101 TO: VILLAGE MANAGER MICHAEL E.JANONIS DATE: JANUARY 9,2007 SUBJECT: REQUEST FOR WAIVER OF BIDS-- REMAINING 2006 TREE TRIMMING--$60,000.OO Backaround Arbor Team Plant Health Care (formerly Arbor Green) informed us in November that they will not be completing our 2006 Tree Trimming Contract. Arbor Team had pruned 1880 (roughly half) of the trees that were scheduled to be pruned in 2006 before informing us that they are no longer doing large municipal contracts and will not be able to complete ours. Results Ten "Requests for Quotes" were faxed to reputable contractors that have worked for us in the past. Three quotes and one "no bid letter" were received. The results for pruning the remaining 1863 trees on the 2006 contract were as follows: Kramer Tree Service Nels Johnson Tree Service R.W. Hendricksen Co. Winkler Tree Service $103,279.75 $71,875.00 $55,381.00 No Bid Discussion If the contract is awarded on January 16, 2007 as hoped, the successful contractor will be required to complete the trimming by March 31,2007. This target date is important because we want the work completed before trees begin leafing out, and before any additional restrictions might be imposed because of Emerald Ash Borer. Note that the "Requests for Quotes" asked for the cost to prune the remaining 1863 trees, based on tree diameters currently recorded in our tree inventory. However, . since these trees were measured in 2005, we expect that the final contract price may be up to $5000.00 higher than the lowest quote received. H:\Forestry\WORD\2006\MEMO-WINTER TRIM CONTRACTJ.DOT Page 20f2 The low bidder, R.W. Hendricksen Co., has satisfactorily worked on trimming contracts for us in the past (from 1994 through 2002) and on our removal contract in 2001-2002. Recommendation I am recommending the award of a new trimming contract to the lowest qualified contractor, R.W. Hendricksen Co., in an amount not to exceed $60,000. In the 2006 budget, sufficient funds remain in Account #0015203-540730 (Contractual Tree Trimming) to cover this expenditure. Note that it would have cost the Village $45,643.74 to have Arbor Team trim these trees under their 2006 contract, and R.W. Hendricksen's quote is for $9737.26 more than that. Therefore, Village Attorney George Wagner is proceeding with efforts to obtain the cost difference from Arbor Team's bonding company, Banc Insure. Mr Wagner expects to be successful, but even if he is not, we have sufficient funds to complete the work. , /1 / -4 A ----L ~~-:-7 cu~'--- ---~/Sandy ClarK I concur. ~ Director of Public Works C. Deputy Public Works Director Sean Dorsey H:\Forestry\WORD\2006\MEMO-WINTER TRIM CONTRACT3.DOT MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 07-02 CONTROL NUMBER FROM: MICHAEL E. JANONIS, VILLAGE MANAGER CHIEF OF POLICE ~b. f..A~ ,/,t.. 01 TO: DATE: JANUARY 4,2007 SUBJECT: POLICE REQUEST TO PURCHASE ELEVEN (11) FORD INTERCEPTOR PATROL SQUAD CARS ($240,900) AND ONE (1) i/ CHEVROLET IMPALA DETECTIVE CAR ($18,200). REQUEST TO PURCHASE ELEVEN (11) 2007 FORD INTERCEPTOR MARKED PATROL SQUAD CARS Background Information on the Marked Police Patrol Squad Car Fleet In 2000, the police department began purchasing Ford Interceptor marked patrol squad cars as replacements for the discontinued Chevrolet Caprice squad cars. The department completed the transition to an all Ford fleet of marked patrol squad cars the following year. This purchase marks the beginning of the fifth rotation of the Ford marked patrol squad car fleet. In the time they have been in service, the Ford Interceptors have proven to be well suited to police patrol operations. An evaluation of the Interceptor's acceleration, braking, turning and maneuvering capabilities indicates it meets all of the department's emergency and pursuit driving requirements. Being a large, full frame vehicle, the Interceptor easily accommodates the in-car computer, mobile video recorder and police radios that are installed in the front seat area while also providing ample room to safely and effectively transport prisoners in the back seat area. Finally, the Public Works mechanics are satisfied with the Interceptor's durability and reliability, with the warranty and repair services provided by Ford dealers and with Ford's responsiveness to recommendations for vehicle improvements in subsequent model years. Alternative Squad Car At this time there are two (2) alternative "full size" sedan style police pursuit vehicle packages available, the Chevrolet Impala and the Dodge Charger. Despite being sold as a "full size" vehicle, the Chevy Impala actually is smaller than the Interceptor and thus does not accommodate people or equipment as well as the Ford Interceptor. The Dodge Charger uses uni-body construction and does not have a frame as the Ford Interceptor does. Additionally, the base price of the Dodge Charger is $20,180 while the Ford Interceptor base price is $19,327. Page 1 of3 MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CMF 07-02 CONTROL NUMBER Recommendation The department is recommending the purchase of eleven (11) Ford Interceptors for use as marked police patrol squad cars. The Ford Interceptor, in a police pursuit vehicle package, is available from Landmark Ford in Springfield under a State of Illinois bid award (#PSD4013240) at a cost of $21 ,900 per vehicle. As a comparison, last year the Village purchased replacement squad cars under the state award from the same dealer at a cost of $21,500 per vehicle. We are requesting the Village Board authorize the purchase of eleven (11) Ford Interceptor