HomeMy WebLinkAbout7. MANAGERS REPORT 12/15/2009
Motmt Prospect
INTEROFFICE MEMORANDUM
Village of Mount Prospect
Mount Prospect, Illinois
FROM:
MICHAEL E. JANONIS, VILLAGE MANAGER ~.
DAVID ERB, FINANCE DIRECTOR ,., I
BRIAN SIMMONS, COMMUNITY DEVELOPMENT DEPUTY DIRECTOR ~
MICHAEL DALLAS, ADMINISTRATIVE ANALYST
DECEMBER 10, 2009
TO:
DATE:
SUBJECT:
ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM VENDOR
RECOMMENDATION
PURPOSE
To present to the Village Board a recommendation for a vendor to provide an ERP software solution.
BACKGROUND
In April ofthis year, the Village contracted with the consulting firm Plante & Moran (P&M) to assist in the
selection of a Village-wide ERP software solution. Over the past eight (8) months, Village staff and P&M
consultants conducted a thorough needs assessment and software system selection in preparation for
replacement of the Village's current financial and community development software systems. Details on
the process are provided as Attachment I to this memo. At the December 8, 2009, Committee of the
Whole meeting, staff presented an update to the Board on the status of the project and obtained
approval to move forward with the selection of a recommended ERP system vendor
DISCUSSION
Upon receiving approval from the Village Board, the ERP Project Steering Committee met to discuss the
strengths of the two remaining vendors (Tyler and New World Systems) and select a finalist to enter into
sole negotiations with the Village. Based on information obtaineclduring the selection process, the
Steering Committee recommends entering into an agreement with New World Systems to provide the
Enterprise Resource Planning software solution to the Village.
The decision to select New World Systems was based on several factors including the following key
decision points.
1. .NET Technology: The New World Systems ERP solution, Logos.NET, is built entirely on the
Microsoft.NET platform. This software architecture is the most current software development
platform in the industry. New World's "Agile" software development approach leverages the
.NET platform's ability to more rapidly develop software to meet and address customer needs,
as well as closely integrate to the suite of Microsoft products and other third party software.
2. "Work the Way You Live": Using the .NET platform, New World is able to develop software
that is tightly integrated with the Microsoft Office suite of products which are widely used
throughout the Village. Notifications can be sent to employees and residents via email
messages, data can be easily imported and exported to Word and Excel, and reports can be
generated using Word's mail merge function or Excel's Pivot Tables. On the very near horizon,
New World will be releasing software functionality to be able to fold their Logos systems
business processes into Microsoft Outlook emails. For example, the accounts
Enterprise Resource Planning (ERP) System Vendor Recommendation
December 10,2009
Page 2
payable/purchasing process will be integrated with Outlook so the employee could approve a
purchase order without having to exit Outlook and enter the New World applications.
3. Client References: Site visits and reference checks to both long-standing and recent New
World clients were conducted as part of the due diligence selection process. Information
obtained during site visits helped to paint a picture of how well the software performed and how
responsive New World was both during and post-implementation. Reference checks included
questions to determine why a client selected New World, their client satisfaction level, and the
project costs and budget. Over and over again, clients stated that the .NET technology platform
and depth of functionality were the primary reasons for selecting New World over another
vendor. Each of the respondents stated they were satisfied or highly-satisfied with their
selection. In most cases, the final cost came in at or below budget and any that were above
were as a result of major project scope changes.
4. Userability: Through the software demonstration process and client site visits, Village staff
and Steering Committee members felt the New World solution offered a more user-friendly
environment to work in. The approach and "feel" of the screens appeared more intuitive and
the interaction between modules was smooth. Ultimately, userability is essential to gaining user
acceptance of the new software and reducing the time needed for staff to adjust to the new
software. Moreover, it will lead to a higher level of adoption ensuring the Village's significant
capital investment is not wasted.
On. December 7,2009, the Village received a "best and final" cost proposal from both New World and
Tyler with the understanding that more exact pricing with the selected vendor would be determined as
final project scoping was set and the level of integration and data conversion are determined. Both
vendors "best and final" came in below budget. The budget listed in the Capital Improvement Plan for
the ERP project is $1,002,000.
At this time a final negotiated price for New World's ERP system is unavailable. Staff will be entering
into sole negotiations with them shortly to finalize the agreed to Statement of Work, terms and
conditions, and overall project cost Staff is tentatively scheduled to meet with representatives from New
World on Monday, December 14, 2009, to negotiate the contract and receive final pricing. Staff will
provide this information to the Board prior to the December 15, 2009, Board meeting as it is available.
RECOMMENDATION
It is recommended that the Board accept the proposal from New World Systems to provide the Village
with an ERP software solution at a cost not to exceed the budgeted amount.
. . ael Dallas
Administrative Analyst
~t:7. ~ .17 ./
David Erb B~ns
Finance Director Community Development
Deputy Director
c: ERP Steering Committee
H:\ACCT\Financial Software RFP\ERP Vendor Recommendation - COW 12-15-09 - Dallas Revisions.doc
INTEROFFICE MEMORANDUM
Village of Mount Prospect
Mount Prospect, Illinois
DATE:
MICHAEL E. JANONIS, VILLAGE MANAGER
DAVID ERB, FINANCE DIRECTOR
BRIAN SIMMONS, COMMUNITY DEVELOPMENT DEPUTY DIRECTOR
MICHAEL DALLAS, ADMINISTRATIVE ANALYST
DECEMBER 3, 2009
ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM UPDATE
TO:
FROM:
SUBJECT:
PURPOSE
To review the status of the Enterprise Resource Planning (ERP) System project and obtain approval to
complete final vendor negotiations.
BACKGROUND
On March 18, 2009, Finance Director David Erb sought approval to enter into an agreement with the
consulting firm Plante & Moran to assist the Village in the ERP's System selection process. See
Attachment I for a description of the events leading up to the hiring decision. Once on board, Mr. Mark
Warner and Ms. Tracey Rau (from Plante and Moran), in concert with the Village's steering committee,
helped identify the Village's enterprise software requirements, create and issue a Request for Proposals
(RFP), and evaluate the RFP responses. Once the responses were evaluated, the committee began a
rigorous due diligence process including vendor demonstrations, site visits, and reference checking. All
Village employees were invited to attend and evaluate the vendor demonstrations, and several
employees (including process/subject matter experts) attended site visits. Attachment II (Mr. Warner's
letter to ERP System co-sponsors) provides a more thorough description of the software selection
process to this point.
DISCUSSION
A. The Process Thus Far
As indicated by Mr. Warner's letter to the project's co-sponsors, the process undertaken to select the
ERP system software has been very methodical and meticulous. During each step in the process, very
careful planning and preparation has been done to ensure the Village selects the best system for its
needs. One of the more notable contributions to the process was Plante & Moran's detailed
requirements and specifications document that supplemented the Village's RFP. Its thoroughness (over
175 pages) and simplicity made it easy to determine whether the vendors could meet the Village's
requirements. Moreover, it served as the necessary foundation to create a script for vendors to adhere
to during the demonstrations. The script then became a tool for staff to use to help evaluate the
vendor's software.
Also of great assistance during this selection process and unaddressed in Mr. Warner's letter, was
staff's initial efforts to document their existing processes in flowcharts and narratives prior to the
consultants conducting their needs analysis. This work significantly reduced the time necessary to
identify the organization's process inefficiencies and understand the department's expectations in terms
of outputs and improved coordination. The great work provided by the departments truly represented
f
Enterprise Resource Planning (ERP) System Update
December 3, 2009
Page 2
their support and willingness to work together in a complicated project and help prepare for the new
system.
In addition to the effort put forth during the needs assessment and RFP process, it should also be noted
how much work has gone into the committee's due diligence activities. As we have learned from the
vendors, many local governments fail to put forth the effort to determine what will be the best solution for
them. They make decisions based on one trait alone, such as cost, reputation, or some specific
functionality. During this process, the committee has emphasized the importance to reach out to others
using the software, including some communities not on the vendor's reference list, to determine vendor
and system strengths and weaknesses. Emails have been sent and phone calls have been made to
communities in and outside the State of Illinois. In addition to reference checking, many staff members
attended site visits to learn from their counterparts how well the system was being utilized. Admittedly,
some aspects of the site visits were not always pretty, including the candid opinions of the
implementation process. Nevertheless, these and other positive comments have helped shaped the
committee's evaluation of the vendors to this point.
B. What An ERP System Should Offer
Since the very first WebEx demonstration, there has been a strong sense of excitement regarding the
level offunctionality, improved cross-functional productivity, and amount of readily available and easy to
understand information to improve decision-making that a new ERP system will bring to the Village. As
compared to the disconnected and dysfunctional software systems that the Finance Department's
GEMS and Community Development's Blackbear currently provides, the steering committee believes the
ERP system will eventually improve the organization's process efficiency by leaps and bounds. As one
prime example, these new systems integrate closely with Microsoft applications like Outlook
(notifications and workflow processing), Excel (report generation and budgeting), and Word (reporting).
These functions are very important to staff who spend a great deal of time in these applications.
Even more exciting, are the boundless opportunities presented by the new E-service or on-line business
applications, such as online permitting, licensing, request for service, bill payments, utility billing, and
employee access to payroll and benefit information. Finally, these software applications begin to meet
the demands created by the business world to provide 24 hour/7 day a week access to local govemment
operations via the Internet. Also as exciting are the collaboration tools and management dashboards
that appear to be making inroads into the system. In the future, these tools should help to improve
communication, as well as help managers monitor operational performance through metrics.
C. What We Have learned
While the systems have generally impressed us thus far, admittedly, the steering committee has found
through its reference checking and site visits that the ERP implementation process is no easy
undertaking and should not be taken lightly. Often times a steering committee's plans are never fully
realized due to the amount of time and effort necessary to bring a module on-line. There is a significant
amount of time taken by the selected vendor to learn about the Village's existing processes and
configure them to their system's architecture. Conversion of software data in old systems must be
cleansed and formatted prior to uploading to the new system. Careful integrations must be programmed
to ensure process automation continues at the same operational level. End-user training must take
place to get employees comfortable with the new system and system testing must occur to ensure the
outputs and workflows meet the Village's expectations. All of these will require significant investment of
time by an already lean workforce, dedication by upper management to maintain a commitment to
complete system implementation and process integration, and unwavering support by the Village Board.
H:\ACCT\Financial Software RFP\ERP Status Update - COW 12-3-09.doc
Enterprise Resource Planning (ERP) System Update
December 3, 2009
Page 3
Without these, any system that is purchased and installed, no matter the cost or level of functionality, will
fail to significantly improve Village operations, as well as meet the steering committee's vision for this
project.
D. What Are the Next Steps?
In order to complete the system selection process between the final two vendors, New World and Tyler,
the steering committee has requested a best and final offer that addresses some changes to the original
RFP's scope of work (mainly integrations/interfaces), as well as other concerns posed in the vendor's
original cost proposals (including professional service figures and budgetary constraints). Soon after the
December 8, 2009, committee-of-the whole meeting, the steering committee will select and notify the
finalist vendor in order to enter sole contract negotiations with the Village. During negotiations, the
committee expects further project scoping to occur, as well as some fine tuning ofthe cost proposal. On
December 15, 2009, the project sponsors and project manager plan to submit the final vendor selection
to the Village Board for approval. During the board meeting, a thorough explanation will be provided as
to why the finalist vendor was selected.
RECOMMENDATION
Grant staff approval to complete vendor negotiations, with the intent to return to the Village Board on
December 15, 2009, for conditional contract approval.
David Erb
Finance Director
Brian Simmons
Community Development
Deputy Director
. Michael Dallas
Administrative Analyst
Copy: ERP Steering Committee
H:\ACCT\Financial Software RFP\ERP Status Update - COW 12-3-09.doc
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Memorandum
From:
David Erb, Brian Simmons
Mark Warner
To:
Date:
December 3, 2009
Re:
ERP System Selection Project Summary
Over the past several months, the Village has completed a thorough process of conducting a Village-wide
Software Information System needs assessment and software system selection in preparation for
replacement of the Village's current financial and Community Development systems. The project has
been named internally at the Village, the ERP System Selection Project. Plante & Moran was engaged
by the Village in late April 2009 to provide professional consulting services to the Village of Mount
Prospect, to support the Village's effort in replacing its core. business information systems with a new
suite of integrated systems. The remainder of this memorandum summarizes the activities conducted by
the Village with assistance provided by Plante & Moran which is expected to soon culminate in the
recommendation of the preferred vendor solution.
CURRENT SITUATION OVERVIEW
The focus of the ERP System Selection project has been to replace and implement the core legacy
financial and Community Development software systems used at the Village as well as reduce the
Village's dependency on custom developed applications and interfaces. Such current application
software includes twenty three (23) separate modules, applications and components from the vendor
Harris Computer Systems, Government E-management Solutions division (referred to at the Village as
"GEMS"), as well as many internally developed programs and integrations. Additionally, the Community
Development department uses the Blackbear software to process its building permits and inspections.
GEMS and the internally developed . programs primarily run on a Windows server supported by the
Village's Information Technology Services department. Additionally the Village uses, several related
custom printing programs (checks, utility bills, W2s), various custom software, various MS FoxPro and
Access tracking and reporting databases and a significant number of departmental tracking spreadsheets
to support departmental operations.
Due to the Village's desire to migrate to a more current technology to provide improved support for Village
operations, the ERP System Selection project was initiated both in response to Village staff's significant
dissatisfaction with the current GEMS and Blackbear systems and in a general intent to implement more
current technology that will better serve the needs of the Village in the future. To develop a leadership
structure for the project, the Village. established. a Steering Committee for the project to support the
software selection process and key decisions related to it. The Steering Committee initially included
participation by departmental leaders from the Village Manager's office, Information Technology Services,
Finance and Community Development departments: During the project, as the Committee gained
additional insight of the cross functional nature of many Village processes, departmental leaders from
Public Works, Fire and Police departments wer~ adped. The Village's Steering Committee~ through a
project charter, has established the following objectives with the successful completion of the. ERP
System Selection project: .
. Incorporate fully integrated "best business practices".
. Develop a system that is user-friendly and empowers departments to analyze and improve
their business processes.
.J
· Add and improve functionality in back-office functional areas.
· Improve quality and accessibility of information for decision support and business planning.
· Mitigate paper-based workflow processes and forms.
· Reduce redundant "shadow systems", data entry, storage, and paper processing.
· Improve operational effectiveness and productivity.
· Enable e-Govemment initiatives, including enhanced customer service and web self-service.
· Reduce the number of systems owned and supported by the Village and their related costs
and inefficiencies by retiring existing legacy and back office "systems" and tools.
· Implement redundancy in the system where appropriate for disaster recovery and business
continuity purposes.
SOFTWARE SELECTION SUMMARY
As the project initiated, the Village's Steering Committee assessed the ERP software marketplace by
meeting with foul' representative software vendors (Hansen Information Technologies, New World
Systems, SunGard Public Sector, and Tyler Technologies) to review their software at a high level through
a two hour Web-Ex demo.
During the months of June through August 2009, a series of interviews were conducted with Village staff
to identify software needs for a new integrated ERP solution. Individual departmental interviews were
conducted and then cross-functional meetings were held which included staff with interests in processes
that spanned the Village.
The output from these interviews, as well as many other technical requirements, was used as the major
source of input into the development of a Request for Proposal (RFP). The RFP was significantly
detailed to document the Village requirements. In addition to system requirements the RFP included
minimum proposal criteria, described the criteria for initial proposal evaluation and established finalist
vendor selection activities and criteria.
The Village's Steering Committee performed a detailed review of the RFP and provided feedback which
was subsequently incorporated into the final version. Once compiled, the RFP was directly distributed on
August 31, 2009 to a significant number of ERP providers an~ other related vendors of software solutions
to local government. Additionally, the RFP was posted to the Village's web site and the Village posted an
advertisement in the Daily Harold on September 5, 2009. Although there was a wide range of software
functionality requested in the RFP, it was the desire of the Village to select, if possible, a single turn-key
vendor solution that would satisfy a significant portion of the needs. The process included vendorQ&A, a
Pre-Bid Meeting and Intent to Propose process along with multiple RFP addend urns.
On September 25, 2009 four vendor responses were received to the RFP. Two of the vendors (CRW
Systems and EnerGov Solutions) proposed solutions limited to Community Development functions while
the other two vendors (New World Systems and Tyler Technologies) provided solutions focused on
addressing the majority of the Village's functional requirements. The Village also received a "No BidP
letter from the Public Works incumbent Asset Management software vendor, Hansen Information
Technologies, indicating that they would not able to provide a solution within the budget that was
allocated towards this project. Another "No Bid" letter was received by SunGard Public Sector explaining
that their latest'software release would soon meet many of the Village's requirements however it was not
targeted for release until the Spring of 2010.
The prices of the qualified proposal responses ranged widely. However, there were varying levels of
response to the proposal requirements that necessitated further review of the proposal responses to
develop a more comparable analysis of the respondents. Plante & Moran and the Village Steering
Committee conducted a detailed review of the proposals and Plante & Moran presented an initial
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proposal analysis to the Steering Committee on October 8, 2009 that included a comprehensive review of
vendor responses related to software functionality, vendor profile, costs provided by vendors, and
compliance with requested contractual terms and conditions.
In order to maximize the thoroughness in reviewing the most qualified solutions, a decision was made at
this meeting to conduct a two-stage demonstration process for the two vendors that proposed software
for the majority of the modules (New World Systems and Tyler Technologies) and only one round of
demos from the two vendors (CRW Systems and EnerGov Solutions) that proposed the Community
Development solution. In the first stage, the two vendors that proposed software for only the Community
Development needs were brought in for a one-day demonstration and given detailed scripts to follow for
each of the modules they proposed. The Steering Committee members as well as the Community
Development staff participated in these demonstrations. The two full ERP vendors (New World Systems
and Tyler Technologies) were brought in for a one-day overview demonstration given only to the Steering
Committee.
On November 3, 2009, the Steering Committee met to review the feedback/evaluations from the one day
software demonstrations. At that time, all of the one day demos had been completed and the 3 day
demonstrations were underway. The Committee discussed high level feedback relating to the vendor
software demos and provided guidance on evaluating the demonstrations. At this particular Steering
Committee meeting, it was decided to include department leadership from Public Works, Fire and Police
to the Steering Committee due to an increased awareness of cross-departmental processing.
The three-day demonstrations provided Village staff an opportunity to perform a detailed review of the
products based on scripted criteria identified within each of the module areas. The three day long vendor
demonstrations included staff from the various departments who had participated in the needs
assessment process as well as members of the Village's Steering Committee.
A meeting was held with the full Steering Committee on November 11, 2009 where the Steering
Committee members reviewed the three day demonstrations and planned out site visits to 3 other local
units of govemment. These site visits would again involve staff from the various departments who had
participated in the needs assessment process as well as members of the Village's Steering Committee.
Also initiated in this meeting was a decision on which ERP modules would be needed as well a
discussion of desired interfaces/integrations to other software outside of the ERP modules.
In addition to the site visits, in November, the Steering Committee distributed a survey to another 13 local
units of govemment. These units included 7 municipalities that were using Tyler's product and 6 that
were using New World's product. On November 18th, a status of these surveys as well as two of the three
site visits was discussed with the Steering Committee. Points of integration with existing Village modules
were discussed in length. It was concluded that the two Vendors that only proposed a solution for
Community Development would no longer be included in the evaluation process, due to the fact that there
was full agreement of the Steering Committee that the two full ERP vendors provided Community
Development software which adequately met Community Development's needs and provided additional
integration with the financial modules. After the meeting, requests for draft contracts from the two full
ERP solution vendors were made and have subsequently been received.
On November 25, 2009, the Steering Committee met to review the updated results of the site visits and it
was decided that there was a need for additional discussions with vendors related to specific integration
points with the Village's existing software for Public Works and the Fire Departments.
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Subsequent to a vendor decision, the Village will hold additional meetings to determine which software
modules would be appropriate to purchase and to ensure that a complete and fully agreed to Statement
of Work (SOW) with associated pricing is developed. As of the date of this memorandum this activity
continues to be underway. The currently expected software purchase includes the following functions:
1. General Ledger & Financial Reporting
2. Comm Development-Permits & Inspections
3. Payroll
4. Master Address & GIS Integration
5. Budgeting
6. Utility Billing
7. Accounts Payable
8. liCensing
9. Comm Development-Housing
10. Purchasing and Requisitions
11. Comm Development-Planning & Zoning
12. Misc. Billing & Accounts Receivable
13. Human Resources
14. Cash Receipting/Cash Register
15. Request for Service
16. Bank Reconciliation
17. Miscellaneous Taxes
18. Project Management
19. Fixed Assets
20. Work Orders
21. Web Self Service components
22. Various Integrations
Plante & Moran is in full support of the process that the Steering Committee is conducting in their vendor
due diligence and supports the Village moving forward with negotiating a contract to receive the best a(ld
final offer before making a final decision.
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INTEROFFICE MEMORANDUM
Village of Mount Prospect
Mount Prospect, Illinois
TO: MICHAEL E. JANONIS, VILLAGE MANAGER
FROM: FINANCE DIRECTOR
DATE: MARCH 18, 2009
SUBJECT: ENTERPRISE RESOURCE PLANNING (ERP) PROJECT MANAGEMENT
CONSULTANT RECOMENDA TION
PURPOSE:
Present for the Board's consideration a recommendation to retain the services of a project
management consultant to support the analysis/design and vendor selection phases for a village-
wide ERP system. Enterprise resource planning is an enterprise-wide information system designed
to coordinate all the resources, information, and activities needed to complete business processes.
ERP software works to promote integration and process automation and better provides for tools
and data useful for the end user.
