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Home My WebLink About6. MANAGERS REPORT 10/06/2009 Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS ""&bJ' M)-r;, 1Ot-C1 FROM: VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT DATE: SEPTEMBER 29, 2009 SUBJECT: ACCEPT STATE OF ILLINOIS BID FOR THE PURCHASE OF FO TRUCKS, CAB AND CHASSIS ($247,880.00) Backaround In the current budget, there are funds available to replace the following four (4) single axle ump trucks: 2755, 2756, 4518, and 4550. These trucks are model year 1993 (4518, 4550) and 1994 (2755, 2756) International 35,000 lb. GVWR dump trucks with snow and ice control equipment. The replacements for 4518 and 4550 have been deferred and carried-over from the 2008 budget year. All four (4) trucks are used by the Public Works Department maintenance crews to haul miscellaneous materials, such as asphalt, black dirt, sand, stone, etc. to job sites throughout the Village. These trucks are also equipped with snowplows, underbody scrapers, and "tailgate" type salt spreaders for winter snow and ice control. The majority of these trucks are also utilized during the fall leaf program. Replacement Schedule These trucks were originally purchased two (2) at a time in 1992 and 1993. The vehicle/equipment replacement schedule for large dump trucks is 15 years. All four (4) trucks have entered into there 16 and 17 years of service and have logged between 41,253 - 81,616 miles. In addition, the hour meter for the engines have logged between 7,825 - 7,973 hours of operation (equivalent to over 234,750 road miles). All four (4) vehicles exceed the vehicle/equipment replacement schedule criteria for replacement. Life Cvcle Cost Analvsis Life cycle cost analyses have been completed for all four (4) trucks and are attached for your review. The optimum economic replacement point has been calculated between years 5 and 7 for all trucks. The modified economic replacement point has been calculated between years 11 and 14 for all trucks. Other Factors These current trucks have a double "C" channel frame construction and have rust between the two channels. This rust will eventually cause the frame to crack and lose the necessary strength needed to carry heavy loads. At the time when we purchased the trucks we had to have both "C" channels to meet the weight limits when the truck is loaded with salt during snow and ice control operations. The new proposed chassis will have a heavier single "C" channel frame construction eliminating the future rust problem between the channels. Additionally, the steel dump bodies are in very poor condition with rust holes throughout the bodies. Page 1 of 2 ReDlacement Recommendation It is my recommendation that four (4) replacement vehicles for 2755, 2756, 4518 and 4550 be purchased during the 2009 budget year. Bid Recommendation I am recommending the purchase of four (4) new 2010 International 7400 SFA Series, 36,220 lb. GVWR cab and chassis from the State of Illinois Contract (PSD-4015048) award winner Prairie/Archway International Truck's, Inc., of Springfield, Illinois. I therefore request the Village Board authorize the purchase of four (4) new 2010 International 7400 Series, 36,220 lb. GVWR truck cab and chassis at a cost not to exceed $247,880.00 ($61,970.00 per unit). Funds for this proposed purchase are currently available in account number 6707709 - 660115 of the 2009 budget. The remaining funds will be used for needed equipment purchased through various vendors (front and underbody snow plows, pre-wet systems, dump body, and hydraulic components) to provide completely functional vehicles. The vehicles being replaced will be sold through the NWMC auction. 1~ es R. Breitzman ehicle/Equipment Superintendent ~ Glen R. 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'" a a ~~c= ~ '" '" ~g::- a a..... r- a' ~ n iD ~~ !! g > ::s ::s - III "V 0<0 III (I) iii" '1:1 0-51 ::."V UJC UJ2: c.> c'i" S- ID ~ i ~ 0" 0 ::s ~ !till 0;:1. ~ il "D :> -t- 2 n ~ .. UI UI CO Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM FROM: VEHICLE/EQUIPMENT MAINTENANCE SUPERINTENDENT ~. ~/~ 10 c.. .." TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: SEPTEMBER 29,2009 SUBJECT: ACCEPT NWMC JOINT PURCHASING BID FOR THE PURCHAS (1) NEW STREET SWEEPER ($154,010.00) Backaround In the current budget, there are funds available to replace sweeper 4502. 4502 is a 1997 Elgin "P" street sweeper used by Public Works staff to clean approximately 150 centerline miles of Village-owned/maintained streets. On average, all Village streets are swept once every two (2) weeks. Some areas, such as the downtown and commuter areas are swept more frequently. In autumn, the entire Village is swept once each week in conjunction with the Villages leaf collection program from October through November. During the winter months, streets are swept as weather permits. Replacement Schedule 4502 was purchased in 1996. The vehicle/equipment replacement Schedule for sweepers is 12 years. 