police pursuit vehicles from Landmark Ford at a total cost not to exceed $240,900 under the pricing of the State of Illinois contract for police vehicles. The State of Illinois contract was awarded through a competitive bid process, and we are eligible to make purchases under the contract provisions. Funds for nine (9) of these vehicles are available for this expenditure in vehicle replacement account #6707709-660123, which is listed on page #285 of the 2007 Annual Budget. Funds for two (2) of these vehicles are available for this expenditure as listed in capital improvement account 5107701-660122 on page #281 ofthe 2007 Annual Budget. These two (2) vehicles, new to the vehicle inventory, will be utilized by the department's traffic unit. Delivery of these eleven (11) vehicles will be in early 2007. POLICE REQUEST TO PURCHASE ONE (1) 2007 CHEVROLET IMPALA UNMARKED DETECTIVE CAR Background Information on the Unmarked Detectives Cars The department replaces one of its fleet of nine unmarked staff (3) and detective (6) squad cars every year, if needed. Since 1998, the department has purchased smaller, front-wheel drive vehicles for staff and detective use. Currently eight of the department's'staff/detective cars are either Chevrolet Luminas or Chevrolet Impalas. The remaining one vehicle is an older full-size Chevrolet Caprice sedan. The department is recommending the replacement of this vehicle, detective squad 1-22, a 1996 Chevrolet Caprice. life Cycle Cost Analysis The staff and detective cars are on a nine-year replacement cycle. No vehicle is recommende? for replacement unless an independent assessment of the vehicle's condition, durability, and service history by public works personnel indicates replacement is warranted. Using these criteria, detective car 1-22, a 1996 Chevrolet Caprice with more than 95,000 miles, has been recommended for replacement in 2007. On January 12,2007,1-22 will begin its twelfth year of service. An attached spreadsheet displays the life cycle cost analysis for 1-22. The optimum economic replacement point for 1-22 was calculated at year six, while the modified replacement point was calculated at year eleven. Recommendation The Chevrolet Impala sedan, in a police package, is available from Miles Chevrolet in Page 2 of3 MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 07-02 CONTROL NUMBER Decatur, Illinois under the State of Illinois bid award (#PSD4012465) at a cost of $18,200. As a comparison, last year the Village purchased the same vehicle under the state bid from the same dealer at a cost of $17,900. Funds are available for this expenditure in account # 6707709-660123, which is listed on page #285 of the 2007 Annual Budget. The department is requesting the Village Board authorize the police department to purchase one Chevrolet Impala at a cost not to exceed $18,200 under the pricing of the State of Illinois contract for police vehicles. The State of Illinois contract was awarded through a competitive bid process, and we are eligible to make purchases under the contract provisions. Delivery of these vehicles will be in early 2007. Finally, at the direction of the Public Works Director, all vehicles replaced in 2007 will be placed into service by other Village departments or placed into auction. Ric~n~ Chief of Police Attachment c: Deputy Police Chief John Dahlberg Deputy Police Chief Michael Semkiu Director of Public Works Glen Andler Deputy Director of Public Works Sean Dqrsey Public Works Vehicle Maintenance Superintendent Jim Guenther H:\My Documents\Equipment\Squad Purchase Request 2007A.doc Page 3 of3 Mount Prospect Public Works Department life Cycle Cost Analysis for 1996 Chevrolet Caprice Detective Sedan 1.22 (Police) Year 1 2 3 4 5 6 7 8 9 Value at Beginning of Year: $15,553 $14,203 $12,853 $11,503 $10,153 $8,803 $7,453 $6,103 $4,753 Estimated Value at Year End: $14,203 $12,853 $11,503 $10,153 $8,803 $7,453 $6,103 $4,753 $3,403 Actual Dollar Depreciation for Year: $1,350 $1,350 $1,350 $1,350 $1,350 $1,350 $1,350 $1,350 $1,350 Downtime Costs/Mile: $200 $200 $200 $200 $200 $200 $200 $200 $200 Mile DownlYear: 5.0 4.5 11.5 14.8 13.5 15.5 11.5 25.5 21.5 Downtime Costs per Year: $1,000 $900 $2,300 $2,960 $2,700 $3,100 $2,300 $5,100 $4,300 Cost of Maintenance and Repairs per Year: $143 $134 $378 $633 $855 $1,666 $568 $2,570 $3,964 (including labor, parts, etc.) Fuel Costs per Year: $665 $594 $659 $543 $631 $432 $761 $956 $693 Total Variable Costs: $3,158 $2,978 $4,687 $5,486 $5,536 $6,548 $4,979 $9,976 $10,307 Total Lifetime Variable Costs: $3,158 $6,136 $10,823 $16,310 $21,846 $28,395 $33,373 $43,349 $53,656 Miles: 8,423 15,942 24,288 31,168 39,161 44,634 54,267 66,364 75,133 Cumulative Cost per Mile: $ 0.37 $ 0.38 $ 0.45 $ 0.52 $ 0.56 $ 0.64 $ 0.61 $ 0.65 $ 0.71 $ 0.76IN,'r__w'". (Divide Total Lifetime Variable Costs by Mileage) Denotes Optimum Economic Replacement. Denotes Modified Optimum Economic Replacement. Modified Optimum Economic Replacement Point Calculation Purchase price of new vehicle: LESS: Estimated Value of New Vehicle at Optimum Economic Replacement Point: Estimated depreciation of new vehicle: Less: estimated value of present vehicle: Net depreciation cost of new vehicle: Estimated total miles on replacement vehicle at Replacement: Estimated increase in new vehicle cost per mile Cumulative cost per mile of present vehicle at Optimum Replacement: Add: estimated increase in new vehicle cost/mile: Cumulative cost per mile at Modified Optimum Replacement: $ 18,000 $ 11,000 $ 7,000 $ 700 $ 6,300 45,000 $ 0.14 $ 0.64 $ 0.14 $ 076