BACKGROUND:
The Village currently utilizes a suite of software applications to administer its general ledger, payroll,
accounts payable, utility billing, accounts receivable and other financial management systems. In
addition, there are several other third-party and internally written programs that assist the Village in
managing its various business processes. The main suite of programs is over 10 years old and has
reached the end of its useful life. Connectivity and similar obsolescence issues are apparent with
the third-party and internally written programs which have also reached the end of their useful life
necessitating replacement as well. The 2009-2013 Capital Improvement Plan (CIP) identifies
budget needs for the replacement of this software. In the 2009 and 2010 Capital Improvement
Fund budgets there are monies allocated for the hiring of a consultant to take the Village through
the steps of selecting and implementing the new software.
DISCUSSION:
In February, Request for Proposals (RFP) were sent out to twelve (12) ERP project management
consultant firms to solicit their interest in assisting the Village with the selection and implementation
of a village-wide ERP system. We feel that a village-wide ERP system, in lieu ofthe current system
configuration, will permit improved connectivity throughout the departments and increase
efficiencies in operations. Tasks to be provided by the selecteq firm include assessment of the
Village's current business information system, identify the computing needs and associated
applications of its users, recommend a system design, develop a Request for Proposals (RFP) for
the new integrated ERP system, evaluate the vendor's proposals, recommend a vendor solution,
and manage the implementation. The project is broken down into three phases. Phase 1 is for
analysis and design of the existing system and proposed ERP system. Phase 2 is for vendor
selection which includes preparation of an RFP. Phase 3 covers the implementation of the selected
software. A copy of the RFP is included as Attachment 1. The RFP strictly stated that only
independent consultants would be considered for the engagement. Consultants could not have an
affiliation or be a reseller of any software or enterprise system proposed.
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ERP Project Management Consultant Recommendation
March 18, 2009
Page 2 of3
The Village received responses from five (5) firms. The five firms that returned a proposal were
Clerestory, Conlon Group, IT Advocates, KPMG and Plante & Moran. Each of the firms has
performed the scope of services listed above for other governmental entities. After a review of the
proposals, four firms were invited for interviews before a core selection team. The core team
included Dave Strahl and Mike Dallas from the Manager's Office, Joan Middleton from IT and Lynn
Jarog and myself from Finance. A set list of questions was asked each firm to easily compare
qualifications and experience. In addition, several follow-up questions were asked related to the
proposals and information that came out during the interview process. After the interviews there
was consensus among the core team of a first and second choice to provide the consulting service.
Calls were then made to listed references to further assess the firm's capabilities and get insight
into their interaction with staff. Finally, the fee structure and time commitment section of the
proposal was addressed. Attachment 2 lists the total fees and hours allocated for each phase of
the project.
Some of the factors considered when determining the most qualified, best suited firm include
staffing and other resources available to the firm, experience in providing similar services for other
clients, understanding of and approach used to address the Village's needs outlined in the RFP and
compatibility with Village staff. Based on these factors it was decided that Plante & Moran (P&M)
was most qualified and best suited to provide the consulting services for this engagement. Below
are some of the ways P&M was able to address the needs outline in the RFP.
. Staffing and Resources: P&M is a management and consulting and public accounting
firm with a staff of over 1,600 professionals, 150 of which support the Management
Consulting Services Group. The project team that would have a part in the engagement
with the Village includes professionals from the consulting, governmental accounting,
technology and software sectors of their organization. Based on the size and complexity of
the engagement we felt that the resource demands would not overwhelm P&M as it could
some of the other firms interviewed. The core team also felt the number of hours allocated
to the project were sufficient for a successful completion within the desired timeframe.
. Relative Experience: Each of the members of the consultant team has considerable
experience working with governmental clients. The scope of work for projects P&M team
members have been involved in matches what the Village is looking to accomplish with its
village-wide ERP system.
. Project Approach and Understanding: Through the interview process P&M was best
able to convey their business approach to our project. They were able to outline their
project work plan that addressed the requirements outlined in the RFP. The project work
plan proposed by P&M is very methodical and includes measurable objectives for each
phase of the project. Defined roles and expectations were outlined for staff as well as for
the consultant.
. Compatibility: Understanding the importance of complete buy-in by the end user has on
the success of the project we wanted to make sure that the consultants would be able to
interact well with staff while balancing the need for the project to move along. Phase 1 of
the project is for analysis and design of the existing system and proposed ERP system.
This phase will consist of inter-department and inter-function meetings with end users. A
high level of interpersonal skills will be needed by the consultant. Based on the interviews
and reference calls we believe that P&M staff possesses the needed skills in this area.
H:\ACCT\Financial Software RFP\ERP Consultant Recomendation.doc
ERP Project Management Consultant Recommendation
March 18, 2009
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As staff worked through the proposals and firm interviews it became apparent that to address all
three phases at this time might not be cost effective for the Village. There are currently a number of
questions regarding the final phase that are dependent on the system configuration and software
that is ultimately chosen. The difficulty among the firms in pricing and setting hour commitments for
this final phase is obvious in the pricing proposals received. Hours ranged from 76 to 2,330. The
number of hours that P&M has allocated for Phase 3 (576) appears to be most in line with the
successful completion of the project. However, since it is not necessary to commit to the Phase 3
work at this time we felt it is in the best interest of the Village to delay final decision for this work
until better information is available. P&M and the Village have agreed to hold off on setting the
scope and pricing on Phase 3 activities until a software vendor is selected.
The original fee proposed by P&M for Phases 1 and 2 is $114,720. This is based on 478 hours of
consultant staff time. The average number of hours allocated for the first two phases by all five
firms was 590 with a low end commitment of 162 hours and a high end commitment of 1,100. Staff
has had follow-up conversations with P&M and their final fee is negotiable while we firm up roles
and responsibilities between the Village and the consultant. Results of our discussion with the
consultant will be provided to the Board at the Committee of the Whole meeting. Although the fee
for P&M is not the low quote we feel that there is better overall value being received from a more
qualified firm.
The 2009 and 2010 budgets includes $90,000 for consulting services. The original scope of work
that the budget was based consisted of a simple village-wide financial management system, similar
to what we currently have, along with the implementation of an integrated suite of programs for
Community Development. The scope as presented in the RFP was expanded to address the
issues we are having with the third-party and internally written programs that are best addressed
using an ERP system. As a result the budget will need to be adjusted to accommodate the
additional work. Funds to support the additional cost are available from the Community
Development budget for Other Professional Services. These funds are intended for process review
in the Building Division that will now occur in the analysis and design phase of the ERP project.
RECOMMENDATION:
Request authorization from the Board to retain the services of Plante & Moran to provide ERP
project management consulting services for an amount not to exceed $114,720.
David O. Erb
Finance Director
DOEI
H:\ACCT\Financial Software RFP\ERP Consultant Recomendation.doc
Mount Prospect
INTEROFFICE MEMORANDUM
Village of Mount Prospect
Mount Prospect, Illinois
TO:
MICHAEL E. JANONIS, VILLAGE MANAGER
FROM:
FINANCE DIRECTOR
DATE:
DECEMBER 3, 2009
SUBJECT:
2010 PROPERTY AND WORKERS COMPENSATION INSURANCE PROGR
PURPOSE:
To present a recommendation for the property and workers compensation insurance program
beginning January 1, 2010 and ending December 31, 2010.
DISCUSSION:
The Village's current property and workers compensation insurance policies are set to expire on December 31,2009.
With the assistance of the Village's insurance consultant, staff negotiated with the existing broker and insurance
companies to secure coverage for 2010. We did not seek alternative proposals for the 2010 renewal because ofthe
continued narrow market for municipal risks. There is only one competitive insurer for the excess WC - Safety
National. Federal (Chubb) has been the most competitive on cost and coverage for property. Only Travelers and
Hartford compete with Chubb for Municipal property coverage. The Village will seek quotes from each of these
insurers when the market turns. The following is a brief summary of our expiring insurance program, an analysis of
the proposals received, and a summary of the insurance package being recommended by staff and its consultant.
Expiring Program
Attached is the 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 Federal Insurance (Chubb) Company. The amount of
coverage was $66.5 million, with a $25,000 deductible. The annual premium was $75,780. The broker offering the
coverage was Arthur J. Gallagher and Co.
The Village has been self-insured for liability insurance since 2005. Prior to 2005 the Village purchased conventional
coverage. The change in the insurance program 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).
Excess workers compensation coverage was purchased from Safety National, which insured the Village for individual
claims in excess of $500,000. There is a $1 million aggregate limit for worker compensation claims. The annual
premium was $46,534. The broker was Arthur J. Gallagher and Co.
Proposal Received
Nugent Consulting Group assisted the Village in securing proposals from our current broker and underwriters. 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 policy years 2006-2009 (Attachment II).
The renewal quote for property coverage was basically flat from the prior year and totaled $75,730 while total
insurable values increased 2.7%. The renewal quote for excess workers compensation coverage increased 4.2%
from the prior year from $46,534 to $48,485. This was due to the increase in the payroll basis at which the rate is
calculated. Self-insured retention levels remain unchanged from the prior year and are set at $500,000. The total for
Property and Workers' Compensation Insurance Program
December 3, 2009
Page 2
all premiums and commissions as quoted is $136,597, an increase of 1.9% from the 2009 premiums. A total of
$139,500 is included in the proposed 2010 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 $136,597.
U~C7. ~.
DAVID O. ERB
FINANCE DIRECTOR
DOE/
Attachments
1:\lnsurance\Memos\2009\2010 Renewal- Property and WC.doc
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Mount Prospect
INTEROFFICE MEMORANDUM
Village of Mount Prospect
Mount Prospect, Illinois
TO:
DAVID ERB, FINANCE DIRECTOR
~.
FROM: DEPUTY FINANCE DIRECTOR
DATE: DECEMBER 8, 2009
SUBJECT: COPIER LEASES
PROPOSAL
The Finance Department is requesting a waiver of the bid process to lease six copiers.
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. Staff was very pleased with the leasing arrangement and service
provided so the following year three additional Toshiba copiers were leased.
Since then the Village has continued to replace copiers with leased copiers. Currently the
Department copiers are leased with only one exception which is a small black and white
Toshiba 1560 copier that is 10 years old located in Public Works. The Police Department,
Fire Department, Finance Department, Information Technology Department, Human
Services Department, Clerk's Office, and Public Works Department all had lease
agreements with a company called Imagetec and the Community Development
Department with a company called Chicago Office Technology Group (COTG) for the
leasing of thirteen Toshiba copiers. Typically the leases were negotiated three-year
commitments. Staff had been very pleased with the leasing arrangement and service
provided from both companies.
In 2008 the Village made the decision to lease the five copiers up for renewal from COTG
with negotiated four-year commitments. Both Imagetec and COTG were asked to submit
proposals; COTG was able to give the best price and all other factors such as service and
reliability remained equal.
Copier Leases
December 8,2009
Page 2
The leases for the five copiers with Imagetec will expire at the end of the year and the
Public Works Toshiba 1560 copier is in need of replacement. Personnel from the Police,
Human Services, Information Technology, Public Works and the Finance Departments
began discussing the replacement of the copiers at the end of September. The points of
discussion included reliability, speed, functionalities, types of print and copy jobs, print
volume, space constraints, upgrades needed and other comments and concerns. The
discussions determined that all departments need copy, print, fax, and scan functionalities.
Feedback on the Toshiba color copier was received and the reliability of the color copier
and the service received for the Police Department is less than desirable. Each
department also discussed needs of adding color as an option to the machines. The
Finance Department was asked to research new copiers that provide the functionalities
needed and to negotiate another lease for new copiers.
Due to the reliability and the service issues that have been developing with COTG, and the
unresponsiveness of lmagetec to receive pricing and to retain our business, we felt it
necessary to research the various brands of copiers and the vendors that provide service.
We looked at seven different vendors in the area and decided to seek proposals from four
different vendors. lmagetec, COTG, Gordon Flesch and Nexus were asked to submit
proposals.. All vendors submitted their proposals and made recommendations as to which
copiers would be the best for the Village.
Nexus provided the proposal with the best pricing. Nexus is a small company founded in
1982 with forty employees. Their corporate office is located in Rockford, and the
technician's are dispatched from an office in Elgin. The Nexus solution includes two
Canon 5050N copiers, one Canon 3235i, one Canon 5055 and two Canon C5051 copiers
which will provide copy, print, scan, and fax functionalities. The Gordon Flesch Company
is a larger company with the corporate office located in Geneva and six branch offices in
the area. The Gordon Flesch solution is also the same as above; however, their pricing is
significantly higher than Nexus. The Canon C5051 copiers are color copiers which will be
located in the Finance and Public Works Department. The copiers will be replacing
existing copiers, color printers and fax machines. Our research found that Canon is a
superior brand when compared to the Toshiba brand.
Copier Leases
December 8,2009
Page 3
RECOMMENDATION
Although the Toshiba copy machines have been good, reliable and cost effective to
operate in the past, the Toshiba color copiers that were placed into service last year have
not been as reliable. We recommend going with a new vendor and leasing the Canon
products for the six copiers in need of replacement. References for Nexus were called and
we found that Nexus provides outstanding service and the Canon copiers received
excellent reviews. Funds are included in the operating budgets of the five departments to
continue the leases and pay the service contract fees.
4 - Year
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38,928.00; i
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$ 6,266.:40 1J~. ......6.!?9T?0
As indicated above, pricing was obtained for four-year lease agreements. Detail
worksheets on the pricing for the six copiers and specification sheets are included with this
memorandum. Nexus recommended a four year lease agreement for the Canon copiers.
After reviewing the needs of the departments, the average life of the machines and the
cost, it is recommended that we lease the six Canon replacement copiers from Nexus for a
four-year period at an amount not to exceed $65,328.
Lynn Jarog
Deputy Finance Director
ATTACHMENTS
H:\ACCT\Copiers\2009 Board Proposal\Proposal VB 2009 Memo.doc
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The new Canon imageRUNNER 324S/324Si/323S/323Si models will
capture the imagination of businesses that want to run their offices
more seamlessly and captivate users with intuitive features that
increase productivity. Now companies and workgroups can truly
achieve their business goals and perform like never before
through tighter integration with existing infrastructures and
enhanced usability.
Why settle for less when the imageRUNNER 324S/324Si/323S/323Si
models are well within your reach? From copying to scanning,
printing to storing, and sending to customizing, there's no better
solution for workgroups and small offices. Featuring a new system
architecture that's both highly compact and customizable, it's
never been so easy to connect your total enterprise.
Two different versions of the devices are available-an "j" model
and a "Base" model. The "i" model comes bundled with many
standard features for out-of.the-box business productivity, such a
pel se/6 support, PostScripti!) 3'" emulation, and advanced sendir
capabilities. The "Base" model is highly configurable and offers
a selection of options to best fit your unique environment.
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Copy
Function imageRUNNER 324513235
Standard
Mail Box
Standard
Print
Standard: UFR II
Optional: Pel 5e/6. PostScript 3 Emulation
Standard: UFR II,
Pel 5e/6, PostScript 3 Emulation
Scan
Standard: Color Network ScanGear
Color Universal Send
Optional: Color Universal Send.
Optional: Advanced Feature Set..
Optional: Security Feature Set...
Standard: Color Universal Send
Standard: Advanced Feature Set**
Standard: Security Feature Set.**
Super G3 Fax
Optional (1, 2, or 3 lines)
Web Access
Optional
USB Memory Support
Optional
MEAp$
Standard
· Color V-Send Trial Kit Standard.
** Includes High Compression, Searchable, and Trace & Smooth Modes.
*** Includes Digital Device Signature and Encrypted PDF.
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MAIN UNIT
Type:
Copying Method:
Developing System:
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Saddle Finisher-AE2
Monochrome Digital Multifunction
Imaging System
laser Dry Electrostatic Transfer
Dry Monocomponent Toner
Projection
RAPID Fusing System
Fixing System:
Std_ Memory
imageRUNNER 3245/3235: 512MB RAM + 256MB RAM
imageRUNNER 32451/3235i: 1GB RAM + 256MB RAM
Max. Memory: 1GB RAM + 76SMB RAM
Hard Disk Drive: 60GB
Copy/Print Speed (letter)
imageRUNNER 3245/3245i: Up to 45 ppm
imageRUNNER 3235/3235i: Up to 35 ppm
First-Copy Time: 3.9 Seconds (From Platen Glass)
5.9 Seconds (From DADF)
10 Seconds or less From
Sleep Mode
35 Seconds or less From
Main Power Off
Warm-Up Time:
Network Interface
Connections:
Acceptable Originals:
Max. Original Copy Size:
Min. Copy Size:
Acceptable Paper Sizes:
Scan Resolution:
Copy Resolution:
Print Resolution:
Halftone:
Document Feeding Method:
Duplexing:
Paper Supply
Standard:
Optional:
Maximum:
Acceptable Paper Sizes
Upper Cassette:
lower Cassette:
Stack Bypass:
Acceptable Paper Weight
Cassettes:
Stack Bypass:
Dimensions (H x W x 0):
Weight:
Power Requirements:
10/100/1000 Base-Tl( (RJ-45),
USB 2.0 (Device), USB 2.0 (Host) x 2
Sheets, Books, and 3-Oimensional
Objects up to 4.4 lb.
l1"xl7"
H/S" x 5- 7/S" (Stack Bypass)
11" x 17', legal, letter, letter-R
600 x 600 dpi
1200 x 600 dpi (Interpolated)
1200 x 1200 dpl.
256 Gradations of Gray
100-Sheet Duplexing Automatic
Document Feeder (Standard)
Standard Automatic Trayless
Duplexing
Dual 550-Sheet Paper Cassettes
+ 50-Sheet Stack Bypass
Dual 550-Sheet Paper Cassettes
+ 2,700-Sheet Paper Deck
4,950 Sheets
legal, letler, letter-R,
Statement-R, Executive
11" x 17", Legal, letter, letter-R,
Statement-R, Executive
11" x 17", legal, letter, letler-R,
Statement-R, Executive, Free Size
(H/S" x5-7/S" to 11-5/S" x 17"),
and Envelopes
17 lb. to 24 lb. Bond
17 lb. to 32 lb. Bond
35-1/2" x 22-1/4" x 27-5/S"
(901mm x 565mm x 700mm)
ISllb. (S2kg)
120V AC, 60Hz, lOA
Finisher-AEl
Power Consumption:
Plug:
Toner (Estimated Yield):
CDpy Features
Multiple Copies:
Max. Copy Reservation:
Exposure:
Magnification
Preset Reduction:
Preset Enlargement:
Zoom Mode
Platen:
DADF:
Inner 2-Way Tray-DI
Finisher-51
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1.41kW (Max.)
NEMA 5-15P
24,000 Impressions at 6%
Image Coverage
1 - 999
20 lobs
Automatic or Manual (9 levels)
25%, 50%, 64%, 73%, 7S%
121%,129%,200%,400%
Data Format
File, E-mail:
I-fax:
USB Memory Media
Supported Applications:
TIFF, IPEG, PDF, XPS, PDF/XPS
(Com pac!),., PDF (Trace &
Smooth)," PDF /XPS (OCR),"
Encrypted PDF,." Digital Device
Signature PDF/XPS.... Digital
User Signature PDF /XPS I.
B/W: TIFF (MH, MR, MMR)
Color: nFF (Profile-C)
Scan to USB Memory Media,
Print from USB Memory Media
TIFF, )PEG, PDF
TIFF, )PEG, PDF, PDF (Compact)'"
PDF (Trace & Smooth)," PDF
(OCR)", Encrypted PDF....
Digital Device Signature PDF....
Digital User Signature PDFI.
Supported Print File Formats:
25% - 400% (in 1% Increments)
25% - 200% (in 1 % Increments) t Supported Scan File Formats:
Print Features
CPU:
Std. Memory
imageRUNNER 3245/3235: 512MB RAM + 256MB RAM (Shared)
imageRUNNER 3245i/3235i: 1GB RAM + 256MB RAM (Shared)
Max. Memory: 1GB RAM + 76SMB RAM (Shared)
Hard Disk Drive: 60GB (Shared)
Maximum Print Resolution: 1200 x 1200 dpi.
Supported POL
imageRUNNER 3245/3235: Std. UFR II, Opt. PCl 5e/6, PS 3 em. t
imageRUNNER 3245i/3235i: Std. UFR II, PCl 5e/6, PS 3 em.
Supported OS
UFR II:
PCl 5e/6:
PS 3 em.:
MailBox Features
Max. Mail Boxes Supported:
Scan Features
Network TWAIN Scan:
Network Scan Utility:
Canon Custom Processor
Windows. 2000/XP/Server 2003/
Windows Vista.