4502 exceeds the vehicle/equipment replacement schedule criteria for replacement. 4502 is ending its 13th year of service and has logged 7,447 engine hours of operation (equivalent to 223,410 road miles). Life Cvcle Cost Analvsis Life cycle cost analysis has been completed for 4502 and is attached for your review. The Optimum Economic Replacement Point for 4502 has been calculated at year 4. The Modified Optimum Economic Replacement Point was calculated at year 8. Other Factors . The conveyor and main broom assemblies are due for a major rebuild. The work is estimated to cost $14,000.00 including parts and labor. . The engine is due for a major overhaul. The cost is estimated to range between $9,600.00 and $10,500.00 including parts and labor. . The new proposed Elgin Pelican street sweeper has a newly designed isolation-mounted cab to provide cleaner, quieter and more comfortable operation. This cab will also provide enhanced visibility with the full-width windshield and wide see-through doors. Replacement Recommendation It is my recommendation that a replacement for 4502 be purchased during the 2009 budget year. The existing 4502 will be used as a trade in versus being sold at the NWMC auction. Our past experience has shown this type of specialized equipment will have a higher resale value as a trade in. Page 1 of 2 Bid Recommendation I am recommending the purchase of one (1) new 2010 Elgin Pelican "NP" Street Sweeper from the NWMC Suburban Purchasing Cooperative Joint Purchasing Bid award winner Standard Equipment Company, of Chicago, Illinois. 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U'I o N Mount Prospect INTEROFFICE MEMORANDUM Village of Mount Prospect Mount Prospect, Illinois FROM: IT DIRECTOR ~.M~ ,ol~ldt TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL DATE: OCTOBER 1, 2009 SUBJECT: REQUEST TO PURCHASE STORAGE ARRAYS, VMWARE L AND CONSULTING SERVICES Since the design phase of the Server Virtualization Project was approved in July, Laurus Technologies has been working with Information Technology staff to design the Village's server virtualization infrastructure using VMware. To proceed to the next phase, staff is requesting approval to purchase VMware licenses and consulting services for the implementation phase from Laurus Technologies and to purchase EqualLogic storage arrays from Dell. Backaround Virtualization is a software technology that allows multiple "virtual" computers to run on a single physical machine simultaneously. Virtualization provides system redundancy, failover and faster system recovery, offering significant benefits for business continuity. VMware is the industry standard for virtualization. Benefits of VMware include: · A virtual server can be moved from one VMware host server to another quickly and easily. This eliminates the need to take down servers for hardware maintenance. · Virtual servers can automatically failover to a different VMware host server if there is a hardware failure. This reduces downtime. · A virtual server can be moved from one site across the network to another site. In particular, it will allow server functionality to be moved from Village Hall to Public Works to be accessed from the new EOC (Emergency Operations Center) during an emergency. · A virtual server configuration can be cloned at different stages. The cloned images can be used as a template for new servers, which can be setup in less than an hour. Request to Purchase Storage Arrays, VMware Licenses, and Consulting Services October 1, 2009 Page 2 . Copies of virtual servers can be created for qisaster recovery purposes. They are hardware independent so they do not have to be set up on a server that is identical to the original. . Hardware redundancy can be implemented by using multiple network adapters on host servers and connecting them to ports on different switches. . Hardware resources that are allocated to a virtual machine (memory, processors and disk space) can be easily increased as needed. The Technology Focus Group, which includes representatives from all Village departments, has determined what computer functionality needs to be available in the EOC during an emergency. To meet department emergency response specifications, IT staffwill prioritize virtualization of the Blackberry, Firehouse, GIS, Hansen, and Exchange servers initially for continuity of operations. The web server, voice mail server, and GEMS server are also on the priority list, but they are not good candidates at this time because of location (web and voice mail) or support requirements (GEMS). The Village Hall file and application servers are already virtualized and will be upgraded to the current version. Additional servers will be virtualized where possible