Cltrix MetaFrame
Macintosh. OS X (OS 10.2.S or later)
Windows 2000/XP/Server 2003/
Windows Vista
Citrix MetaFrame
Windows 2000/XP/Server 2003/
Windows Vista
Citrix MetaFrame
Macintosh OS X (OS 10.3.S or later)
100 User Inboxes, One Memory RX t
Inbox, 50 Confidential Fax In boxes I
Standard
Color Network ScanGear
Color Universal Send Features (Standard for 32451/3235i models;
Optional on 3245/3235 models)
Color Mode:
Address Book Capacity:
Sending Methods:
Communication Protocol
File:
E-mail/I.fax:
Auto Color Select
(Full Color/Grayscale)
Auto Color Select (Full Color, B/Wlt
Full Color Grayscale, B/W
Max. I,SOO Destinations I
(Includes 200 One-Touch Buttons) I
Max. 5 LOAP Servers
E-mail, I-fax, 5MB, File Server
(FTP, IPX, WebDAV), User Inbox,
Super G3 Fax (Optional)
FTP(TCP/IP),SMB(TCP/IP),
NCP (lPXl, WebDAV
SMTP, POP3. I-fax (Simple, Full)
Required Accessories
imageRUNNER 3245/3235: USB Memory Connectivity Kit.Al,
PS Printer Kit-AAl or Direct Print
Kil-FI for printing
imageRUNNER3245i/3235i: USB Memory Connectivity Kit.Al
Duplexlng Automatic Document Feeder
Acceptable Originals: Statement to 11" x 17"
Acceptable Weights
One-Sided Scanning:
Two-Sided Scanning:
Paper Capacity:
OPTIONAL ACCESSORIES
Cassette Feeding Unit.Y3
Acceptable Paper Sizes:
Paper Capacity:
Acceptable Paper Weight:
Weight:
Paper Oeck-Q1
Acceptable Paper Size:
Paper Capacity:
Acceptable Paper Weight:
Dimensions (H x W x 0):
Weight:
I Inner 2-Way Tray-01
Number ofTrays:
Acceptable Paper Sizes:
I Acceptable Paper Weight:
Paper Capacity Per Tray
Upper Tray:
lower Tray:
Attachable Accessories:
11 lb. to 32 lb. Bond
13 lb. to 32 lb. Bond
100 Sheets (20 lb. Bond)
11" x 17", legal, leller, leller-R,
Statement-R, Executive
Dual 550-Sheet Casselles
(1,100 Sheets at20 lb. Bond)
17 lb. to 24 lb. Bond
Approx. 50.7 lb. (23kg)
letter
2,700 Sheets (20 lb. Bond)
17 lb. to 24 lb. Bond
IS-5/S' x 14-5/S" x 23-1/4"
(473mm x 372mm x 591mm)
Approx. 65.3 lb. (29.6kg)
Two
11" x 17", legal, letter, letter-R,
Statement-R, Executive,
Envelope. Freesize
(H/S" x 5-7/S" to 11-3/4" x 17")
17 lb. to 32 lb. Bond
100 Sheets (lTR), 50 Sheets
(Other Sizes)
250 Sheets (lTR), 100 Sheets
(Other Sizes)
Copy Tray-II
Specifications are continued on back.
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Finisher,Sl
Number of Trays:
Acceptable Paper Sizes:
Acceptable Paper Weight:
Tray Capacity
Non1:ollate. Collate,
Group Mode:
Staple Mode:
Staple Mode:
Staple Position
Top Left Corner:
Top Right Corner:
Max. Stapling Capacity:
Attachable Accessories:
One (Second Tray Optional)
11" x 17", Legal, Letter, Leller.R,
Statement.R, Executive,
Envelope, Freesize
(3-7/8" x 5.7/8" to 11.3/4" x 17")
17 lb. to 32 lb. Bond
300 Sheets Per Tray (Letter,
Statement.R)
150 Sheets Per Tray (11" x 17",
Legal, Leller.R)
300 Sheets/30 Sets Per Tray (Letter)
150 Sheets/30 Sets Per Tray
(11' x 17", Legal, Letter.R)
II" x 17' (Landscape), Legal
(Landscape), Letter. Leller.R
11' x 17" (Portrait), Legal
(Portrait)
50 Sheets (Letter)
30 Sheets (11" x 17", Legal,
Letter.R)
Additional Finisher Tray.Bl
Puncher Unit.Rl
Copy Tray.J1
Puncher Unit.Rl (Option for Finisher.Sl)
Acceptable Paper Sizes: 11" x 17", Legal, Leller, Letter.R
Acceptable Paper Weight: 17 lb. to 32 lb. Bond
Punch Type
Two Holes:
Three Holes:
Punch Waste Capacity
Two Holes:
Three Holes:
Legal, Letter.R
11" x 17", Letter
Approx. 2,500 Sheets
Approx. 1,500 Sheets
Finisher.AE1/Saddle Finisher.AE2
Number ofTrays: 2Trays
Acceptable Paper Sizes: 11" x 17', Legal, Letter, Letter.R,
Statement, Statement-R, Executive,
Envelope, Freesize (3-7/8" x 5.7/8"
to 11.3/4' x 17'~
Acceptable Paper Weight: 17 lb. to 32 lb. Bond
~ ImageR U N N ERe
l' 3 2 4 5 / 3 2 4 5 i
.e I mag e RUN N E R-
l' 3 2 3 5 / 3 2 3 5 i
Tray Capacity
Non.collate, Collate,
Group Mode:
Staple Mode:
Staple Positions:
Max. Stapling Capacity:
1,000 Sheets (Letter, Statement.R,
Executive)
500 Sheets (11" x 17", Legal,
Letter.R)
1,000 Sheets/30 Sets (Letter,
Executive)
500 Sheets/30 Sets (11' x 17",
Legal, Letter.R)
Corner Staple, Double.Staple
50 Sheets (Letter, Executive)
30 Sheets (11" x 17", Legal,
Letter.R)
Saddle.Stitching'
Acceptable Paper Sizes: 11" x 17", Legal, Letter.R
Saddle.Stitch Capacity: 15 Sheets (60.Page Booklets)
Tray Capacity: 25 Sets (1 to 5 Sheets)
15 Sets (6 to 10 Sheets)
10 Sets (lIto 15 Sheets)
V.Folding
Folding:
Dimensions (H x W x D)
Finisher.AEl :
Saddle Finisher.AE2:
Attachable Accessories:
40.7/8" x 25.3/8" x 25.7/8"
(1037mm x 643mm x 657mm)
40.7/8" x 29.3/8" x 25.7/8"
(l037mm x 747mm x 657mm)
Puncher Unit.Ml
Puncher Unit.M1 (Option for Finisher.Af1/Saddle Finisher.A(2)
Acceptable Paper Sizes: 11" x 17", Legal, Letter, Letter.R
Acceptable PaperWeight: 17 lb. to 32 lb. Bond
Punch Type
Two Holes: Legal, Letter.R
Three Holes: 11" x 17", Letter
Punch Waste Capacity: Approx. 3,000 Sheets
PeL Printer Kit.AA1 (Standard for imageRUNNER 3245i/3235i Models)
POL: PCL 5e, PCL 6
Internal Fonts: 80 Scalable Fonts, 30 Barcode,
10 Bitmap, 2 OCR Fonts
Supported OS: Windows 2000/XP/Server 2003/
Windows Vista
Citrix MetaFrame
PS Printer Kit.AAloo (Standard for imageRUNNER 3245i/3235i
Models)
POL:
Internal Fonts:
Supported OS:
As an ENERGY STAR' Partner, Canon U.S.A., Inc. has determined that these products meet the
ENERGY STAR guidelines for energy efficiency. ENERGY STAR and the ENERGY STAR mark are registered
u.s. marks. Microsoft, PowerPolnt, Windows and Windows Vista are registered trademarks of
Microsoft Corporation in the United States and/or other countries. Adobe and Illustrator are
registered trademarks of Adobe Systems Incorporated in the United States and/or other countries.
Macintosh is a trademark of Apple Ine. CANON,IMAGERUNNER, MEAP, and the GENUINE logo are
registered trademarks of Canon Inc. in the United States and may also be registered trademarks or
trademarks in other countries. IMAGEWARE Is a registered trademark of Canon U.s.A., Ine. in the
United States and is a trademark of Canon Inc. In certain other countries. IMAGEANYWARE is a
trademark of Canon. AU other referenced product names and marks are trademarks of their respective
owners and are hereby acknowledged.
Specifications and availability subject to change without notice.
@200S Canon U.s.A., Inc. AU rights reserved.
1,000 Sheets (Letter, Statement.R)
500 Sheets (11" x 17", Legal,
Letter.R)
1,000 Sheets/30 Sets (Letter)
500 Sheets/30 Sets (11" x 17",
Legal, Letter.R)
Tray Capacity (with Additional Finisher Tray.Bl)
Non.collate, Collate,
Group Mode:
0121W53S
060S. 324 5/323 5.100M.lCR
Q ~~~~~E~.~~.~~.C~C.lED
PostScript 3 Emulation
136 Scalable Fonts
Windows 2000/XP/Server 2003/
Windows Vista
Citrix MetaFrame
Macintosh OSX (OS 10.3.8 or later)
Super G3 Fax Board
Applicable Line:
Connection Lines:
Sending/Original Size:
Receiving/Printing Size:
OTHER OPTlONALACCESSORIES
. Cabinet.Pl
. FL Cassette.Yl(replacement)
. FL Cassette.Zl (replacement)
. Envelope Feeder
Attachment.C2
. Copy Tray.) 1
. DocumentTray'J1
. Card Reader.Cl
. Carder Reader Kit.B3
. PCL Printer Kit.Ml'
. PS Printer Kit.Ml'
. Direct Print KiHl'
. Barcode Printing Kit.Aloo
. Encrypted Secure Print
Software.(1oo
. Color Universal Send Kit.Pl'
. Universal Send Advanced
Feature Set.Blm'
. Universal Send Security
Feature Set.Bltt""
. Digital User Signature
Kit.Bl
. eCopy Suite
. Web Access Software.Gll
. USB Memory Connectivity
Kit.Al
Public Switched Telephone
Network (PSTN)
Up to 3
Statement to 11" x 17"
Statement to 11" x 17"
. Secure Watermark.Al
. Super G3 Fax Board.ACl
. Super G3 2nd Line Fax
Board.ACl
. Super G3 2nd/3rd Line Fax
Board.ACl
. Additional Memory Type A
(512MB).
. System Upgrade RAM.Al
. Access Management
System Kit.A2
. HOD Data Encryption Kit.B5
. HOD Data Erase Kit.B2
. Braille Label Kit.El
. ADF Access Handle.Al
. Voice Operation Kit.Bll1
. Voice Guidance Kit.Dl
. Remote Operator's
Software Kit.A3
. Workflow Composer.(1
. Expansion Bus Board.El
. Wireless LAN Board.Al
. IP See Board.Al
. Removable Hard Disk Drive
Kit.(1
. 1200 x 1200 dpi printing resolution is not available with Pel5e.
. Available with Saddle Anlsher.AE2 only.
*' Requires Universal Send Advanced Features Set.SI
(standard on 3245i/32351).
Requires Universal Send Security Feature Set,SI
(standard on 32451/32351).
.. Requires Digital User Signature Klt.AI.
..... Requires Pel Printer Klt-AA1.
I Requires Additional Memory Type A to display Web Rash
content. Requires the PS Prinler Kit.AAI or Direct
Print Kit.fllf prinling POF files.
tt Requires Additional Memory Type A.
III Requires Color Universal Send Klt.PI or USS Memory
Connectivity Kit.AI.
, Standard with ImageRUNNER 3245i/32351 models.
Canon
imageANYWARE
.'
. ... . .
1-800-0K-CANON
www.usa.canon.com
Canon u.s.A., Inc.
One Canon Plaza
lake Success, NY 11042
USEN~
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Canon
I~ CORPORATE SOLUTIONS
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SPEED, POWER, AND RELIABILITY FOR
DEMANDING OFFICES
Next-generation imageRUNNER~ technology delivers
the tools you need for everyday printing.
~ i mageRU N NERe
... 5D5DN
Speed, power, and reliability. What more does your busy office
need? Canon thinks more-much more. That's why the new
imageRUNNER sosoN system has been infused with the latest
Canon technology and security advancements to meet today's
business demands.
The Canon imageRUNNER sosoN model is built on Canon's next-
generation imageCHIP system architecture for true job concurrency
and exceptional multifunction performance. This system provides
powerful capabilities to boost productivity and streamline workflows
while providing peace of mind that your critical information is
protected with advanced security and administration features.
Offering standard network printing, a full range of professional
finishing options, powerful document creation tools, robust storage
and communication features, and cutting-edge print controller
options, the versatile imageRUNNER sosoN model delivers
everything you need to produce sophisticated documents with ease.
. I
MAIN UNIT
Type:
Imaging System:
Developing System:
Fixing System:
Acceptable Originals:
Max. Original Size:
Max. Copy Size:
Min. Copy Size:
Memory:
Max. Copy Reservation:
Max. Mail Boxes Supported:
Scan Resolution:
Copy Resolution:
Print Resolution:
Halftone:
Exposure Control:
Copy/Print Speeds:
First-Copy Time:
Warm-Up Time:
Multiple Copies:
Document Feeding Method:
Paper Supply
Standard:
Saddle Finisher-AD2
Finisher-AD1
Monochrome Digital Multifunction
Imaging System
Laser Dry Electrostatic Transfer
Dry Mono Component Toner
Projection
Induction Heating Fusing System
Sheets, Books, and 3-Dimensional
objects up to 4.4 lb.
11"x17"
11"x17"
3-7/B" x 5-7/B" (via Stack Bypass)
Standard 1GB RAM + 40GB HOD
(Shared)
20 Jobs
100 User Inboxes, 1 Memory RX
Inbox, 50 Confidential Fax In boxes
600 x 600 dpi
1200 x 600 dpi (Interpolated)
2400 x 600 dpi (Interpolated)
256 Gradations of Gray
Automatic or Manual (9 Levels)
Up to 50 ppm (Letter)
Up to 31 ppm (11" x 17'')
Up to 39 ppm (Legat)
Up to 43 ppm (Letter-R)
3.3 Seconds from Platen Glass
30 Seconds or less from
Main Power Off or Sleep Mode
1 to 9,999
100-Sheet Duplexing Automatic
Document Feeder (Standard)
Dual Paper Drawers
(1,500 Sheets Each)
Dual 550-Sheet Paper Cassettes
(550 Sheets Each)
50-Sheet Stack Bypass
Optional: 3,500-Sheet Paper Deck
Maximum Paper Supply: 7,650 Sheets
Acceptable Paper Sizes
Upper Drawers:
Lower Cassettes:
Stack Bypass:
Acceptable Paper Weight:
Duplexing:
Magnification
Standard Mode:
Preset Reduction:
Preset Enlargement:
Zoom Mode:
Interface Connections:
Dimensions (H x W x D):
Weight:
Power Requirements:
Power Consumption:
Plug:
Toner (Estimated Yield):
Drum (Estimated Yield):
Letter
11" x 17", Legal, Letter, Letter-R,
Statement-R, Executive
11" x 17", Legal, Letter, Letter-R,
Statement-R, Executive,
Free Size (H/B" x 5-7/B" to
11-5/S' x 17")
171b. Bond to 110 lb. Index
(From All Sources)
Standard Automatic Trayless
Duplexing
100%
25%, 50%, 64%, 73%, 7S%
121%,129%,200%,400%
Platen: 25% - 400%
(In 1% Increments)
Feeder: 25% - 200%
(In 1 % Increments)
10/100Base-TX (Rj-45),
Hi-Speed USB 2.0
47-1/2" x 25-3/S" x 29-1/4"
(1,207mm x 643mm x 743mm)
474 lb. (215kg)
120V AC. 60Hz, 20A
t.92kW (Max.)
N EMA 5- 20P
4S,OOO Impressions
@ 6% Image Coverage
3,000,000 Impressions
~-~
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~
Puncher Document
Unit-All Insertion/
Folding UniHl
~ -
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r ~J~:,'
~--- --
Copy Tray-Ll
~
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Document
Insertion
Unit-El
Main Unit
Automatic Document Feeder
Acceptable Originals: Statement to 11" x 17"
Acceptable Weights: 13 lb. to 32 lb. Bond
Paper Capacity: 100 Sheets (20 lb. Bond)
Original Scanning Speed: Up to 65 ipm (LTR)
Print feature
Type:
CPU:
Memory:
Interface Connections:
Supported POL:
Maximum Print Resolution:
Supported OS
UFR II:
PCL 5E/6:
Optional POL Support:
Internal Fonts:
OPTIONAL ACCESSORIES
Paper Deck-ADl
Acceptable Paper Size:
Paper Capacity:
Acceptable Paper Weight:
Dimensions (H x W x D):
Weight:
Paper Deck.AEt
Acceptable Paper Size:
Paper Capacity:
Acceptable Paper Weight:
Dimensions (H x W x D):
Weight:
Embedded Print Controller
Canon Dual Custom
Processors
1GB RAM + 40GB Hard Disk
Drive (Standard) (Shared)
10/t00Base-TX (RJ-45), Hi-
Speed USB 2.0
Std. UFR II, PCL 5e/6
Opt. PS 3 Emulation
2400 x 600dpi (Interpolated)
Windows.2000/XP/Server
2003/Windows Vista.
Citrix MetaFrame
Macintosh" OS X (OS 10.2.8
or Later)
Windows 2000/Server
2003/Windows Vista
Citrix MetaFrame
PostScript 3 Emulation (PS
Printer Kit-Rl)
PCL: SO Scalable fonts, 10
Bitmap fonts
Letter
3.500 Sheets (20 lb. Bond)
17 lb. Bond to 110 lb. Index
22-5/8" x 12-3/4" x 23"
Approx. 65.7 lb.
11" x 17", legal, letter, Letter-R
3,500 Sheets (20 lb. Bond)
17 lb. Bond to 110 lb. Index
22-5/S' x 23-1/2" x 24-1/2"
Approx. 99.4 lb.
Finisher-ADl/Saddle Finisher-AD2
Number ofTrays: 3Trays
Acceptable Paper Sizes: 11" x 17", Legal, Letter, letter-R,
Statement, Statement-R, Executive,
Free Size
(H/B" x 5-7/S" to 11.5/8" x 17")
17 lb. Bond to 140 lb. Index
Acceptable Paper Weight:
Tray Capacity
Non-Collate Mode
Tray A:
Tray B:
TrayC:
250 Sheets (letter, Statement-R,
Executive)
125 Sheets (11" x 17", legal,
letter-R)
1,300 Sheets (Letter, Statement-R.
Executive)
650 Sheets (11" x 17", legal,
letter-R)
2,450 Sheets (letter)
1,700 Sheets (Statement-R,
Executive)
650 Sheets (11" x 17", Legal,
letter.R)
~ ......,-
Paper Deck-AD1 Paper Deck-AEl
Collate, Group Modes
Tray B:
1,300 Sheets (letter, Executive)
650 Sheets (11" x 17", legal,
letter-R)
1,700 Sheets (letter, Executive)
650 Sheets (11" x 17", legal,
letter-R)
Staple Mode (Trays B & C)
Tray B, Tray C: 1,300 Sheets/100 Sets
[or 7-3/8" (188.4mm) in Height]
(letter, Executive)
650 Sheets/50 Sets
[or 3-3/4" (96mm) in Height]
(11" x 17",legal,letter-R)
11" x 17", legal, letter, letter-R,
Executive
Staple Positions: Any Corner Staple
Double Staple in Right or left Margin
Saddle Stitch (Center Staple)'
50 Sheets (letter, Executive)
30 Sheets (11" x 17", legal,
letter-R)
TrayC:
Paper Sizes:
Stapling Capacity:
Saddle-Stitching:'
Acceptable Paper Sizes: 11" x 17", legal. Letter-R
Saddle-Stitch Capacity: 15 Sheets (60 Page Booklets)
Tray Capacity: 25 Sets (1 to 5 Sheets)
15 Sets (6 to 10 Sheets)
10 Sets (11 to 15 Sheets)
V.folding
Folding:
Dimensions (H x W x D)
Finisher'AD1:
Saddle Finisher-AD1:
Weight
Finisher-AD1:
Saddle Finisher-AD2:
Attachable Accessories:
44-1/S" x 25-1/2" x 25-7/B"
44-1/8" x 25-5/8" x 25-7/S'
Approx.l06Ib.
Approx.155tb.
Document Insertion Unit-El
Document Insertion/Folding Unit-Fl
Puncher Unit-All
Document Insertion Unit-Et
(Option for Finlsher.AD1/Saddle finisher-AD2)
Number ofTrays: 1
Insertion Tray Capacity: 100 Sheets
Acceptable PaperWeight: 171b. Bond to 140 lb. Index
Acceptable Paper Sizes: 11" x 17", legal, letter, letter-R.
Executive
48-7/S' x 26-1/S" x 26-3/4"
Approx. 8S.2 lb.
Dimensions (H x W x D):
Weight:
Document Insertion/folding Unit-fl
(Option for finisher-ADl/Saddle finisher.AD2)
Number ofTrays: 1
Insertion Tray Capacity: 100 Sheets
Acceptable Paper Weight
(Insertion): 171b. Bond to 140 lb. Index
Acceptable Paper Sizes:
(Insertion): 11" x 17",legal, letter, letter-R,
Executive
Acceptable Paper Weight
(Folding):
Acceptable Paper Sizes
((-Fold):
Acceptable Paper Sizes
(Hold):
Folding Method:
C-Fold Output Tray Capacity:
Dimensions (H x W x D):
Weight:
Puncher Unit-All
(Option for finisher-AD1/Saddle finisher-AD2)
Acceptable Paper Sizes: 11" x 17", legal, letter. Letter-R
Acceptable PaperWeight: 171b. Bond to 110 lb. Index
Punch Method: Sequential Processing System
(One Sheet at a time)
17 lb. - 2S lb. Bond
letter-R
11" x 17", legal, Letter.R
Roller Pressure Folding
40 Sheets
4S-7/8" x 26-1/S" x 26-3/4"
Approx. l6Slb.
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Punch Type:
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.,~,,-...........""
~..:_:.;;-.~~
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,.- ...:.,......,; . .!I'.r. _""."_.' ."
Punch Waste Capacity:
Dimensions (H x W x D):
Weight:
PS Printer Kit.Rl
PDl:
Supported OS:
Internal Fonts:
imagePASS.S2
Type:
CPU:
Operating System:
Memory:
Hard Disk Drive:
Interface Connections:
Supported PDls:
Resolution:
Supported OS:
Internal Fonts:
EFIOptions:
2 Holes: (legal, lelter.R)
3 Holes: (11" x 17", lelter)
Approx. 3,000 Sheets
32-3/4" x 4-1/4" x 24-1/4"
Approx. 15.9Ib.
PS 3 Emulation
Windows 2000/XP/Server
2003/Windows Vista
Citrix MetaFrame Macintosh OS X
(OS 10.2.8 or later)
10 Bitmap fonts; PS: 136 Scalable
fonts
External Print Controller
Intel. Celeran" 0 @ 2.8GHz
System Be
256MB RAM (Standard)
512MB RAM (Maximum)
80GB (Standard)
10/100/1000Base.TX (RJ.45)
Adobe PostScript. 3-, PCl 5e/6
2400 x 600 dpi (Interpolated)
Windows 98/Me/2000/XP
Server 2003/Windows Vista
Citrix MetaFrame
Macintosh OS X (OS 10.2 or later)
136 Adobe Type 1 Roman PS fonts
Hot Folders and Virtual Printers,
Impose v2.6, 256 RAM
Universal Send Kit.Hl
Address Book Capacity:
Sending Methods:
Scan Resolutions:
Communication Protocol
File:
E.mail/I.Fax:
Data Format
Rle/E.mail:
I.Fax:
Super 63 Fax Board.Z3
Applicable line:
Connection lines:
Sending/Original Size:
Receiving/Printing Size:
Transmission Times
ECM.MMR:
G3MR/G3MH:
)BIG:
Auto Dial Function:
Max. 1,800 Destinations
Max. 5 lDAP Servers
E.mail, I.Fax, File Server (FTP, 5MB,
IPX, WebDAV), User Inbox,
Super G3 (Optional)
100 x 100 dpi to 600 x 600 dpi,
User Selectable
FTP (TCP/IP), 5MB (TCP/IP),
NCP (iPX), WebDAV
SMTP, POP3, I.Fax (Simple, Full)
TIFF, PDF, PDF (OCR)," Encrypted
PDF,' Digital Device Signature PDF,'
Digital User Signature PDF"
TIFF (MH, MR, MMR)
Public Switched Telephone
Network (PSTN)
1
Statement to 11" x 17"
Statement to 11" x 17"
Apprax. 3.2 Seconds/Page
Approx. 13 Seconds/Page
Approx. 2.6 Seconds/Page
Address Book: 1,800 Destinations
As an ENERGY STAR" Partner, Canon U.s.A..lne. has determined that this product meets the ENERGY STAR
guidelines for energy efficiency. ENERGY STAR and the ENERGY STAR mark are registered U.S. marks.
Windows and Windows Vista are registered trademarks of Microsoft Corporation in the United States
and/or other countries. Adobe and PostScript are registered trademarks of Adobe Systems Incorporated
in the United States and/or other countries. Macintosh is a registered trademark of Apple Ine. Intel and
Celeron are registered trademarks of Intel Corporation. eCopy is a trademark of eCopy, Ine. CANON,
IMAGERUNNER. MEAP. and the GENUINE logo are registered trademarks of Canon Ine. in the United States
and may also be registered trademarks or trademarks in other countries. IMAGEWARE is a registered
trademark of Canon U.S.A., Inc. in the United States and is a trademark of Canon Inc. in certain other
countries. IMAGEANYWARE Is a trademark of Canon. All other referenced product names and marks are
trademarks of their respective owners and are hereby acknowledged.
Product shown with optional accessories and equipment.
Specifications and availability subject to change without notice.
@2008 Canon U.s.A., Ine. All rights reserved.
0129W1l9
1208-S050N-30M.8TM
a\. PRINTED ON RECYCLED
~ PAPER IN THE U.S.A.
OTHER OPTIONAL ACCESSORIES
. Encrypted Secured Print Software.Cl
. Barcode Printing Kit.Al111
. Web Access Software.F1'
. Digital User Signature PDF Kit.A1"
. Universal Send Searchable PDF Kit.Al"
· Universal Send PDF Security Feature Set.Al"
. Workflow Composer.B2
. Secure Watermark.A1
. HOD Data Encryption Kit.B2
. HDD Data Erase Kit.Al
. Access Management System Kit.Al
. Expansion Bus Board.02
. Wireless Network Interface Adapter NB.Wl'"
. Remote Operator's Software Kit.A2
. Voice Guidance Kit.Bl'"
. Cassetle.ABl (Replacement)
. Tab Feeding Attachment.B1
. Copy Tray.L1
. Card Reader.C1
. Card Reader Attachment.(2
. Braille label Kit.Al
. ADF Access Handle-Al
. Stamp Unit Cartridge.Cl
. Staple Cartridge.J1
. Staple Cartridge'D2
. eCopy Suite
. imageWARE Suite
Footnotes:
. Available with Saddle Finisher.AD2 only.
Requires Universal Send Searchable PDF Kit-Al.
Requires Universal Send PDF Security Feature Set.Al.
11 Requires Digital User Signature PDF Kit.Al.
Requires PS Printer Kit.Rl for printing PDF files.
Requires Universal Send Kit.Hl.
.., Requires Expansion Bus Board.D2.
Canon
imageANYWARE
1-800-0K-CANON
www.usa.canon.com
Canon U.S.A., Inc.
One Canon Plaza
Lake Success, NY 11042
~
USCN~
.
11~~:{"~&.'f.'nt
. Canon
I~ CORPORATE SOLUTIONS
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SPEED, POWER, AND RElIABIUTY FOR
DEMANDING ENVIRONMENTS
Next-generation imageRUNNER technology delivers
all the tools you need for professional results.
~~lmageRUNNER"
1'5 0 751 SOb 5 I 5 0 5 5
Speed, power, and reliability. What more do you need in a high-
volume system? Canon thinks more-much more. That's why the
new imageRUNNER 5075/5065/5055 devices have been infused with
the latest Canon technology and security advancements to meet the
expanding needs of today's high-volume departments and light
production environments.
Featuring Canon's next-generation imageCHIP system architecture
for true job concurrency and exceptional multifunction performance,
these Canon imageRUNNER devices provide powerful capabilities to
streamline workflows and speed job completion while keeping
information securely in the hands of authorized users.
With a full range of document handling capabilities, powerful print
controller options, and publishing management tools, the versatile
imageRUNNER 5075/5065/5055 devices enable every employee to
produce professional-quality documents with ease.
<(~ i mageRU N N ER.
"5 0 7 5 / 5 0 b 5 / 505 5
MAIl! UNIT
Type: Monochrome Digital Multifunclion
Imaging System
Imaging Syslem: Laser Dry Eleclroslalic Transfer
Developing Syslem: Dry Mono Componenl Toner Projection
fixing Syslem: Induction Healing Fusing Syslem
Aceeplable Originals: Sheets, books, and 3.Dimenslonal
objecls up 10 4.4 lb.
Max.OriginaISi,,/
Max. Copy Size: 11' x 17" / lI"x 17'
Min. Copy Size: H/S" x 5-7/S' (via Slack Bypass)
I Memory: Standard 1GB RAM + 40GB HOD (Shared)
Max. Copy Reservation: 20 iobs
Max. Mail Boxes Supported: 100 User Inboxes, I Memory RX Inbox,
50 Confidential Fax Inboxes
Scan Resolulion: 600 x 600 dpi
Copy Resolution: 1200 x 600 dpi (Interpolated)
Engine Resolulion: 1200 x 1200 dpl
Halftone: 256 Gradations of Gray
Exposure Control: Aulomallc or Manual (9le..ls)
Copy/Print Speeds: Up to 75/65/55 ppm (Leller)
fir>t.Copy TIme
5075: 3.1 Seconds !rom Plalen Glass
5065/5055: 3.3 Seconds from Platen Glass
Warm.Up TIme: 30 Seconds or less from
Main Power Off or Sleep Mode
~ Multiple Copies: 1109,999
! Paper Supply
Slandard: Dual Paper Drawers
(1.500 Sheets Each)
r. Dual 550-Sheet Paper Casselles
~r
i (550 Sheets Each)
SO-Sheel Slack Bypass
Optional: 3,500.Sheel Paper Deck
~ Maximum Paper Supply: 7,6S0Sheels
I Acceplable Paper Sl,es
Upper Drawers: leller
~ lower Casselles: 11' x 17", legal, leller, Leller.R,
Slalemenl.R, Executive
~ Slack Bypass: 11" x 17", Legal,leller,leller.R,
~ Slalemenl.R, Execulive,
, Free 51" (H/S' x 5-7/B' 10
, 1I-5/S' x 17")
t
1 Acceplable Paper Weight: 171b. Bond 10 110 lb. Index
(From AlISourees)
j Duplexing: Standard Automalic Trayless Duptexing
Magnlficalion
Standard Mode: 100%
Zoom Mode: Platen: 25%.400%
(In 1 % Incremenls)
Feeder: 25%-200%
(In 1% Incremenls)
Interface Connections: 10/100Base.lX (RI-45),
HI.Speed USB 2.0
Dimensions (H x W x D): 47'1/2' x 25-3/S" x 29-1/S"
(I,207mm x 643mm x 743mm)
Weighl: 474 lb. (215 kg)
Power Requiremenls: 120V AC. 60H', 20A
Power Consumpllon: l.92kW (Max.)
Plug: NEMA 5.20P
Toner (Estimaled Yield): 4S,OOO Impressions
@ 6'110 Image Coverage
Drum (Eslimated Yield): 3,000,000 Impressions
Single-Pass Duplex Scan Document Feeder
Aceeplable Originals: Stalemenl to II" x 17"
Acceplable Weights
One.Sided Scanning:
Two.Slded Scanning:
Paper Capaclly:
Original Scanning Speed:
Optional Accessories
Paper Deck.AD1/ Af1
Acceptable Paper Si,e:
Paper Capacity:
Acceptable PaperWeight:
11 lb. to 32 lb. Bond
13 lb. 10 32 lb. Bond
100 Sheets (20 lb. Bond)
Up to 100 ipm
(leller@ 300 dpi, Two.Sided)
Up 10 77 ipm
(leller@ 300 dpi, One-Sided)
Leller/lI" x 17", legal, Leller, Leller.R
3,500 Sheets (20 lb. Bond)
171b. Bond to 110 lb. Index
Documelltlnsertlon/Foldlnll Unit.f1
(Option lor f1nisher.AD1/Saddle f1n1sher.AD2)
Number ofTrays: 1
Insertion Tray Capacity: 100 Sheets
Acceptable Paper Weight
(Insertion): 17tb. Bond 10 140 lb. Index
Acceptable Paper SI,es:
(Insertion): II" x 17", Legal, Leller, Leller.R,
Executive
Acceplable Paper Weight
(Folding):
Aceeptable Paper Sizes
(C. Fold):
Acceplable Paper Sizes
(Hold):
Folding Melhod:
C-Fold Outpul Tray Capacily:
Punther Unit.All
(Option for f1nlsher.AD1/Saddle f1nlsher.AD2)
Acceplable Paper Si,es: II" x 17", Legal, Leller, Leller.R
Aceeptable PaperWeight: 171b. Bond to 110 lb. Index
Punch Method: Sequential Processing Syslem
(I Sheet al a time)
2 Holes; (legal, lelter.R)
3 Holes: (II" x 17", Leller)
17 lb. - 2S lb. Bond
Leller-R
11" x 17", Legal, letter-R
Roller Pressure Folding
40 Sheets
flnlsher.AD1/Saddle Anlsh.r.AD2
Number ofTrays: Hrays
Acceptable Paper SI,es: 11' x 17", legal, LeUer, Lelter-R,
Statement, Statement-R. Executive.
Free Sl,e (3-7/S" x 5-7/S'lo 11.7 /S' x 17")
17 lb. Bond 10 140 Ib, Index
Acceptable Paper Weight:
Tray Capacities
(No Collating Mode):
Staple Mode (Trays B & C)
Tray B, Tray C:
Paper Sizes:
Slaple Posilions:
Slapllng Capacity:
Saddle.Stilchlng'
Acceplable Paper Si,es:
Saddle.Stitch Capacity:
Altachable Accessories:
Up to 4,000 Sheels (leUer)
1,300 Sheels/IOO Sets
lor 7.3/S' (ISS.4mm) in Heighl)
(Leiter, Executive)
650 Sheets/50 Sets
lor 3-3/4' (96mm) In Heighl)
(II' x 17", Legal, Lelter.R)
II" x 17", Legal, Leiter, Leller.R,
Executive
Any Corner Staple
Double Staple in Right or
Left Margin
Saddle Slitch (Center Slaple)'
50 Sheels (leUer, Executive)
30 Sheets (11" x 17",legal,
Lellef.R)
II" x 17",legal, LeUer.R
IS Sheets (60-Page Booklets)
Document Insertion UniI-E1
Documenllnsertion/
Folding Unit.F1
Puncher Unit'AT!
Document Insertion Unlt.E1
(Option for f1nlsher.AD1/Saddle f1nlsher-AD2)
Number ofTrays: I
Insertion Tray Capacity: 100Sheels
Acceptable PaperWeight: 171b. Bond to 140 lb. Index
Acceptable Paper Sizes: II" x 17", Legal, lelter,lelter.R,
Executive
As an ENERGY STAR' Parlner, Canon U.S.A., Inc. has determined that these products meel the ENERGY STAR guidelines for energy
efficiency. ENERGY STAR and the ENERGY STAR mark are registered u.s. marks. Windows and Windows NT are registered trademarks
of Microsoft Corporation in the United States andlor other countries. Adobe and PostScript are registered trademarks of Adobe
Systems Incorporated in the United States and/or other countries. Macintosh Is a registered trademark of Apple Computer,lne. Intel
and Celeron are registered trademarks of Intel Corporation. eCopy Is a trademark of eCopy, Inc. NoveU and NetWare are registered
trademarks of Novell, Inc. In the Uniled States and other countries. IPX/SPX is a trademark of Novell, Inc. Solaris and Sun are
trademarks or registered trademarks of Sun Microsystems, Inc. in the United Slates and olher counlries. CANON, IMAGERUNNER,
and MEAP are registered Irademarks of Canon Ine. in the United States and may also be registered trademarks or trademarks in
other countries. IMAGEWARE Is a registered trademark of Canon U,S.A., Inc. In the United Stales and is a trademark of Canon Inc. In
certain other countries.IMAGEANYWARE Is a trademark of Canon. AU referenced product names and other marks are trademarks of
their respective owners.
Some products shown with optional accessories and equipment.
Specifications and availability sublect to change without notice.
(02007 Canon U.S.A., Inc. All rights reserved.
0114W228
09D7R. 5075/65/55-5 5M.LG K
4\ PRINTED ON RECYClED
\:Cf PAPER fN THE U.S.A,
~
Punch Type:
Other Optional Accessories . HOD Data Erase Kit.A1
. UFR II/PCL/PS Printer Kit-R2 . Aceess Management System Kit-AI
. Encrypted Secured Print Soltware-Clu , Expansion Bus Board-02
. Barcode Printing Kit-AI" . Remote Operalo(s Software Kit-A2
. Web Access Software-F1*** . Voice Guidance Kit-BI"
, ImagePA5S-S2 . Casselte-AS1 (Replacement)
. Hot Folders & Virtual Printers ' Tab Feeding Altachmenl.BI
for imagePASS.S2 . CopyTray.l!
. Impose for imagePASS-S2 , Card Reader.C]
. Universal Send KiH1 , Card Reader Altachment.(2
. Digital User Signature PDF Kil-AI' . Braille label Kit-AI
, Universal Send Searchable . ADF Access Handle.AI
POF Kit-AI' . Slamp Unit.B1
, ~;~~~;:aJ~~MOF Security . Slamp Unit ?,rtridge-C I
. Worknow Composer-B2 . Staple Cartndge-l1
. Secure Walermark.AI . S~le ;a.~ldge-02
. Super GHax Board-Z2 '~ py Ule _ .
. HOD Dala Encryption Kit.B2 . ,mageWARE Sulle
. Wireless Network Inlerface
Adapter NB.W1 ",-
Footnotes:
· Available with Saddle Finisher.A02 only.
U Requires UFR II/PCL/PS Printer Kit.R2.
... Requires UFR II/PCL/PS Printer Kit.R2 for printing
Web pages and POF files.
, Requires Universal Send Kit.K1.
" Requires Expansion Bus Board.02.
- Check for availability.
Canon
imageANYWARE
1-800-0K-CANON
www.usa.canon.com
Canon U.S.A., Inc.
One Canon Plaza
Lake Success, NY 11042
USEN~
..
11tI1:fIl'Mtr.lUI
.
.....
Canou
--
imageRUNNER
ADVANCE
C5051/C5045
C5035/C5030
multifunction printer
compact design
color/black and white
OFFICE SOLUTIONS
advancing business
..
~
imageRUNNER
ADVANCE
C5051
C5045
C5035
C5030
'1(c~ptlonal power
Advanced imageCHIP system architecture
80GB HOD standard; up to 250GB HOD
2GB RAM standard. 205GB RAM maximum
~
"
~
~
Copy /Print/Send /Fax/Store
Impressive speed
> Up to 51/45/35/30 ppm printing
(B/W, Color. Letter)
> Up to 100 ipm single-pass duplex scanning
at 300 dpi (B/W, Color)'
Up to 12" x 18"
Outstanding paper handling
> Up to 5,Ooo-sheet maximum paper capacity
> 14 lb. Bond to 140 lb. Index
> Plain, heavy, coated, tabs, envelopes
1200 x 1200 dpl
i:D Color
Flexible in-line finishing options
> Multi-position stapling, 2- and 3-hole punching,
booklet-making
> Internal finisher with SO-sheet stapling
2
Enhanced collaboration
> Advanced Box document sharing solution
> Standard Universal Send
> Adobe' PDF formats
> Scan/print via USB
imageRUNNER ADVANCE Essentials
> imageRUNNER ADVANCE Desktop
> imageRuNNER ADVANCE Tracker
> Workflow Composer and Connectors
Strong environmental focus
> ENERGY STAR' Qualified
> Reduction of C02 emissions
in manufacturing process
> Exceeds EU RoHS Directive standards
',mageRuNNER ADVANCE CSOSVCS04S models
Main Unit
Operation Panel
8.-1 SVGA Fi,II(olo. TFf Screen
Memory
Slanddrd 2GB RAM
f'.'MllnUIJ) 2.5G8 RAM
Hard Disk Drive
St"'HJ_1Ir] 80GB
/.lax,mum. 250GB
Network Interface Connection
Sldlllld,fl 10/100/1000Bilse.IX
Optlon,,1 Wireless lAIJ (tELL 8021,)
Other Interface
5(,1I1".1Id USA 2.0 (Host)x] US1l2.0
(DevICe)
OPl,ondl: Dev,ce Port [USB 20 (Host)
1\21. Srlj()llllted\lCe. Ccpy
Controllnterf,xe
Copy/Print Speed (B/W, (olor)
Lette' CSOSI. Up to 51/51 ppm
(5045: Up to 45/'15 ppm
(5035: Un to 35/35 ppm
C5030: Up (0 30/30 I)pm
First-Copy-Out Time (Letter)
C5051/(5045: B/W 4.0 Seconds
Colo. liS Seconds
C5035/(5030: B/W.
Color
5.5 Seconds
8.9 Seconds
Paper Sources (20 lb. Bond)
Sttl!J(I,lH1 DU;.l1 SSO'~heet Paper
Cdssettes. 100. sheet
Stdck Bypa:is
NdXIIlIWll:
5,000 Sheets
Output Paper Capacity (20 lb. Bond)
Sl:md,ml 250 Sheetr, (Jnilt;:I TIdY)
r.tr(IITIllln: 3.250 Slleets l'l>"th Staple
F ilU~he' 01 Book Ie-t F 1I1ishel )
Output Paper Sizes
Ch'ielle~ 12' :-18': Jl' ,,17'" le<}<ll,
Leth?f. Lette,-R, Stdtement-R,
ExeClltlve. CU\tOIll Size (5.1/2"
x 7.1/8" to 12' x lW)
BypdSS 12":.IS" lr'xl7" Legal,
l.etter, Lettef-R, Sldtement.
Slcltemellt-R, Execlltive,
Custorn Size (3 7 N x 5-1/2"
to 12.S/B' x lB.)
Acceptable Paper Weights
(dssenes: 14 Ill. Bond to nO lb. Jnd~)(
(52 10 20~ ~l;m')
BYPilSS. 1,1111 Bond to 1'10 lb. Inde'
(5210256 !J/III)
Warm-up Time
_~8 Secolllh from Pawer 011
Power ReqUirements/Plug
(5051/(5045
120V AC. 60Hz. 20A/NEMA 5.20P
C5035/C5030
120V.K GOllz, 15A1NEMA S-ISP
Dimensions (H x W x D)
(5051/C5045: 3S-5/8'. x 2-1 3i8" , 29.7/S
(982mlll , 620mm x 7COmm)
C5035/(5030: 37" x 2.( lI8. x 29'
(9.38mm x G20mm x lJ5tHm)
Installation Space (W x D)
C5051/(5045: 42.1/S", 52"
(107I1nm, 1319"'111)
(5035/(5030: 42.1/8' x 495/W
(107lnllll x 1259mm)
(When Stack Bypass IS extend(lo)
Weight
C5051/C5045: Appro,. 379 lu:'
(5035/C5030: Approx. 342 lb."