to complement the prioritized servers, to reduce the number of physical servers, and to assist in the logistics of the virtual infrastructure (location of servers/users, disaster recovery needs). For the initial project, two servers purchased in 2009 will be used as host servers, and two existing servers will be re-purposed as additional host servers. The re~purposed servers will require additional memory and network adapters to meet the requirements. Two more host servers are planned for the future using scheduled computer replacement purchases. Initially ten servers will be eliminated from the computer replacement schedule since they will be virtualized instead. This will save approximately $53,600 on planned server purchases over the years by avoided purchases. More scheduled server replacements are expected to be eliminated when additional host servers are installed. Consolidating servers will also save on electrical power and air conditioning since there will be fewer physical servers. VMware Licenses VMware licenses are sold per processor, which means the Village needs six licenses for three servers. Additionally a license is needed for vCenter, which provides the ability to manage the virtual servers. Multiple vendors provided quotes for VMware licenses. Laurus Technologies' quote is the lowest, as shown in the chart on the next page. Request to Purchase Storage Arrays, VMware Licenses, and Consulting Services October 1, 2009 Page 3 VMware Licenses for 6 Processors VMware list rice Dell COW Laurus Technolo ies Ius vCenter License $32,458 $24,116 $23,000 $21,107 Storaqe Area Networks (SANs) A SAN is an array of disks with firmware specialized to provide network-based disk storage for servers. In a virtualized environment, most of the data (including the drive for the server operating system) resides on the SAN. This is necessary to allow the servers to failover as necessary. The Village currently has two EqualLogic SANs, one at Village Hall and one at Public Works. Data is replicated between the two. Unfortunately there is no available space on the existing SANs for the new virtual servers so two additional SANs are needed. Because staff has been pleased with the existing EqualLogic SANs, it is desirable to purchase two more of the same. One would be installed at Village Hall and one at Public Works so the data can be replicated and accessed as needed. (If connectivity is lost between sites and it is necessary to "move" a virtual server, the image files can be copied to tape and moved manually.) Prices for the EqualLogic SANs are listed in the chart below. EqualLogic pricing is consistent with other brands. Dell offers EqualLogic pricing though the state contract. PS4000 Series SANs come in three models. The PS4000E uses 7.2K rpm (revolutions per minute) drives, the PS4000X uses 10K rpm drives, and the PS4000XV uses 15K rpm drives. Each model has multiple drive sizes available. Phase I results show that a minimum of 8 TB of storage is needed and that 15K rpm drive speed is optimal but 1 OK will work. The PX4000X provides the best price point for the Village of Mount Prospect. E ualLo ic Stora e Area Networks SANs EqualLogic PS4000E, 7.2 TB capacity, 7.2K rpm SATA drives, dual $55,998 controllers, 4- ear warrant 2 $27,999 EqualLogic PS4000E, 16 TB capacity, 7.2K rpm SATA drives, dual $80,638 controllers, 4- ear warrant 2 $40,319 EqualLogic PS4000X, 9.6 TB capacity, 10K rpm SAS drives, dual $58,799 controllers, 4- ear warrant 2 $29,399.30 Consultinq Services Staff is pleased with Laurus Technologies' Phase I design work and they have become very familiar with the Village's current infrastructure and needs. Staff would like to continue working with them on Phase II, the implementation phase. Laurus Technologies have provided a scope of work and quote for Phase II. The cost is $9,950. Request to Purchase Storage Arrays, VMware Licenses, and Consulting Services October 1, 2009 Page 4 Recommendation The benefits of the VMware environment are far reaching, providing redundancy, failover, faster disaster recovery, faster server setup, and the ability to move software services from one site to another. Costs are offset by eliminating future purchases of a minimum of ten physical servers, budgeted at $53,600. I recommend that the Village: · Waive the bid process and accept the quote from Laurus Technologies for the implementation phase of the virtualization project for an amount not to exceed $9,950. · Waive the bid process and accept the quote from Laurus Technologies for VMware licenses for an amount not to exceed $21,107. · Accept the Illinois State bid and purchase two EqualLogic SANs from Dell for an amount not to exceed $58,799. Funds are available for this project. 