Toner (Estimated Yield .0 5% (overage)
(5051/C5045
BlcKk 44,000 InMqes
(010' (C,M.Y). 38,0001l"ilges
C503S/C5030
Block: \6,000 Im,lqes
Color ((Jl, f): 21,000 Imil"e,
Image Reader Unit
Scan Resolution
Up to 600 , 600 rlpl
Acceptable Onginals
Sht'('l. Book, 3-Dllnellslol1ill obJect~ [ur> to
.1-1 lb. (2k,,))
Maximum Original Size
Up to II , II"
Document Feeder
Scan Method (Standard)
C50SI/(5045
Sjnqle. ~JS!; Dllplelll'l!J AtltO'tldtic
Document Feedt~r
C5035/(S030
Duplex AulolTIilt;( Docurnelll Fe-roe'
Acceptable Originals
PJPel Size: 11" II 17' Ll:'(pl. Leth:l, LeltE".R.
Statement or Stdtement-R
Scan Speed (B/W, Color; Letter)
C5051/(5045
SlTllplex:
70/10 Ipm (300 (11'1)/
70/Sllpm (600 dpl)
100/100 'pm (300 "po),
70/Sllpm (600 dp')
Print Specifications
Engine Resolution
1200 x 1200 dp'
POL Support
ShUld~Htt UI'R /I
OpIIOI1<l1 PCl Sc, PO G. Ado"" PS 3
Print Driver Supported OS
UFR II. WIIlflows (WilKlows 2000/
Adobe PS 3: XP/Serve, 2003/Selver 2008/
W,ndows Vlsl,r),
Cirrlx MeldFf(llne, I'-'l{}(II}tosll
(OS X 10.2.8 0' Idter)
pCl5c/6 Windows (W'l1(lows 2000/
XP/Serv"r 200:l/Server 200B/
Windows Vistd),
(,trl,\ t1etdrrdllle
XPS' Windows Vis'"
Direct Print Support
Stilnd,lffl lilT, JPFG. EpS'"
OPtlon"l: POI'. XP5'"
Universal Send Specifications
Sending Method
I' M,lIl. I L". 1"10 Serve, (FTp. 5MB, WebDAV),
lIser Inllox. SlI~er G3 I'd' (Opt)
Communication Protocol
F,le Ill' (T(P/IP). SI~B ClCP/IP).
NCP (IPX). W.I>OA V
[.m,"1/1 I'd' SMI P POP3, I FAX
(Simple. lull)
File Format
StlllHJ,uiJ
TIFf, JPEG. POI' POf
((OlllpilCl), POI' (Apply Policy),
PDF (Optlmil~ for Web).
POF/A-IIJ, Xl'S.
XI'S (Compact)
POF (T'ace.~ Smooth). 1'01'1
XPS (O(R). POI' (Encrypt"r!),
POF/XPS (Oi9It,11 SlgnafLHe),
PDF (Rec\C1.>r E)I;lftnsion'j),
Off,ce Open XI1L (OCR)
Duple);.
C5035/C5030
S'n'~/e' -16/46 ipm (300 dpi),
46/46 I~m (600 (11'1)
Duplex: 17.5/17.5 Ipm (300 dp!)/
17.5!175 ,pm (600 ,jpl)
Paper Capacity (20 lb. Bond)
(505I/C5045: ISO Sheet>
(5035/(5030: 100 SheelS
OI)lion,)1
Fax Specifications
Maximum Number of Connection Lines
~
Modem Speed
Super G3: 33.6 Kups
G3: 14 ~ Kill"
Compression Method
MH. MR. M~m, JBIG
Sending/Recording Size
StJlement 10 11"' x 17"
~ ImageRUNNER
.. ADVANCE
CSOS1/CS04S
CS03S/CS030
Store Specifications
Mail Box (Numb", Supported)
100 Use, 1IlI..lOXe5, I '-1~morv RX lobex.
50 Conlldentiill Fax Inboxes
Advanced Box
AVdllclble-
O,sl< Sf)(lce:
COlnnllilliGttloll
Prot oeol
App.o, 10GB (5tilnd,lfd tlDU),
113G8 (250GB HOD)
SliPIJOfted
Client PC
Memory Media
Standard
Ootiondl
5MB 0' WelJDA V
Windows (Windows 2000/XP/
Windows Vist,J)
lISB t1emory
SO, SDtlC, Comp<1(1I1,,,h.
Memory StICk. I'hcfOflrive
Security Specifications
Standard
Oep~lftlllellt 10 ~l.;nl"tJemellt_ SlflgltJ SlfJn On H.
Access t>l,lnaqemellt System (Device ,1l1(1
FUlltliOIl Levell.~l"'n). Secured Pnnt. lru:.ted
Pldtform Module. User Access (ontrol of
Advdllced Boll:. Mdl180x Pit~sword Protect tOil.
IPV6, Rflstllclmg Fe{)tlfff:'S (Restricting tile
Send ':lillctlon, I~eslrictl'l:") new Address'.; on
Addr~ss Book), SSL Enuypted COrnm\lfll{,)tlon.
SN~lPv1/v3, ~lAC;IP Add,ess Filtering. 5Nl I'
AtlUl€nli(dtloll. POP Autl1ellt+catioll hPfore
SMTP, HOD Format. AdQbe 1..ivfl'Cycle Riql1ts
H')nd~netlt ES h\t~Jratiol1
Other Optional Accessories
. UtIlity Trdy-Al .Web i\Ctess
.use Keyhoi\rd Software-HI
'Key SWitch Unit-A2 . Wireless LAN Bo()rd.Bl
-Card Redder -(1 -USB DeVICE- POlt Rl
- rllltY;JeRUNNEP . Mllltllllerlld Reilder!
ADVANCE Essentlills W"t~I-AI
'Universal Send .AddlllOlldl t'-1elllory
AcJ"lnced featUte Type B (512MB)
Sel-Ol . 2Slndl/80GB 1I01l-(1
'5uper G3 fax '25.lncl1/250G8
80arcl-AEl HOO-OI
-Super G.5 2qd Line 'Sl?fiilllnferface Kit-Kl
Filx Bo"rd-AEI 'CopV Control
. Super G3 3r(j/~tn Lone Interl,lce Klt.Al
Fa, Board.AE1 .eCooy SUIte
,Remote Fax Kit.Al 'imaneWARE Swte
.8<<code Print,ng K,t-OI
. No! .)vulIJ~e all too .):'.$efh"
.. IrlClul.lc~ con..'>UrTlab'~~
.,. EPS Jl1d XPS C,lflllot be p~mred air" :tly fr -.>m MI'm,
Mt>11,) m Ad\ .)fllC{l 80
N01E; S(iml ,)V':C~~I' !i (MUI(t 3ddltJon,1' \.IUI' nl 0'
rn,,~ bl prerequiSItes to! OU1{'f ootluns. {1' ,('1( "
onnot be In:~t111ed Slnlli1tJnOOlJsly. Cl1c( Ifl!t'l )1JI
A1JthcfllCd CJOQn DeJler tor dr.t.."~.
Canon
imageANYWARE
AS an ENERGY STA~ Partner. (anon U.SA, Inc. has determined that these products meet the ENERGY STAR guidelines for energy efficiency.
ENERGY STAR and the ENERGY STAR mark are rt>gistered U,S, marlt-;, CANON,IMAGERUNNER, MEAP, and the GENUINE logo are registert'd
trademarks of (anon Inc. In the United States and may also be registered trademarks or trademarks in other countries. IMAGEWARE Is a
registered trademark of (anon U.s.A"Inc. in the United States and is a trademark of (anon Inc. in certain other countrltls, IMAGEANYWARE is
a trademark of Canon. AU other referenced product names and marks are trademarks of their respective owners and hereby acknowledged.
Specifications and availability subject to changl! without notice. Somtlltems may nor be available at this time; please chM"k for availablllty.
All printer output Images are simulated.
({)2009 Canon U.S.A., Inc. All rights reserved.
federal law prohibits copying of certain documents. Violators may be subject 10 penalties. We suggest that you check
with your own legal counsel. (anon U.S,A.,lnc. and (anon Canada, Inc. intend to cooperate with law Enforcement
Agencies in connection with ctalms of unauthorized copying.
....
.. 1.
. !l
. ,i
0137W600
0909.C5051/4 5/3 5/30-4 5M-OMC
4\ PRINTED ON RECYCLED
W PAPER IN THE U.S.A.
1-800-0K-CANON
www.usa.canon.com
Canon U.S.A., Inc.
One Canon Plaza
Lake Success, NY 11042
.
.
IBm'llJlJ
imageRuNNER ADVANCE CSOS1!CS04S/CS03S/CS030
An extensive range of optional accessories
to advance your business.
Finishing Options
Inner Finisher-AI
. 500-sheet capacity'
. Corner and double stapling
up to 50 sheets
Staple Finisher-Cl
J . 2-tray, 3,OOO-sheet
capacity
. Corner and double
stapling up to 50 sheets
Printer Optionsu*
PCl Printer Kit-AEl
PS Printer Kit-AEl
Direct Print Kit (for POF/XPS)-Hl
imagePASS-BI
'Intel' Celeron' M440 1.88GHz
Processor
. 512MB RAM, expandable to 1GB
. 80GB Hard Disk
. Adobe PS 3/pCL 5c/PCL 6
Accessibility Options
Remote Operator's Software Kit-Bl
Voice Operation Kit-Cl
Voice Guidance Kit-Fl
Braille label Kit
ADF Access Handle-AI
Booklet Finisher-Cl
. 2-tray, 3,OOO-sheet capaCity
. Corner and double stapling
up to 50 sheets
. Booklet-making up to 16 sheets
(-1 "
. ,
/ -;
ExternaI2/3-Hole Puncher-Bl"
. 2- and 3-hole punching
Other Output Options
Inner 2-way Tray-Fl
Copy Tray-Jl
Inner Finisher Additional Tray-AI
ColorPASS-GX300t
E . Intel' Core'"2 Ouo Xeon
= E8400 2 x 3.0GHz Processor
. 2GB RAM standard
[J . 160GB Hard Disk
- . Adobe PS 3
fJ":.'
l...~......._, ,~.
~ ':', '. I
tt{~. ."'1..;
1r("
,.
" .)
;~- .' . "'. ._'.~:
......... . f
. 300,sheet capaCIty when Additional fray-AI is attached
"ExternaI2/3-Hole Puncher.BI can only be instaUed with
either Ihe Staple Finisher.CI or Bookler FinlSher-CI
'''UFR U standard.
'Available on Color imageRuNNER ADVANCE CSOSl only
Paper Feeding Options
Cassette Feeding Unit-AOJ
. 550-sheet x 2-casselle capacity
.14 lb. Bond to 110 lb. Index
. Supports up to 12" x IS"
Paper Deck Unit-Bl
. 2.700-sheet capacity
. 14 lb. Bond to 28 lb. Bond
. Supports leller-sized paper
Other Paper Feeding Options
Envelope Feeder Attachment-OJ
. 50-sheet capacity
. Supports COMlO NoJO,
Monarch, DL. ISO-B5,ISO-(5
Tab Feeding Attachment Kit-Bl
Cabinet Type-B
Security Options
Universal Send Security
Feature Set-Ol
Universal Send Digital User
Signature Kit-Cl
Encrypted Secure Print-Ol
Secure Watermark-Bl
Document Scan lock Kit-AI
Data Erase Kit-(1
HOD Data Encryption and
Mirroring Kit-C1
Removable HOD Kit-ACl
IPSec Board-B2
Note For ilddltlOnJI OPtIons and speclhcatlons, ple~lSC rt.fcr to thc- back oag('
11
MEMORANDUM
Village of Mount Prospect
Community Development Department
TO:
MICHAEL E. JANONIS, VILLAGE MANAGER
FROM:
BRIAN SIMMONS, COMMUNITY DEVELOPMENT DEPUTY DIRECTOR
DATE:
SUBJECT:
DECEMBER 7,2009
REQUEST FOR PROPOSALS - SELECTION OF AMCAD FOR DOCUMENT
SERVICES
Purpose
To review a request for proposals performed by the Village for the Community Development Department
Village Clerk Division's document imaging needs.
Background
Over the course of the Village of Mount Prospect's history, the Village has accumulated a large amount of
historical documents related to the development of the community. The majority of these records need to be
retained for extended periods of time in order to review the zoning and/or permit history related to a specific
property. These documents currently take up significant storage space within Village Hall and in some cases are
beginning to deteriorate. In order to save these records for future reference and to make them more easily
accessible for staff, the Village distributed a request for proposals (RFP) to convert these documents into digital
form.
In total, staff has estimated that over 1,180,000 documents of information would be scanned as part of this
project. These documents include planning and zoning (118,000 documents), Village Clerk (60,000 documents),
and building permit microfiche records (1,000,000 documents). Once scarined, the documents will be populated
into the Village's electronic record database system: Laserfiche. Having these documents in electronic format
will significantly reduce the amount of paper records housed by the Village and will ensure their long term
viability for future use. Additionally, digital records will increase department efficiency for retrieval of historical
records and responding to Freedom of Information Act Requests.
Discussion
The Community Development Department advertised the RFP to perform document imaging services for the
Village. The RFP was published locally in the Daily Herald and was mailed directly to four local vendors with
whom the Village had previous experience. The RFP received national interest from imaging companies and a
total of 17 responses were submitted. A summary of the vendors and project costs is provided in the table on the
following page.
While staff reviewed all proposals submitted, special attention was provided to proposals under $110,000 for the
entire project. Proposals were analyzed to determine if differences in their handling of the project would provide
any additional benefit to the Village. Primary factors used in reviewing proposals included cost, ability to provide
requested services, location, vendor's experience with Laserfiche, and reference checks.
Request for Proposals - Selection of AniCad for Document Imaging Services
Page 2 of2
Vendor Location Total Project Cost Proposal
AmCad Rock Island, IL $59,053
Micrographics Equipment Lansing, IL $80,192
Services
Microsystems, Inc. Northbrook, IL $91,923
Reproduction Consultants Ltd. Chicaf,to, IL $100,767.50
Siella Imaging Chicago, IL $106,395.00
National Business Systems Downers Grove, IL $107,697.80
Datamation Imaging Services Burr Ridge, IL $109,400.00
Iron Mountain Hanover Park, IL $114,978.00
Imaszinsz Office Systems Schaumburg, IL $115,153.00
Docucon Imaging Services San Antonio, TX $116,942.00
DisziScan Systems Pleasanton, CA $120,428.00
Lender Processinsz Services - $127,652.00
Freedom Systems, LLC Manassas, VA $130,334.00
Micromedia Imaszinsz Systems Lake Success, NY $135,252.00
TKB Associates Mokena, IL $159,895.00
Crowley Company Frederick, MA $195,658.00
BancTec Irvinf,t, TX $379,220.00
Staff is recommending that the Village utilize AmCad Technology Center to provide these document imaging
services. AmCad's cost to perform the project was very competitive compared with others submitted and staff
has verified that they will be able to perform the services requested. Previous clients of AmCad include the
Maricopa County Arizona Recorders Office, Cook County Illinois Recorders Office, City of West Chicago, and
the Village of Hanover Park,. Staff contacted each of these references and received positive feedback. Comments
consistently referenced the ability of the vendor to work with their unique project, quality of scanning facilities,
and competitive pricing.
Funds for scanning are allocated in both the 2009 and 2010 fiscal year budgets. Based on the pricing received
from AmCad the Village would be able to perform all anticipated scanning needs for this project within budget
for these two years.
Recommendation
Staff recommends that the Village Board grant the Village Manager approval to enter into a contract with AmCad
for Document Imaging Services in an amount not to exceed $59,053.00.
~S,AICP
H:\ADMNlBRlANlScanning RFPIMemo to VB.doc
Mount Prospect
~
Village of Mount
Prospect,
Mount Prospect, IL
Copy
Prepared By:
AMCAD
1710 Whittemore St.
Rock Island, IL 61202
Tel.: 309-786-5800
Fax: 309-786-5900
mgasiorowski@amcad.com
www.amcad.com
PROPOSAL
Request for Proposal
Document Imaging
For The
Village of Mount Prospect,
Mount Prospect, IL
Tuesday, December 1, 2009
\~l
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I Document Imaging I.
Village of Mount Prospect,
I. Mount Prospect, ILl
TABLE OF CONTENTS
Cover Letter
SECTION 1 ABOUT AMCAD............ ........................... .................. ........... ......... ........ ...... 3
Locations-................. ............................................................................... ...............................3
Number of Employees- ...........................................................................................................3
Hours of Operation- ............................:...................................................................................3
About AMCAD- ..................................................................................................................-.....3
SECTION 2 EXECUTIVE SUMMARY ...........................................................................5
AMCAD Technology Center....................................................................................................5
Safety and Security of the Village of Mt. Prospect Records................................................. 5
AMCAD's Electronic Maintenance and Security........................................................... ....... 5
AMCAD Physical Maintenance ahd Security............. ....... ....... ............... .................. ........... 6
Best Practices for Protecting the Confidentiality of the Information: .................................... 7
Storage Capabilities........ ..................................................... ................................. ............ .......9
SECTION 3 SCOPE OF WORK ..................................................................................10
SECTION 4 COST PROPOSAL ....................................................................................12
SECTION 5 QUALIFICATIONS AND WORKLOAD....................................................14
Recent Similar Projects....................................................................................................... ..14
SECTION 6 LICENSES. ......... ............... ........... .................... ...... ........... ........... ...........20
SECTION 7 REFERENCES... ............ .... .......... ........... ....... ....... .......... ............. ........ ... .21
SECTION 8 BIDD ERS QUALlF ICA TIONS ...................... .............................. ......... .....22
SECTION 9 ATTACHMENT B - BID CERTIFICATION FORM...................................35
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www.AMCAD.com
December 1, 2009
Village of Mount Prospect
Community Development Department
50 South Emerson Street
Mount Prospect, IL 60056
Dear Mr. Brian Simmons, Deputy Community Development Director:
AMCAD is pleased to present our proposal for the Village of Mount Prospect to
convert existing paper and micro-fiche record documents into electronic format
compatible with the Village's document management software. AMCAD is prepared, at
short notice, to implement our ISO 9001 :2000 compliant and proven processes to
complete this project for the Village of Mount Prospect.
AMCAD'S Technology Center is located on a secure, active military base on the Rock
Island Arsenal in Rock Island, Illinois. In addition to a state-of-the-art facility, the base
provides (and requires) unique advantages to security, fire and power that no other
vendor can offer. All work will be executed in the State of Illinois using no
subcontractors.
AMCAD'S primary business is the conversion and indexing of critical public record
documents. We understand that quality and accuracy are mandatory elements of any
project of this nature. To date, we have converted and indexed in excess of five billion
public records. Additionally, AMCAD has worked intimately with many of the Illinois
local village and county municipalities to convert and index more than 25 million pages -
this provides us with a unique understanding and expertise of your Illinois based
employer records.
AMCAD is excited about the opportunity to start a partnership with the Village of Mount
Prospect. Our goal is the Village of Mount Prospect success, and a partnership that
highlights the success of the village, by meeting its goals to preserve documents through
digitization and making these electronic images available to the operating departments
with security and accountability without impeding their business processes and work
flow. The Village of Mount Prospect is a leader in this marketplace and we hope for the
opportunity to continue that success. My contact information for this proposal is found
below. We look forward to answering any questions or providing additional information
at your request.
" //.,1.":/
J~ f/{r
Mark Gasioro rs~'
Business DevelOpment Manager
Sincerely,
AMCAD Technology Center. 1710 Whittemore Street. Rock Island Arsenal. Rock Island IL 61201
'-'--- ---------.- -,
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i I Mount Prospect, ILJ
Section 1
About AMCAD
I Brief description of the firm
LOCA TIONS-
AMCAD Technology Center
Rock Island Arsenal
1710 Whittemore Street
Rock Island, IL 61201
AMCAD Headquarters
220 Spring St. Ste 150
Herndon, VA 20170
NUMBER OF EMPLOYEES-
AMCAD has 400 employees
HOURS OF OPERATION-
24hrsl 7 days
ABOUT AMCAD-
AMCAD is a full service technology service and solutions provider for local government
agencies. Founded in 1986, AMCAD was formed to partner with government in the
development and implementation of "automating" technologies - specifically in the
automation of public records. For more than 20 years, AMCAD'S continued success
has enabled the steady, controlled expansion of our customer base and our solution
suite - while continuing to provide state-of-the-art, award-winning solutions. AMCAD
provides best-of-class integrated solutions for land records management, vital records
management, court records management and county-wide imaging solutions for local
government.
AMCAD is extremely familiar with the complexities of working with local government
agencies. Our company embodies our dedication to the management of public records
and the systems and solutions that facilitate the smooth transition to new technology to
increase workflow, staff efficiency, and improve constituent service. We understand
your business - government is our business.
The AMCAD Technology Center is a 50,000 square foot facility providing a full suite of
services including a Certified Kodak Processing Lab to ANSI! standard long term
storage and fire lock vaults. Some of AMCAD's full suite of services for the Village of
Mt. Prospect includes the following:
lag
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~_. ------..- ~ ---.---.T--.----..-...-.-----.-----..--.--.----
8Y. I
-,
Document Imaging!
Village of Mount Prospect,'
Mount Prospect, IL
. Media Conversion (Film, Fiche, Paper, Maps/Plats, Aperture Cards)
. Archival Microfilm Creation, Development and Duplication
. Vault and Long Term Storage
. Indexing and Keying Services
. Redaction Services
. Disaster Backup and Destruction Services
. eCommerce Services
The entire service offering above is provided onshore in our secure facility. The
AMCAD Technology Center is part of an active military base - the Rock Island
Arsenal. This unique location provides added security for our customers' precious
records and data. AMCAD understands the concerns of our public records officials -
we built this facility from the ground up to provide a secure location to successfully
provide services back to our customers. AMCAD's core suite of products fully
automates every aspect of the daily and long-term operations of public records officials.
AMCAD is a full service company meeting 100% of the needs and requirements of our
government partners including a complete methodology to efficiently and successfully
implement any project. AMCAD is a single source provider for government including
end-to-end services from consulting and analysis to software development and
implementation to long-term archival storage and disaster recovery.
In short, AM CAD's corporate philosophy is to partner with government to provide
services, solutions and technology that will facilitate their business process by improving
staff efficiency and workflow, while still providing premier constituent and customer
service. Our goal is your success and customer support and responsiveness is a key
value of AMCAD. -
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4
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: t1Y
---11-------------------------------- Docu men-tim-aging I
Village of Mount Prospect, I
I Mount Prospect, IL
Section 2
Executive Summary
Executive summary detailing your firms understanding of the project and the firm's
interest in the project. .
AMCAD TECHNOLOGY CENTER
We have provided a detailed overview of the AMCAD's facility in the fOllowing pages
including detailed descriptions of our security offering, vaulting services, and scanning
methodology for the Village's material. As discussed, the AMCAD Technology center is
located in Rock Island, Illinois on a secure military base and offers one of the most
state-of-the-art facilities exclusively providing services to public records officers in the
United States. -
Safety and Security of the Village of Mt. Prospect Records
The industry has a wide ranging idea of what document security entails. The most
important step for'any customer is the investigation of the possible vendors. This
entails visiting the storage and production facility, qualifying the information technology
infrastructure and data backup procedures as well as employee screening. By
inspecting the security, employee background checks and the data security plans of a
vendor's main production facility, you will better be able to evaluate the security
procedures they put in place for onsite projects. If a vendor does not follow the
necessary steps to protect your documents at their facility how will they know how to
protect your documents at your facility?
AMCAD has detailed its document maintenance and security methodologies below for
your convenience. We have provided an overview of not only the technical/virtual
document security, but also provided a detailed overview of the physical media
maintenance and security provided by our facility. AMCAD maintenance and security
methodologies and facilities are unparalleled in this industry.
AMCAD's Electronic Maintenance and Security
Project Auditing
AM CAD has developed and implemented a customized process to track all source
media regardless of type and digital images throughout AMCAD's conversion process.
The AiCS process compares data generated at each production step for continuity and
completeness. As an example - the number of document boxes inventoried at pickup
must equal the number of document boxes delivered for final vault storage.
Diligent use of the AMCAD AiCS combined with immediate investigation of exception
reports ensures the customer that 100 percent of the requested information has been
captured and delivered.
IIttK
5
;-- - \i{;7 -----l--------------~i,~a:e ~~~:~~t~~s~~~:JI
: _______J_____ Mount Prospect, IL
AMCAD's Source File Security
AMCAD employs the following practices to ensure the maximum physical security for
contract files:
. Batch Recycling - only documents and media.in production are out of the
customer's controL
. Diligent use of AMCAD's double bar-coding technology and customized AMCAD
integrated Capture System (AiCS) tracks the physical movement of the source
media.
AMCAD's Network Security
AMCAD employs the following procedures to provide the maximum network security for
our customer's records:
. Network gateway protected firewall utilizing Stateful Packet Inspection.
. Internal Network configured as logical sub-networks (subnets).
. All subnets interconnected using Layer 3 switching.
. Microsoft Active Directory used to manage users and enforce security Group
Policies.
. AMCAD's Virtual File Security and Disaster Recovery.
AMCAD employs a suite of hardware design and industry process standards to
minimize any loss of digital data:
. All data is stored in an EMC Storage Area Network (SAN).
. All drives are configured as RAID sets with RAID level appropriate for data being
stored.
. All drives have a configured hot spare.
. Internal data replication used for redundancy.
. All servers are configured with redundant critical components (processor, network
adapter, power supply, etc).
. All critical servers configured as Fail-over Clusters for fault tolerance.
. All equipment powered through UPS battery backup.
. All databases run in Full Recovery mode to allow point in time recovery
. All data, both source and final, is backed up to tape using a Grandfather-Father-Son
(GFS) procedure.
. Intra-SAN replication is used for databases to protect against corruption and hard
drive failures.
AMCAD Physical Maintenance and Security
AMCAD is very conscientious of the importance of the solutions and services we
provide for our government customers. As the majority of our customers are public
records officers, we understand the uniqueness and the value of your archive. As a
result, our facility was built from the ground up to provide not only a state-of-the-art
.~
6
--'-.--'-----------.--.----...'--------'-r-.-'-----.~ .~________.n'_...~. .-..-- -. - --_.,,-.---..-~--.-. ----_.___________ -.~~-.--,---__..____________..,
'fi;l I Village ~~~:~~tp~s~~~~1
' .. I. ._____.__.__________.______ Mount Prospect, ILj
production environment, but also to exceed all national standards for production,
insuring the confidentiality of data, secure storage and disaster backup and recovery.
Our facility is not simply warehouse or office space, it was designed in every aspect as
a secure facility.
In addition to the physical security and fire protection overviewed below, AMCAD also
keeps an updated Business Continuity Plan. The Business Continuity plan is a
complete disaster recovery plan for a natural disaster, technical disaster or other
unforeseen event. Every aspect of the plan exceeds national standards for backup and
disaster recovery for an information technology company. . The plan also includes
several appendices. The plan and the appendices are considered highly proprietary
and confidential. We are happy to share the detail in these plans outside of the public
proposal process at your request. All vendors dealing in the processing of sensitive
public data should have a methodology and. a written Business Continuity Plan - this
industry standard best practice.
Like our Business Continuity Plan, AMCAD also strictly adheres to an industry accepted
Best Practices Methodology for protecting the confidentiality of the information. The
following is a high level overview.
Best Practices for Protecting the Confidentiality of the Information:
· Signed non-disclosures for all personnel.
. United States Citizens only.
· Background checks - performed by the Rock Island Arsenal Garrison (Federal
Government).
· All AMCAD employees have secure photo identification badges to be worn at all
times.
· The AMCAD facility is secured with external and internal cipher and electronic locks
on all areas (more detail later in this section).
· Physical security - restricted access to facilities, storage of media.
. Audit trail of all system activities.
· Check-In-Check- Out - AM CAD maintains an audit trail and system log of all
activities for documents in process. This includes receipt of boxes, storage in the
vault, check out to processing and return after processing. It also includes all
activities such as scanning, indexing, quality assurance, and format to the delivered
media. Only specific personnel are cleared to work on a specific customer job. User
IDs and passwords are assigned to that job and no other personnel has access to
workflow tasks such as indexing and quality assurance.
· Security Operations Procedures - The ability to audit our work process, work flow
and users is only the beginning of the technological and quality assurance steps
AMCAD takes to ensure the confidentiality and security of our customer's data.
AMCAD Corporate and the AMCAD Technology Center also maintain a Security
Operation Procedures (SOP) document. This document outlines all of the major
security steps taken to ensure the se~urity of AMCAD's networks, as well as the
security of our customer's data. This SOP is a comprehensive document that
includes standards and procedures that are in place to ensure network security is
.~
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--~~--
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m__. -T--.---------..--- --- .-.... .---- -- --u-----.-Doc~~~nt-- Imag-tngl
I Village of Mount Prospect, I
! Mount Prospect, ILl
._._--------~.._..__._-----_._---_._._--,----_.._._...-.__._------_._~.~
not compromised either internally or externally, as well as ensuring that the
appropriate monitors are in place to immediately identify and remedy any security
risks. We are happy to provide you with copies of our SOP at your request. An
SOP is an absolute best practice for any vendor dealing with highly confidential data
(for security reasons, we cannot include all of the information in this forum).
In addition, AMCAD works directly with Kodak to provide additional backup and disaster
recovery services for archival records. Because AMCAD is a Certified Kodak Lab, you
also have full access to Kodak's Microfilm Disaster Recovery Program.
We have provided an overview below of both the security and fire protection standards
of our facility. The AMCAD Technology Center is located on a secure, active military
base on the Rock Island Arsenal in Rock Island, Illinois. In addition to a state-of-the-art
facility, the base provides (and requires) unique advantages to security, fire and power
that no other vendor can offer including the following:
· HIPPA and OSHA compliant;
· Exceeds ANSI standards.
· Fully certified Kodak Laboratory.
· Dedicated fire and emergency services located just 4 blocks from our building.
. The AMCAD fire and security systems are connected directly to the base fire and
police services including all the computerized notification systems within our
building.
. Dedicated redundant power sources including a dedicated hydro-electric power
source, as well as dedicated backup generators - this ensures the protection on
your records, as well as the environment in which they are processed and stored.
. All windows and doors on the facility are bomb, hurricane and weather proof.
. 24/7 manned security at all entrances to the military base.
. Secure cipher encoded locks on all entrances to the AMCAD facility.
. Separate secure cipher encoded locks on all entrances to the AMCAD production
floor.
. Even again, separate secure cipher encoded locks on the entrance to the AMCAD
vaults and secure server rooms.
. All AMCAD vaults meet National Fire Protection Association (NFPA) 232 standards.
. All visitors must register with base security for access.
. All non-US citizens must go through a special registration process for entrance to
the base.
. All employees receive background checks by the federal government before
receiving badges for entrance to the base and to the AMCAD facility.
. All employees must at all times wear pictured ID badges.
. AMCAD networks tie into backbone of Homeland Security networks.
. Smoking is not permitted within 50 feet of the facility.
. Vehicles are prohibited from parking adjacent to the building.
The AMCAD Technology Center was built as a secure location to process and house
government records. As a result, AMCAD has built internal vaults again exceeding all
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f..- -.-..--- ;-.......--1...----.--------------.-.-----...----..-..---.--.-------i
i \~7 I Village ~~~:~~tp~~sap~~~ I
L.___.__._ I . . ..__. Mount Prospect, ILl
industry standards for storage. All records not currently in production are stored in the
vaults described below (as well as all backups). This is immensely important when
dealing with highly sensitive information. The information is stored in a secure,
protected environment - not just from human interference, but also for general disaster
preparedness. As mentioned previousJy, many vendors in this industry simply house
their documents in general warehouse or office space
~~
Figure 1 - AMCAD Technology Center
STORAGE CAP ABILITIES
AMCAD currently has 3 types of storage space available in our Record Center: general
warehouse storage, one 2-hour vault, and four 4-hour Firelock vaults. All AM CAD
storage and vault options are located in our facility offering industry premier security and
physical protection. For example, further protection is provided by the Arsenal Fire
Department located just 4 blocks away from AMCAD. As the Arsenal is an active
military installation, the Arsenal Fire Department has extensive training and frequent drill
procedures, along with the funding for state-of-the-art equipment. The AMCAD facility
is directly connected to the Arsenal Base Security and the Arsenal Fire Department. An
alarm at the AMCAD facility automatically notifies both. In the unlikely event of a fire,
the possibility that the situation could last more than a few minutes is extremely remote.
.~
9
r ..~-" "::':'1... ..r . . .. .... ......... .. ..Documen;:rm;;gingli
~ I Village of Mount Prospect,
, . _~_______n____ Mount Prospect, I~
A. Planning and Zoning Files
a. Estimated number of pages: 118,000
b. Estimated number of 8.5 x 11 inch documents: 94,000
c. Estimated number of oversized documents: 25,000
d. Estimated number of documents: 3,700 .
e. Estimated number of pages per document: 32
f. Number of indexes per document: 2 .
g. Estimated number of indexed fields: 7,400
B. Building Permit Files
a. Estimated number of pages: 1,000,000
b. Estimated number of micro-film cards: 75,000
c. Number of indexes per card: 2
d. Number of indexed fields: 75,000
C. Village Clerk Files
a. Estimated number of pages: 60,000
b. Estimated number of 8.5 x 11 inch documents: 54,000
c. Estimated number of oversized documents: 6,000
d. Estimated number of documents: 6,000
e. Estimated number of pages per document: 10
f. Number of indexes per document: 2
g. Estimated number of index fields: 12,000
Format and Technical Requirements
Documents shall be recorded with two indexes. For Planning and Zoning files
documents shall be indexed by property address and case number. Building Permits
shall be indexed by property address and permit number. Village Clerk files shall be
indexed by property address and either an ordinance number or resolution number.
Scanned documents shall be provided to the Village in published volumes on either a
portable hard drive or DVD media device. The published volumes should be able to
attach to the Village's Laserfiche repository. The attachment process shall place the
documents in the appropriate folder within the repository, with the correct document
template and required template fields populated for each document. If the Vendor is
unable to provide this service by itself, the Vendor shall provide with its proposal a
method for how this attachment process shall be accomplished (i.e. through a third
party provider). The costs associated with utilizing a third party shall be included within
the Vendors proposal.
The Village will provide the Vendor with our folder structure within Laserfiche repository,
the Laserfiche templates and required fields to populate within those templates as well
as the proper document naming convention for Planning and Zoning, Building Permits,
and Village Clerk files.
.~
11
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Document Imagingl
Village of Mount Prospect,
Mount Prospect, IL
Section 4
Cost Proposal
A. Planning and Zoning Documents
i~i~~i~rt:Qti!l~m~iijllt.;'+;';:,:t&:
Total Number of Pages
Standard Size Pages
Oversize Pages
Number of Documents
Pages Per Document
N umber of Indexed Fields
Document Preparation
$0.019
$0.450
$0.065
$ 1,786.00
$11,250.00
$ 240.50
$0.037 $ 4,366.00
Docum~ntsTntaf€ost:\ $17,642.50
B. Village Clerk Documents
Total Number of Pages
Standard Size Pages
Oversize Pages
Number of Documents
Pages Per Document
N umber of Indexed Fields
Document Preparation
60,000
54,000
6,000
6,000
10
12,000
60 000
Number ofImages
N umber of Cards
Pages Per Card
Indexes Per Card
Number ofIndexed Fields
Document Preparation
-, - .-., ~,,;i :~f~l~'ifialg'\\;~Mf~'~DJmDj)9~tUm~r~,mAt~JN~Q$f;:;~ $34,875.00
C. Building Microfilm Documents
:~.!\I!.iti~1l~~.~iif,~~I~mlf.4,~1f~~,O,;m~:.
1,000,000 $0.030 $30,000.00
75,000 $0.065 $ 4,875.00
13
2
150,000
.
AD
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22
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Village of Mount Prospect,.
Mount Prospect, IL
D. Miscellaneous Project Expenses
..:,..;:),F.".,':.; ~ ,iii':';. .,; ..~. ., \l!IlJtJ;:;ost:,0.i;~~~A:.;~, :!.,,;:..,-':', ',0,rl'c~~t.t\.m.o'uqt...J(.,ji'.
Record Destruction M icrofiche Destruction $0 .25/lb B il led at Cost
Record Destruction Document Destruction $0 1 6/1b B illed at Cost
Third .party Expenses
Other Misc. Expenses De livery Per Trip $200 .00
i:;r,~i.,'.~~~;t~~~;;~~~~~!1\;?;JJ~f~;,\:g%,i<ti:lf~;~t~)~.:~~;~~g)~s~.;~j'QtilIMis~e.lialte.Q)is:<l?rc).ie~t.:.'C()st'~.:i
E. Total Document Imaging Project Expenses
$;;#~~~r()"9'S~~;~m9g~!;:.:,:",::
$17,642.50
$ 6,336.00
$34,875.00
$ 200.00
$59,053.50
F. Bid Sheet Terms and Conditions
By submitting a proposal in response to the RFP, the Vendor agrees to the following:
1. Vendor agrees to and accepts all terms listed in the RFP and guarantees that Vendor is capable of
providing services as described and in concurrence with the conditions listed in the RFP.
2. Vendor agrees to and accepts that the selection of a proposed bid by the Village is not a guarantee of
contract for the amount proposed in Vendor bid, nor is selection a guarantee of any contract. Final
contract is a condition on agreement of final scope of work and final negotiated fee amount.
3. Vendor guarantees that all work provided in proposal is original and does not infringe in any way upon
the rights of others and that Vendor can perform all obligations in compliance with all federal, state, and
local laws, rules, and regulations.
4. Each phase in the Scope of Work is separate and mayor may not be implemented by the Village.
5. By submitting a proposal the Vendor relinquishes all rights to submitted proposals or the ideas
contained therein and the Village reserves the right to retain all submitted proposals and to use any ideas
and any proposal submitted, regardless of whether or not the proposal is selected. All materials submitted
in response to the RFP shall become property of the Village and will not be returned.
Vendor: American Cadastre, LLC dba AMCAD
Name and Title: Dallas M. Wolf, Chief Operations Officer
Signature:
Date:
AD
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. M....... p,.........d i Document Imagmg I
: ~ 'I Village of Mount Prospect, I
I Mount Prospect, ILl
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Section 5
Qualifications and Workload
In addition to addressing the requirements outlined in the Scope of Work, the proposal should include
statements setting forth the -Vendor's line of business, organizational structure, summary of past
experience, including experience with municipal projects, and specific descriptions of at least three (3)
completed projects .that are similar in subject, size, and complexity to the scope of services specified
herein. These descriptions must include contact information for reputabl~ referenc!?s (ha( cq.nattest to
the Vendor's representations. The Vendor should also provide professional resumes, including
education, work experience, proftssional credentials, and employment status (e.g. fUll-time, part-time,
years with the firm, job description) for each individual assigned to the project.
STATEMENT OF UNDERSTANDING:
AMCAD's complete understanding of projects of this type is unique in that we
understand that village records are not merely loaded into an imaging system - the
records require detailed understanding of how images relate to supporting
documentation, as well as the existing index data and how they are processed and
stored on the physical media for processing.
RECENT SIMILAR PROJECTS
For your convenience, we have provided four references below to demonstrate
AMCAD's experience in large scale document imaging and indexing projects, as well of
our unique understanding and expertise in government records. AMCAD has vast
experience working with public records offices with references in more than 30 states.
We are happy to provide additional references or information at your request.
Project Description
Mr. John F Lindsey
Electronic Information Director
Cook County
Recorder of Deeds
118 North Clark Street
Chicago, IL 60602-1387
312-603-5079
iflindsev@McLeancountVQov.com
Cook County is directly relevant to the Village of Mount
Prospect as it demonstrates AMCAD's success in large
jurisdictions with high volume projects. In 2006, the Cook
County Recorder's Office issued an RFP to convert the
_r<AD
~.II
14
.!..._.~-.~~l----I.j-_.--_--__.m__..-_-----------_.-.---.--- Document Imaging I
~ Village of Mount Prospect, I
: I _______.________ MoLint Prospe_ct~!:J
County's historic archival real property records from 16mm
microfilm. After the first round of the RFP process, in June
AM CAD was selected as the best valued vendor from among
more than 10 national vendors.
The first part of the project includes th~ conversion of more
than 25 million images from 16mm microfilm. The second
major portion of the project includes the detailed indexing of
more than six (6) million document records. The project is
being completed at the AM CAD Technology Center in Rock
Island, Illinois.
AMCAD coordinated the inventory and shipping of the
micro~lm from the County's legacy vendor. Upon receipt of
appro~imately 100,000 rolls of microfilm, AMCAD certified
Kodak staff inventoried and analyzed the film for infectious
diseases such as redox. AMCAD was able to provide the
County a database of the inventory list and the film's
condition. Today the film resides in AMCAD's secure vaults
for protected, controlled storage.
AMCAD is especially proud of this most recent award, as
Cook County is a top five county in the United States and
Chicago is the third largest City in the Country. In addition,
this is the first contract awarded from this Office outside of a
small group of vendors, since 1997. The contract was
awarded based on AMCAD's understanding of the needs of
the customer, our methodology and our commitment to quality
- all as referenced through our vast experience in working
with local government agencies.
The total value of this project is approximately $2 million. The
project Team assigned to this project has remained
throughout the life of the project.
.~
15
\fi;l
------T------------------.-----------.--.------.Docu m ent I mag-ion g 1
Village of Mount Prospect, I
Mount Prospect, IL!
-...---J
.~:~r!e~c~i!g~fJ~4~z~~~:,':;ff]"~'~i.~~\~~t.'~1r~t"~;{~tl;i~;~;>.~!5..;~S.~:...'.;.,~.. :
Contact Information' Ms. Barbra Frerichs
Chief Deputy
111 S. Third Avenue
Phoenix, AZ 85003-2281
.602-506-7866
bfrerichs@risc.maricopa.qov
Project Description
Maricopa County is the fourth largest County in the Country
and has now has one of the largest electronic public records
archives.
In January of 2005, AMCAD was chosen through competitive
procurement to convert more than 65 million images for
Maricopa County, Arizona. The project included the
conversion of more than 30 million images from 16mm
microfilm, 20 million images from microfiche and
approximately 10 million images from paper. AMCAD was
chosen over every major conversion vendor in the Country
based on our track record, methodology, quality assurance
and overall price. We were one of the few vendors to ofter a
single source solution to the County including conversion from
microfilm, microfiche and paper books (bound and pinned).
The entire Maricopa County project was completed onsite in
Maricopa County. The project timeframe was estimated to be
approximately six months including conversion of the 65
million docun1ent images. The con~ersion phase of the
project was completed under the allotted schedule. Additional
work on the project included the indexing of approximately 5
to 6 million documents. All scanning work was performed
onsite in Maricopa County. All indexing was done onshore at
AMCAD.
.~
16
- '-----1 ______...__....._.__________.__n..._.._._.________.___.____----------------~
~...--7 Document Imagingl
~ . I Village of Mount Prospect, 1
I Mount Prospect, ILl
--..-------------.---.------------ ~
City cq'f't{imln'ii'lJ~~ti;o!.\{it;gilJia .,.
Clerkbfthe'Clti;'Qit Cbtlrl:;' :._ . .