9;;~ IT Director I:\VB Request Memos\2009 Virtualization 2.doc INTEROFFICE MEMORANDUM Mount Prospect Village of Mount Prospect Fire Department FROM: FIRE CHIEF TO: VILLAGE MANAGER, MICHAEL E. JANONIS DATE: SEPTEMBER 24, 2009 SUBJECT: COMMUNICATIONS TOWER BID - NEW FIRE STATION #14 The Fire Department is requesting Village Board approval to award a contract for th installation of a seventy-foot communications tower at the new Fire Station #14 in n amount not to exceed $52,400. BackQround The communications tower will accommodate the following: · antennas for the department's emergency alerting radios; · a satellite dish for training; and · a wireless microwave dish for point to point computer communications. The tower has the potential to add additional communication devices for the future. Some examples include wireless hot spots that could be utilized by other Village departments and a repeater for the Northwest Central Dispatch Center radio network. The seventy foot height of this tower is permitted and does not require any variances. Bid Results Bid specifications were developed and mailed out to three tower installers in the Chicago area. An ad was also placed in a local newspaper. Two bids were received and the results are as follows: Tower Works, Inc. Deerfield Construction Group, Inc. $60,080 $75,328 After reviewing the bid documents with the low bidder, we were able to reduce the final contract amount with Tower Works from $60,080 to $52,400. This reduction was accomplished by modifying the foundation. Communications Tower - Bid Results September 24, 2009 Page 2 Recommendation I recommend Village Board approval of a contract with Tower Works, Inc. in an amount not to exceed $52,400. In checking references we found that Tower Works successfully completed a number of communications tower installations in Bartlett, Buffalo Grove, Addison, Bedford Park, and McHenry. Budaet Authorization A communications tower was part of the original budget for Fire Station #14. The budgeted amount was $100,000. These funds are available in account 5287711-670151 Fire Station #14 - Other Equipment, on page 297 of the budget book. Michael J. Figolah MF/jm m:\1 archives\09 september~m-communications tower station 14.doc Mount PrQ~pect ~ Mount Prospect Public Works Department @ TREE CITY 1& INTEROFFICE MEMORANDUM ~.~ 10/1,40' TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: FORESTRY/GROUNDS SUPERINTENDENT SEPTEMBER 30, 2009 BID RESULTS - CREEK CLEANING/TREE WORK - $20,002.00 DATE: SUBJECT: BACKGROUND In the 2009 budget, funds have been appropriated to continue the ongoing cleanup of Mount Prospect waterways. Each year since 1997 we have been hiring a contractor to remove garbage and other debris from the bed and banks of our creeks, remove dead trees, and prune dead limbs. This year we propose to complete the clean up along McDonald Creek and start on Feehanville Creek. The first portion of work would be on McDonald Creek, starting at 2003 Hopi Lane and continuing southeast past the Fire Station property, stopping at E. Kensington Rd. The second portion would be on Feehanville Creek, starting at 852 Feehanville Drive and continuing east towards the bridge. BID RESULTS Sealed bids for this year's contract were opened on September 21,2009. Nineteen invitational bids were mailed and a bid notice was placed in the local paper. In addition, a mandatory Pre- bid conference was held on September 22, 2009. Seven bids and one "No Bid" letter were received. Contractors were asked to submit lump sum prices for all labor and equipment required to perform the specified work for the area listed above. Bid results were as follows: Bidder Bartlett Tree Expert Co. Kramer Tree Service Winkler's Tree & Landscaping Landscape Concepts Management Asplundh Homer Tree Care, Inc. Milieu Design B. Haney & Sons Total cost to complete creek area $19,663.00 $24,735.00 $26,684.00 $35,208.75 $55,292.00 $56,000.00 $99,277.11 No Bid DISCUSSION The low bidder, Bartlett Tree Expert Co. has worked successfully for the Village of Mount Prospect in the past on fertilization and individual tree removals. They did send in all the required paperwork with their bid and have numerous municipal references. This bid award is based on estimated quantities of trees and tree sizes. Consequently, it is feasible that actual quantities encountered in the field may vary slightly. Therefore, staff requests that the bid award include a small contingency (approximately $339.00) in the event that additional tree removals are needed. Page 1 of2 Page 2 of2 BID RECOMMENDATION Sufficient funds for this proposed expenditure exist in the current budget (Acct. #5907704- 690079 in the amount of $20, 002.00 on page 295). Therefore, I recommend award of a contract to the low bidder, Bartlett Tree Expert Co., in an amount not to exceed $20,002.00. / ":x:J~zL-CL(,1 C~~,-.-iL ~ . SandyClark I concur: 4. Glen And r Director of Public Works H:\F orestry\ W 0 RD\2009\CREEK\Memo-creek bid. doc