Contact Information The Honorable Tina Sinnen
Clerk of the Circuit Court
Judicia! C~nter - Building 1'0
2425 Nimmo Parkway
. Virginia Beach, VA 23456-9017
757-385-8817
tsinnen@courts.state.va.us
Project Description
As the second largest jurisdiction in the Commonwealth of
Virginia, the City of Virginia Beach manages one of the largest
land records archives in Virginia. Recognizing the availability
of confidential personal information to the general public, In
2007, the Clerk sought to partner with a vendor to securely,
accurately and efficiently redact Social Security Numbers from
the public record. In April of 2007, the Clerk awarded
AMCAD a contract to redact Social Security Numbers from
the City of Virginia Beach's entire public record including more
than 15 million pages.
AMCAD has successfully performed on a number of past
projects with the Clerk's office including a large historical
conversion project that AMCAD was awarded through
competitive bid. The project included the conversion of
approximately 10 million images from 16mm microfilm. The
project was completed in phases (do to funding constraints).
The project included the successful conversion and indexing
of a variety of public records including land records, court
records and marriages. The entire project was completed
offsite at the AMCAD conversion facility.
Total project costs were approximately $2 million over multiple
pro'ect phases.
--_.-------------------_.......---~-_._---~----_.
.~
17
-------r --
I
I
Document Imaging I
Village of Mount Prospect, I
Mount Prospect, III
..---1
~.
t1Y
i
i
------
Proposed
Implementation Team
Experience
Education &
Training
More than 33 years of successful
business management experience in
the high technology industry.
Degreed engineer from the U.S.
Naval Academy with 27 years of
experience in high technology in the
public and private sectors. This
includes nearly equal measures of
operational and business
development experience in the IT
managed services environment for
both Commercial and Government
clients. Exercised pal responsibility
for entire company operations and
maintained client relationships with
numerous Fortune 500 companies
as well as Federal, State, County,
and City government agencies
across the country.
Mr. Wolf is the Chief Operations
Officer for AM CAD Digital
Conversion and has personally
managed the processing of over 100
million images for AMCAD. All of the
ADC operations report to Mr. Wolf
and thus the personnel for all of the
conversion services that will be
provided from the ADC Rock Island
Arsenal Technology Center.
US Naval Academy
Engineering
Annapolis, MD
t:": ~:.. ... .~ ~".., .... ~~..'~,-~:,'=.:~"',:;;.J,~~~-:.,~: ..~."\. -~." ......-~..:~_~
Five years experience managing
both commercial and government
Bachelor of Science
Business Education
-"___~_"'___""A'___'__''''.~''-''_W_._______.....__.._,_",___
18
.-
rag
. ...-....--r----.-
I
I
. ............ .--.--.--.----.------.-..:-----1
Document Imaging!
Village of Mount Prospect, I
Mount Prospect, IY
document conversion projects.
Extensive, certified knowledge in
imaging. Experience in Project
Management for automating
workflow systems and extensive
business analysis to determine
customer needs in health care
industry. Experience teaching
business and computer skills to
students and adults with additional
proficiency in hiring, training and
supervising production teams.
Ms. Hoffman will be responsible for
the entire projects operations at
AMCAD Conversion facility for
conversion and storage
maintenance. All of the personnel
for this conversion project will be
coordinated and provided by Ms.
Hoffman and her management team.
Illinois State
University
Normal, IL
Certified AnyDoc
Professional
Certified CDIA+
(Certified Document
Imagining Architect)
r~'~\:' '~-. : .~-,. ,_n_ -:' c;' " _.U__'''',' "-,' -:" -';::'~'':-:;: ~'." ';:~"'~~ ....,o,_;'-:~>_~' ~'~.;.'~:~s..,~,'.:;~~F. ':; ,~; ..-":.:~~~~~~-:::.";~:~-7"~~1
1 - - , r ' ',~ ~ ~ ~.,., ~
; :'~ .~~~ -\ ,', '~=L"~~ :~'""~.~c~:.:~~ _~" ~ ~.c:~~~~_~~:_ _ .' ':~ ",:.~~-~~:....~. .. ~~;~,. ~ ,~>~ :. '-- ~~ ,-:ij;i:f.,:j=;~:~~~.,~" :=;,,~:~
Experience managing government
and private sector document
conversion projects. Responsible for
overseeing aspects of planning,
coordinating, and completing
AM CAD on-site and off-site
conversion solutions. Daily analyze
business and systems models along
with profit and lose. Identify
problems and courses of action.
Ms. Fishburn will be responsible for
the direction of the project and the
project's deliverables. Ms. Fishburn
will report to the Overall Project
Manager, and will coordinate all
redaction and conversion services
Bachelor of Arts
Communication
Studies and
Journalism
University of Iowa
Iowa City, IA
The above personnel are the proposed AMCAD Senior Project Team for the Village of Mount Prospect. Additional AM CAD
development and support resources will be utilized but will be named once the project initiates,
.~
19
:--~.
lay
--r--.--.------------------------ -- ..---------- --.--oocu m-entIm ag i n g J
Village of Mount Prospect, I
_.______________________________~ou_nt Prospect, ILl
Section 6
Licenses
Each party submitting a proposal shall posses all necessary federal, state, and local licenses as are
required by law, and shall furnish satisfactory proof to the Village upon request that the licenses are in
effect during the entire period of the contract.
AMCAD understands and does posses all necessary federal, state, and local licenses
required by law, and are willing to furnish satisfactory proof to the Village upon request.
.~
20
..-----~--...------.-----..-------..-.------... . --.------J
\M-. p.,. -{.~~ . I Document Imaging I
~ -~ Village of Mount prospect'l
Mount Prospett~_ILJ
Section 7
References
I Names and phone numbers of references for at least three similar projects.
Mr. John F Lindsey
Electronic Information Director
Cook County
Recorder of Deeds
118 North Clark Street
Chicago, IL 60602-1387
312-603-5079
ifl.indsey@McLeancountyqov.com
The Honorable Tina Sinnen
Clerk of the Circuit Court
Judicial Center - Building 10
2425 Nimmo Parkway
Virginia Beach, VA 23456-9017
757-385-8817
tsinnen@courts.state.va.us
Ms. Barbra Frerichs
Chief Deputy
111 S. Third Avenue
Phoenix, AZ 85003-2281
602-506-7866
bfrerichs@risc.maricopa.qov
21
1It~
r--~--~7--~r----------"'-~i~lage ~~~:~~tp~:p~~ I
i i Mount Prospect, ILl
.-----~ ~._.-l
Section 8
Bidders Qualifications
All bidders must submit the following information on or before the time. at which the bid is
required to be submitted:
a. The location of the bidder's permanent place of business.
b. Evidence of ability to provide an efficient and adequate plan for executing the work
c. A list of similar projects carried out by the bidder. .
e. Any additional evidence tending to show that the bidder is adequately prepared to fulfill
the contract. ..
A. The location of the bidder's permanent place of business:
American Cadastre, LLC (DBA AMCAD)
Corporate Headquarters:
Development, Implementation & Support
220 Spring Street, Suite 150
Herndon, VA 20170
AMCAD's Technology Center
Rock Island Arsenal
1710 Whittemore Street
Rock Island, IL 61201
Telephone and Fax:
Phone: 309-786-5800
Fax: 309-786-5900
Form of company:
Limited Liability Corporation
Date company formed, date incorporated if a corporation:
Company formed and incorporated 1986, as American Cadastre, Inc. Company
changed to a Limited Liability Corporation (LLC) on January 17, 2001 in the
Commonwealth of Virginia.
.~
22
Date Established
Ownership
Primary type of business
Number of Employees
Contact Information
Federal Tax ID Number
1986
Private Company
Solutions for Government Records
400 employees
. Dallas Wolf, Chief Operations Officer
54-2020897
B. Evidence of ability to provide an efficient plan for executing the work.
The Village of Mount Prospect Scanning Methodology:
AMCAD receives documents from customers in boxes or other containers. These
containers are checked in to the inventory stage when they are received. Each
container is given a unique barcode label for inventory control and tracking. A manifest
is created of the lot. If applicable, the manifest is signed and a copy is given to the
appropriate customer contact.
Each container label is verified and entered into the AMCAD Inventory Tracking System
before being stored in a secure, holding area. Bar-coding technology is used to track
the physical movement of the source media.
AMCAD provides boxes for transportation of media from the vault to the scanning area.
AM CAD warehouse management software is used for automated tracking of all boxes.
The warehouse management software is used to track all media from receipt through
disposition. All containers are bar-coded so that the inventory of media can be tracked
back to a container. Therefore documents can be tracked throughout the work in
progress.
.~
23
--~---'-'j-"--- -- -_.--_._~
i
I
I
i
!
__.__..____.n --- .---~---.----..--D-~~U m e~t-i-m a 9'i;:;-~
Village of Mount Prospect, i
Mount .Prospect,-_-.!!:J
\M;/
F;~dlt;~ - n - -- _. - - .-.. --- -----~----.--------------.-------- ----- ----q -----~
Itemll I
Ak Item:l f
CIa$$ I
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Copy ModIy Oelele
Figure 2 Sample Inventory Control Screen
Media Control Methodology
All media is tracked in the AMCAD Inventory Module, integrated with the warehouse
management software. Media is stored in bar-coded boxes that are also tracked in the
Inventory module. In this manner there is traceability of each piece of media to a box.
The box barcode is scanned at scan time so that air media associated with a box can be
tracked throughout the process.
Illustrated below is an example of an Inventory screen used to enter a piece of media
control data.
.~
24
'H__~""" :::'7 HHH1HH H_HH .... H . H. .HHHDocu-;;:;ent i-;;:;aginHgi
: ~ Village of Mount Prospect, I
____________. ____.___L______..____..____________ Mount ~rospe~~! ILj
~Jcc~lMS{~t;rp~~~(d1tio~k~o~~~t;tc~.~1[;pj;J.~r - r, ~~--~~-"- ~~ --.--- -----~-~-~ - -- ---.-~- --- -~ ~ ~-- n ~- ~---QJ@t!J
;.J~ f..:!t VII<OI>: f ~u..~~ 1",01:1 ~~,
1:Jf
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.' m s ! Rnd Receiving.Order .... _ _ _.. _. . . _ ..... ... ._. ._.
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Figure 3 Inventory Receipt Screen
Completion of the return is recorded in the Inventory module which tracks the full
Iifecycle of the process.
The Inventory module tracks all items throughout their lifecycle. Reports are produced
that track all items back to the box in which they were placed at receipt. The box is
tracked through completion of the full production process and confirmation back from
the customer. Upon confirmation, the item is checked back into inventory and is
marked as such. The Inventory module will track all items and if there are any items
that have not been checked back into inventory, they will be shown on the exception
report.
The location of media is maintained throughout the process using the Inventory Module
which links the documents to a box that is bar-coded.
The AMCAD Integrated Capture System tracks all items throughout the production
process, from receipt through return to the customer. At any time if a document or
media is needed for line-of-business activities it can easily be located in the physical
location in which it is stored. The Inventory Module tracks what documents are in each
box, and the production process tracks where a media is at all times.
AMCAD maintains a complete seamless relationship with the customer during the entire
Iifecycle of a conversion project. Regular reporting and meetings keep the City abreast
of the project while keeping clear open lines of communication to tackle issues that may
arise quickly and efficiently. Below we have provided a brief overview of the AMCAD
I'II/Ir. AD
~il!ll
25
1---------___
..1 'fi;/---i- .---------- -~il:: ~~~:~~tp~=~l
: I Mount Prospect, ILl
--- .- _..~-_.~._._---_.._-.-_____.__.___.._.__.___ - _. ._..____1
recommended project reporting and project documentation. This list is not exclusive.
AMCAD can provide the appropriate, relevant information to best manage and
communicate specific customer requirements.
Weekly Status Report - Each week, a project-level status report is generated by the
AMCAD Project Manager to .be delivered to the village. It includes accomplishment
information from the team status reports at a high level. It also is used to communicate
global project information, issues, exceptions and status of changes.
Client Status Meeting - AMCAD and the Village of Mount Prospect will develop a
schedule through which to meet to review progress on the project, resolve issues and
plan for change approval/rejection and deliverable approval/rejection. Meetings may
consist of regular conference calls..
Project Notebook - The project notebook is created at the beginning of the project and
continually maintained. This notebook serves as a repository of all project related
information. Typically, the customer will provide a Project Share Drive on their network
for posting of the notebook as well as other appropriate information. All project
participants will access and post project documentation on this shared drive.
· Project Plan Update - Each week, the project plan is updated with actual time spent
and the estimate to complete by task is updated based on input from the team
members.
· Change Process - A change procedure is identified in the Project Notebook. Once
the project begins, the Project Manager must be rigorous in identifying and
managing change as it occurs. All changes are tracked on a change log that is
included in the weekly status report.
· Deliverable Acceptance - As deliverables are completed, they are submitted to the
client for written acceptance or rejection. The AMCAD Project Manager provides
the acceptance on all interim deliverables that together make up a large enough
activity for the client for approval.
· Change Orders - The project managers can address change orders at any time
during the contract. Change orders need to be submitted in writing to the Project
Manager who will, in turn, propose addressing the changes. If the changes are likely
to increase costs then a submission will be made as to what those will be. Written
acceptance of the proposal will allow those changes to take effect.
· Interface with the City- AMCAD will work closely with the assigned Village of Mount
Prospect Project Manager.
Please find below a sampling of screen shots with some sample reports. Please keep
in mind at the beginning of the project, AMCAD will provide a complete overview of
customized reports for the Village of Mount Prospect meeting the specific needs and
requirements of the conversion project.
.~
26
M___~ \~7--
;
-_._---~-..
-T---.--------------- ----------oocl;me-;;t--- 1m a-g-in 9 I
I Village of Mount prospect,l
i_._______.___________.__._..____~ount ~~~pect,. ILl
perator Statistics - Pass 1
at I,} 9[-;1100% ~
.-..,
.+ briM
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For 111/1005 thru 113112005
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Figure 4 Sample User Statistic Report
...~
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Figure 5 Sample Audit Report
....__....-------~..._-_..__._._-.._--_.
27
.---r--.---.-------------.-----..--..--...---..----------.----..--,--~.--.-.-.~
, Document Imaging I
I
Village of Mount Prospect, I
Mount Prospect, ILl
~l
log Database Viewel .. Image level (llmas8.fofj (00000255) (3 01 91 E3
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< E.Htr~ctStDilJn:i:';2004'oi -f4" 11>:28:28 .; ";. '"Extract Fin DVTm: 2004-(l1.14,J~;~:2S, .. '''A
'.~,i~~;k.~:~~~~~: .":T~"~~~1~:'i{,..1
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I r:.li"~~IFm~::]f'?;,:.:~I~~usl'~~.;I, .. ".'~ri~lm~lnfoj;.;~.')~.;;:,6()~ilrncl~l. ..
Figure 6 Sample Log Database Viewer
.~
28
;-..-----.---~-.--- . -.--;----..-.-----r-.....-----..----- ._-..---..-.. .-.-.----.----.-..--...-.-.-.--.-----.-....-.--..----------.--.--.'..1
~.. I. Village~~~:~~tP~s~~~~1
____ I Mount Prospect, III
---_._._-----------_._._-_._----------------,-_.~
Log Database Viewer. Balch Level (KmasB fol) (00000255) f3
Seq NurO .. Master Form .; -~'~'" ~ ,', .\..:'..::..~~::, \Orig-typ~ IDTJipe.':: . '~';;';";',':: c'"-'
Create Dale "
10 Attempts ElC.tracted , Verified Attached Deleted Vfy5kipped
Tot Chars Tot JC;eystrks Qsliori<lble . COtreci:ecl -:5 ~bJljh.itlOni. : ~ :.~ r C," ~
Dbl Ke.ntiks Dbl Keyrdv...,' N,)tes ,...
1 child.tif 2004.01.14 Import None
0 Yes Yes Yes No No
58 0 1 72% 0.00% 0.00%
n Ci I)
2 childtil 2004-01-14 ImpolI None
0 Yes Yes Yes No No
58 0 5.17% 0.00% 0.00%
iJ I) iJ
3 child.tif 2004-01.14 Impolt None
0 Yes Yes No No No
61 0 164~~ 0.00% 0.00%
0 u I)
Prints the Batch Level
Closes Viewer
100% of all images are visually inspected during the conversion process. In the
following section of this proposal, we have provided an overview of the inspection and
quality control tests and processes in the AMCAD production process.
Quality Assurance
AMCAD provides and guarantees 100% quality assurance on every image converted
as a part of the project. This is of the utmost importance to all of our customers - any
errors are unacceptable.
AMCAD have invested a tremendous amount of time and resources to establish and
maintain a quality assurance program. Our reputation is on the line with every image
we deliver. AMCAD utilizes a centralized Quality Assurance coordinator to inspect
100% of the images and indexes processed. The QA coordinator has the authority to
coach personnel and implement corrective action for any errors found during the quality
assurance inspection. All supervisors also receive regular training in quality control
techniques and methodology. With each shift there is a designated quality assurance
specialist. The QA specialist reports directly to the Quality Assurance Coordinator.
AMCAD utilizes a customer-approved pilot as a benchmark for quality control to ensure
image legibility and consistency. AMCAD also performs a check on all images for
completeness and legibility using the ISO 12653.2 Electronic Image-Test target as a
control. Each image is also viewed multiple times during production processes. AUhe
indexing stage, we ensure each image is matched with its proper index. AMCAD uses
.~
29
=__ \M;l= --[~_~ ~~__~______.. ~~'~i:~~~1t~:=~~~
its proprietary Media Check program to verify index and image accuracy. If at any time
during these processes an image or index is discovered to be of substandard quality, it
is marked for enhancement. A sample of the quality assurance process is found below:
Images are reviewed in the Quality Assurance step for image clarity, proper orientation,
readability, etc. Quality Assurance operators can choose to view one or more images at
a time. Illustrated below is the Quality Assurance interface:
_1f~~~~~~1?5i-~~f€~~~~~t!f~ik\\~.~~~ff~(~'if~:~:~~~~~~_~ff~ij~~l}:}~{~t\?d;~~K~_J',{<;~~~i~,\;:':~f;;~\'!i;k:~':.~\~,~',,~\-:.~;~.
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Sample Quality Assurance Screen
The Quality Assurance operator can delete blank images, rotate, apply unique image
enhancement parameters, or mark images for rescan. Multiple images can be marked
or rotated simultaneously to achieve efficiencies. The system can be configured to
require a reject reason for additional tracking of the process.
Reworking
AMCAD supervisors receive daily reports of images and indexes that have failed quality
control. The reports contain identifying material for each image. Supervisors pass along
these reports to operators, who access the original rejected image and use it as a
reference. Utilizing scanning settings, the operator will make setting adjustments to
obtain the best quality possible.
.~
30
i-~\M;l
..-1----..-----.-.--.--.;------------------------.--- . - i
I Document Imaging I
I Village of Mount Prospect, I
I Mount Prospect, IL
_.___.______________ _______.__:.:..1
Rescanning
The rescan operator will receive a Rescan List that sets forth images that failed image
Quality Assurance. The report will contain the Image Identifier (or other appropriate
identifier). At the rescan station, the rescan operator will access the original rejected
image on a high-resolution image monitor and locate the corresponding image on the
film. Utilizing a high-quality Screen Scan unit for film, the operator will perform pre-
scans and make setting adjustments to obtain an optimum image.
Exception Processing
Poor quality paper or problems with original documents sometimes prevent us from
extracting the highest quality image. If we suspect irregularities such as these, the
customer is contacted immediately. In addition, a Summary Report is provided to the
customer with the final product, alerting them to speCific images that are not up to
project standards. The Summary Report also identifies irregularities or anomalies that
are discovered during the duration of the project. This report helps customers to verify
the accuracy of their conversion project.
Below is a general overview of the entire process from reception of media from the
customer to final return. Quality assurance must meet or exceed standards at every
step on the conversion process.
..
AD
IIBIIlI
31
,.---. ---.---..------------..--------.--.--.---.---.--------.--------.----. -.-------------.--------------.--------1
I \M;J i,1 Village ~~~:~~tp;~s~~~i,l
: ~... - E. Mount Prospect, ILl
~------ I ---____.~_~___.__w_ 1
Receive Docs from
Customer 1- - -}> Inventory Check-In
..
Store in Holding
Area
-... Check-Out to WIP
.,..
Scan
------....
-""""-'--.--'----'.-.'-- .-..-..- . j
...
Index
...
QA
,____ ..... ...._. ___.___um__._._____.__.._.
..
Doc De-Prep
. _ Check in - Store in ..
Holding Area
Check out - Return
Customer or .. --------...-..
Destroy
Place in Tote with
Barcoded Tracking
#
...
Doc Prep
!
.. ... . I
-- -. --... Image Enhance
OCR
. Release to Output
Format and Media
Delivery Report
Confirmation from
Customer
--I
In the previous section, AMCAD has provided an overview of the superior quality
assurance process that takes place during the conversion project. AMCAD provides
.~
32
r-.-.-'-..--.-----,.--.-..-.~--.--~-..--.-..-~-~-----..,.-~. .. --- ".-"--- .---- . - ~~ .----... --...--- _..u__ --._._,,--.-... ,-------~----.._... .---..------~_._---..------1
.i... ~..... -....:;. I Document Imaging I
, ~ I Village of Mount Prospect,!
! . I Mount Prospect, ILl
--,.-.--.---------- , ._-----_.----_.__._---~ ..
standard quality assurance reports and complete audit reports on projects. Also, as
mentioned, we provide 100 percent quality assurance on every image scanned.
Exceptions during production are marked accordingly and reported back to the
customer for a decision on resolution.
We encourage the Village of Mount Prospect project team to tour our facility.
C. Similar Projects and Projects under Contract
1. City of West Chicago- Large and Small Format Paper conversion
2. Henry County, IL - Microfilm Conversion
3. Rock Island County Clerk - Microfilm and Small Format Paper Conversion
4. Cook County, IL - Microfilm Conversionl Redaction
5. Village of Orland Park - Large and Small Format Paper Conversion
6. Village of Hanover Park - Microfiche and Large Format Paper Conversion
7. City of Davenport, IA - Small and Large Format Paper Conversion
8. Kankakee County, IL - Microfilm and Paper Conversion
9. Milwaukee County, II - Microfilm Conversion
D. See Above Section C.
E. Any additional evidence tending to show that the bidder is adequately
prepared to fulfill the contract.
AMCAD is a privately held corporation, which is principally owned by senior
management who are committed to providing support in the area of image enabled
public records solutions and services. The Company has been in existence for more
than 20 years. In February 2001, AMCAD completed a constructive re-organization
through an asset purchase agreement which converted the Company to an LLC,
brought in private capital, new ownership and new management necessary to propel the
company into the new millennium. Since that time, the Company has maintained cash
balances in the mid-six figures. The company maintains a $3 million operating line of
credit facility with Branch Banking & Trust (BB& T) which is scheduled to increase to $5
million at the 2008 renewal. At the end of our fiscal year, 2005, the company was not
utilizing the credit facility and had no long term debt. We have continually invested our
profits back into our technology - and that was demonstrated in 2006 when AMCAD
.~
33
...~~-~ ~~~~~~~_~.l~~~~~~~~~~-~~
Document Imaging i
I
Village of Mount Prospect'l
Mount ~~ospec~!~j
invested over $4 million in product improvement, research and development; and
facilities directly related to our core imaging software and services business
management processes. The Company was recognized in 2006 as the 8th fastest
growing technology company in the Commonwealth of Virginia, and has experienced
revenue growth from 1999 - 2006 in excess of 1,000%. AMCAD continued.to grow at
an astounding annual rate of 100% from 2006 through 2007. AMCAD has, through the
life of the Company, financed this growth internally and through strategic investor
participation, and maintains a net worth in excess of $4 million.
Over the past three years (2005-2007), AMCAD has continued to demonstrate their
financial strength. After experiencing years of solid employee, client and financial
growth, in November 2005, AMCAD announced a definitive agreement to acquire the
assets of Advanced Document Conversion Corp. The acquisition, which was completed
as of January 1, 2006, created AMCAD Digital Conversion, LLC (ADC), and has
provided AMCAD the most modern, technologically sophisticated, secure conversion,
redaction, and document storage and data repository facility in the industry. This
environmentally controlled 52,000 square foot Technology Center located on Rock
Island Arsenal in Rock Island, Illinois, has 20,000 square feet designed and dedicated
to all modes of conversion and microfilm creation, as well as 75,000 cubic feet of secure
(capable of top secret rated) vault storage, secure data centers containing 1,800 square
feet of raised floor server rooms. The facility also contains an additional 20,000 square
feet of temperature/humidity controlled and fire protected box storage.
The Company has retained the Professional Accounting firm of Aronson & Company to
audit the financial statements of the Company for the owners and investors. The 2007
growth over 2006 is 100%. Based upon the audit being conducted for yearend 2007,
internal company estimates are for 2007 revenue to be $18,166,000 and that growth is
expected to continue through 2010 when the Company expects to have revenue of $50
million. The Company has no commitments or outstanding legal matters which may
affect the assets of the Company or the ability to perform on this or any other contract.
The Company has no judgments, liens, licensing violations or any other outstanding or
otherwise unresolved issues which may affect performance by AM CAD under this or
any other contract.
The Company has a "sweep account" which, on a daily basis, pays down the line of
credit with all cash accounts. This causes, on an accrual basis, the cash balance to
appear negative, when the Company, in fact, has access to millions of dollars of cash
reserves.
As a privately held company, AMCAD considers our financials highly proprietary and
confidential. AMCAD does get audited financials completed quarterly from a third party
certified accounting agency.
AMCAD's Dun and Bradstreet number is 013766352 and we do have a credit
worthiness rating of 1 R3.
.~
34
Document Imaging
Village of Mou nt Prospect,
Mount Prospect, IL
Section 9
ATTACHMENT B - BID CERTIFICATION FORM
NOTE: TmS FORM MUST BE NOTARIZED
I/W e hereby certify that American Cadastre. LLC dba AMCAD is not barred from bidding on this
(name of bidder)
contract as the result of a violation of either Article 33E-3 or Article 33E-4 of State Statute 720 !LeS
5/33.
Signed" ~-r2X.{. ~
Name: DallasM. Wolf 1:
Date: 3" JJiI IJ '2(:101
Title: Chief Operations Officer
Subscribed and sworn to before me
Tills .30 day of N tJ rJ 2009
}({,~L c7( ~.
Notary Public
OFFICIAL SEAL
BRENDA L. ARNOLD
NOTARY PUBLlC-STATE OF JLLlNOII
MY cnMM"S910l\l ;Y~Ir;:ES .19 3 2011
---------------------------------------------------------------------------------------------------------------------
PUBLIC ACT 85-1295
720 !LCS 5/33
Section 5/33E-3 Bid-rigging. A person commits the offense of bid-rigging when he knowingly agrees
with any person who is, or but for such agreement would be, a competitor of such person concerning any
bid submitted or not submitted by such person or another to a unit of State of local government when with
the intent that the bid submitted or not submitted will result in the award of a contract to such person or
another and he either (1) provides such person or receives from another information concerning the price
or other material term or terms of the bid which would otherwise not be disclosed to a competitor in an
independent non-collusive submission of bids or (2) submits a bid that is of such a price or other material
term or terms that he does not intend the bid. to be accepted.
Bid-rigging is a Class 3 felony. Any person convicted of this offense shall be barred for 5 years from
the date of conviction from bidding on any contract offered for bid by any unit of State or local
government.
Section 5133E-4 Bid Rotating. A person commits the offense of bid rotating when pursuant to any
collusive scheme or agreement with another, he engages in a pattern over time (which, for purposes of
this Section, shall include at least 3 contract bids within a period of ten years, the most recent of which
occurs after the effective date of this amendatory Act of 1988) of submitting sealed bids to units of State
or local government with the intent that the award of such bids rotates, or is distributed among, persons
or business entities which submit bids on a substantial number of the same contracts. Bid rotating is a
Class 2 felony. Any person convicted of this offense or any similar offense of any state or the United
States which contains the same elements as this offense shall be permanently barred from bidding on
public contracts in the State oflllinois.
-"'AIf
~..
28
Mount Prospect
Village of Mount Prospect
Mount Prospect, Illinois
~
INTEROFFICE MEMORANDUM
FROM:
MICHAEL E. JANONIS, VILLAGE MANAGER
MICHAEL DALLAS, ADMINISTRATIVE ANALYST
DECEMBER 10, 2009
VIDEO SURVEILLANCE SYSTEM RECOMMENDATION
TO:
DATE:
SUBJECT:
PURPOSE
To obtain the Village Board's conditional approval to enter into an agreement with Pentegra Syst
a video surveillance system in the Village Hall and adjacent municipal parking garage.
BACKGROUND
On September 18, 2009, the Village issued a Request for Proposals (RFP) to install a video surveill nce
system at the Village Hall and adjacent municipal parking garage to help capture images of and deter criminal
activity. Camera locations in the RFP include the Finance Department's customer service area, the east and
west entrances to the Village Hall, and several locations within the parking garage. The RFP specifies that IP
cameras are preferred and CAT 6 cabling infrastructure is required. The RFP also specifies that the system
be expandable up to eighty (80) cameras in case cameras are added to the Village Hall or parking garage at a
later date, or the Police Department chooses to transition to the system in the future. The digital video will be
stored on a network video recording server in the IT Division and accessible by any workstation in the Village
(with the appropriate access rights), and can be monitored real-time or played back to investigate an incident.
On October 15, 2009, the following proposals were received:
VENDOR INITIAL PROPOSAL
1. Active Alarm
2. Sentinel
3. Maron Networks
4. Current Technologies
5. Midco
6. Sound Incorporated
7. Pentegra Systems
8. Secure Integrations
$109,030
$99,788
$86,626
$80,254
$78,580
$57,497
$55,626
$45,059
The costs above include installation (camera, video management system, wiring), configuration, training,
testing and acceptance. Annual maintenance for the first year is included.
After reviewing the eight (8) proposals, the project steering committee selected three (3) vendors to
demonstrate their video management software and proposed cameras. After the demonstrations were
completed, the project steering committee narrowed the selection down to two (2) qualified vendors.
Faced with the concern that the project could not be implemented due to available funding, the project steering
committee revised the original project scope by eliminating some of the proposed camera locations. An
addendum to the RFP was released to the finalist vendors asking them to submit a "best and final" offer
comparing the original camera locations to the "reduced scope" locations. The final cost proposals received
H:\VILM\MDallaslVideo Surveillance\Board meetings\Video Surveillance System Recommendation -12-10-09.doc
Video Surveillance System Update
December 10, 2009
Page 2
were:
INSTAllATION COST INSTAllATION COST
(WITH MODIFIED RFP (WITH ORIGINAL RFP
VENDOR WIRING REQUIREMENTS) WIRING REQUIREMENTS)
1. Pentegra Systems*
2. Sound Incorporated
$28,768*
$30,184
$34,010*
$37,087
* Utilized the recording server cost quoted in the original proposal in order to add cameras in the future without
having to add any new server hardware.
DISCUSSION
In determining which vendor is best qualified to install the video surveillance system, the project steering
committee considered cost, experience and qualifications, references, scope of work, and
support/maintenance. Ultimately, pentegra Systems demonstrated an ability to understand the Village's
requirements and addressed our concerns for system effectiveness and reliability. They proposed Exacq
Vision, a video management system, which appears to be very easy to use, cost effective and can connect to
several different types of cameras (non-proprietary). The video management system can also extend to
Blackberry and other Windows Mobile devices, providing the ability to view video at remote locations. The
cameras they demonstrated sufficiently met the Village's video quality requirements. Additionally, reference
checks confirmed pentegra System's successful ability to install video surveillance systems for projects up to
and beyond our size and complexity (including large school district projects).
Using the "best and final" cost proposals, the Village will enter final negotiations with Pentegra Systems for
installation of cameras using the revised camera locations, but require them to install the wiring to all
previously identified camera locations in the original RFP. Then, as funds become available in the future,
cameras can be purchased and essentially plugged into the system and configured for use.
RECOMMENDATION
Staff is request Village Board authorization to enter into final contract negotiations with Pentegra Systems in
an amount not to exceed $34,010 to install a video surveillance system in the Village Hall and adjacent parking
garage.
IC ael Dallas
Administrative Analyst
c: Dave Strahl, Assistant Village Manager
Joan Middleton, IT Director
Mount Prospect
INTEROFFICE MEMORANDUM
Village of Mount Prospect
Mount Prospect, Illinois
FROM:
MICHAEL E. JANONIS, VILLAGE MANAGER
FINANCE DIRECTOR
~~, ~~
~1/~/o,
TO:
DATE: DECEMBER 3, 2009
SUBJECT: WORKERS' COMPENSATION THIRD-PARTY CLAIMS ADMINIST
PURPOSE:
To present a recommendation for renewal of the annual service agreement for third-party
claims administration for the year beginning January 1, 2010 and ending December 31,
2010.
BACKGROUND:
The Village is self-insured in its workers' compensation program. To assist in the
administration of claims the Village has contracted out the service to a third-party
administrator. The Village's current agreement for claims administration is set to expire on
December 31,2009. A new agreement is needed at this time to have the current provider
continue to service the Village.
DISCUSSION:
Cannon Cochran Management Services, Inc. (CCMSI) is the current service provider for
workers' compensation claims administration. Their proposed agreement for 2010 is
attached. There were no changes to the non-fee terms or conditions in the agreement.
The minimum annual fee was reduced from $12,000 to $10,000 based on the Village's
claim experience. The per claim fee for indemnity and medical only claims remains
unchanged from the prior year.
Service 2009 Rates 2010 Rates
Claims Administration $ 12,000 $ 10,000
Annual Administration 2,500 2,500
Internet Claims Access 1,000 1,000
Per Claim Fee
Indemnity 795 795
Medical Only 130 130
Incident Only 30 30
Workers' Compensation Third-Party Claims Administration
December 3, 2009
Page 2
In addition to the fees related to new claims there is an annual fee for GGMSI to handle
run-off claims through to their closure. The fee for run-off claims in 2010 is $200 per claim.
There were 32 indemnity claims and 1 medical only claim that were carried over from the
previous service provider. Through 2009 we have been successful in closing 30 of these
run-off claims (29 indemnity and 1 medical only). The total cost for run-off claims for 2010
will be $600.
Our experience with GGMSI continues to be very positive. Troublesome claims continue to
be handled efficiently and the interaction between the Village and CCMSI staff is excellent.
The Village holds a semi-annual claims review with GGMSI and our WC attorney that has
proven beneficial in a more timely settling of claims and reducing costs to the Village. The
internet reporting tool that is available for tracking progress on claims has also proven to be
invaluable. I recommend we continue our relationship with CCMS!.
RECOMMENDATION:
It is recommended we approve the agreement for GGMSI to provide workers'
compensation claims administration services during 2010 based on the Fee and Payment
Schedule Addendum attached. The base fee for 2010 is $14,100.
/(/J~ ~
David O. Erb
Finance Director
DOE/
Attachment
1:\Risk Management\CCMSI\CCMSI 2010 Renewal.doc
Village of Mount Prospect - Addendum to Service Agreement
Page 1 of 3
ADDENDUM TO SERVICE AGREEMENT BETWEEN
VILLAGE OF MOUNT PROSPECT AND
CANNON COCHRAN MANAGEMENT SERVICES, INC.
THIS ADDENDUM is made and entered into this 1 st day of January 2010, by and
between Village of Mount Prospect (the "Client"), and Cannon Cochran Management
Services, Inc., ("CCMSI"), a Delaware corporation. By this Addendum, the January 1, 2008,
to December 31, 2008, Service Agreement is automatically continued with the pricing
provisions outlined below. This pricing is effective on January 1, 2010, and terminates on
December 31,2010.
Section H. 3. (c) under ''Term and Termination" has been amended to read as follows:
(c) Provide an electronic transfer of data if such is feasible, with the cost of providing such
borne by the Client. The electronic transfer of data will be subject to a flat fee of $2,500.
FEE AND PAYMENT SCHEDULE
$10,000
CCMSI will manage all workers' compensation claims for the life of this contract for an
annual fee as follows:
Claims will be analyzed by the number and type of claim on an on-going basis and
priced on a per claim fee as outlined below.
Workers' Compensation *
Indemnity claims @ $795/ per claim
Medical only claims @ $130 / per claim
Incident/record only @ $30 / per incident
Claims will be analyzed by the number of claims as well as the type of claim on an on-
going basis and priced on a per claim fee as outlined above. Any additional charges
over the $10,000 minimum claim fee will be billed at the expiration of the policy term
and quarterly thereafter.
The flat rate unit prices include:
. Prompt and courteous customer service
· Timely investigation and determination of compensability in accordance with
CCMSI Best Practices
. Strict adherence to state workers compensation statutes and regulations,
attendance at hearings, as required.
· Preparation for and compliance with and response to regulatory audits
. Timely payment of all legitimate claims
. Fraud detection and prevention
. Litigation Management
Note: These prices do not include those costs typically identified and expense as allocated loss expenses.
Please see the attached roster that details those typical allocated loss expense items. (ex. Field investigation
& adjusting)
Claim charges are based on a per claim, not per occurrence basis. Any occurrence resulting in 10 or more
claims will be considered a catastrophic claim. All resulting claims will be handled on a time and expense
basis. Any claim which falls under the catastrophic definition in the reinsurance contract, e.g., brain damage,
death, etc., will also be handled on a time and ex ense basis.
Village of Mount Prospect - Addendum to Service Agreement
Paqe 2 of 3
Annual Administration
Annual Account Management Fee includes:
. Designated Account Manager
. Client Specific Service Instructions
. Preparation and participation in Semi-Annual claims reviews
. Set up and Maintenance of the loss fund account
. Monthly loss runs and loss fund activities reports
. Filing of all required state forms including state mandated assessments
. Reporting to excess/fronting carrier
. Computer set-up, training and client specific special analysis codes
Internet Claim Access
Internet claims system access which includes:
. Viewing access to all claims data
. Risk Management statistical analysis
. Comprehensive and complete access to claims management process
. On-line reports
. On-line reporting capability via the internet
. Ability to generate OSHA Log, OSHA 301 Form and Illinois First Report of Injury
(Illinois Form 45)
Managed Care Services
Provider Bill Re-pricina
Service
Fee schedule re-pricing
Usual and Customary re-pricing
Fee
$9.00 per bill
$9.00 per bill
PPO Re-pricina
Bills with additional PPO discount opportunities below the Fee Schedule will be billed
at 30% of savings.
Pharmacy Network Services
Pharmacy Network services are priced at 33% of savings.
Field Case Management
CCMSI does not offer proprietary field case management or vocational
rehabilitation services. These are available from third party providers at market
price and the cost of these services would be captured as an allocated loss
expense to the referral file.
Run-Off Claims
. 1 st year/12months commencing with the start of the TPA contract or any
portion there of $450 per claim
. 2nd year or any portion thereof $300 per claim
. 3rd and each subsequent year $200 per claim
We would propose to bill a deposit fee for the 1 st 12 months based on the number of
claims we actually take over and then adjust it at the end of 12 months based on any
additional claims that needed to be handled or reopened.
$2,500
$1,000
See List
of
Services
TBD
Village of Mount Prospect - Addendum to Service Agreement
P 3 f 3
age 0
Loss Control (Optional) As
Outlined
CCMSI can provide the Client with loss control services. The Client shall remain fully
responsible for the implementation and operation of its own safety programs and for the
detection and elimination of any unsafe conditions or practices. The fee for services will
be available for rate of $950 per day plus expenses or priced per project.
Special System Reports $125 an
hour
CCMSI will provide special reports, (reports not currently programmed or written) for a
fee of $125 per hour for system programming time. CCMSI will provide an estimate of
charges before any work will be done.
GRAND TOTAL $13,500
Fee & Payment Schedule
The total fee of $13,500 will be billed in quarterly installments of $3,375.00 due on the
first day of January 2010; April 2010; July 2010 and November 2010.
Run-off claims: An additional fee will be billed for the third 12 months based on the
number of claims that remain open and then adjusted at the end of 12 months based on
any additional claims that need to be handled or reopened.
day of
,200_"
CANNON COCHRAN MANAGEMENT SERVICES, INC.
Executed this
By:
Rodney J. Golden
Its: Chief Operating Officer/Executive Vice President
VILLAGE OF MOUNT PROSPECT
By:
Its:
Mount Prospect
Village of Mount Prospect
Mount Prospect, Illinois
~
INTEROFFICE MEMORANDUM
TO: MICHAEL E. JANONIS, VILLAGE MANAGER
FROM: MICHAEL DALLAS, ADMINISTRATIVE ANALYST
DATE: DECEMBER 9, 2009
SUBJECT: ENERGY EFFICIENCY AND CONSERVATION STRATEGY - A ITA
PURPOSE
To review and approve the Village's submission of the Department of Energy's Attachment D ,
entitled "Energy Efficiency and Conservation Strategy for Units of Local Governments a ndian
Tribes. "
BACKGROUND
During the December 8, 2009, committee-of-the whole meeting, staff presented a draft Energy
Strategy Plan to the Village Board which outlined several energy efficiency goals and activities, as
well as designated how the Department of Energy's (DOE) Energy Efficiency and Conservation
Block Grant (EECBG) Program funding would be allocated. After a lengthy discussion by the Board
regarding the Plan's content, it was decided that staff would complete the DOE's Attachment D form,
entitled "Energy Efficiency and Conservation Strategy for Units of Local.Govemments and Indian
Tribes" with the goals targeted to receive EECBG funding, but postpone further discussion regarding
the Energy Strategy Plan until a later date.
The Attachment D form has six (6) questions related to how the Village plans on spending the
EECBG funds, its collaboration with other regional agencies, its efforts to sustain the benefits
beyond the EECBG funding period, and its monitoring procedures to protect against fraud, waste,
error, and abuse. See Exhibit A. Shortly after the committee-of the whole meeting, Attachment D
was completed utilizing much of the information presented in the Energy Strategy Plan, as well as
the comments provided by the Board.
DISCUSSION
The Energy Efficiency and Conservation reflected in the Attachment D form, outlines the five goals
chosen by the Village Board at the committee-of-the whole meeting. Those goals are:
1. Public Education and Outreach
2. Sustainability Commission/Committee
3. Street Lighting
4. Weatherization Program
5. Public Transportation, Bicycling, and other forms of Travel
Each goal has a budget associated with it. Importantly, staff and CDM believe the strategy
submitted to the DOE can always be amended as long as it is consistent with the Program's goals.
H:\VILMIMDallaslEnergy Efficiency and Conservation Block Grant (EECGB)\Board Documents and PresentationslEECS (Attachment D) Review 12-9-
09.doc '
Energy Efficiency and Conservation Strategy - Attachment D
December 9, 2009
Page 2
RECOMMENDATION
Review and approve the Village's submission of the Department of Energy's Attachment D form
prior to December 19, 2009.
IC el Dallas
Administrative Analyst
c: EECBG Steering Committee
Exhibit A
Attachment D
Energy Efficiency & Conservation Strategy for Units of Local
Governments & Indian Tribes
As detailed In Part 1 of this announcement, all applicants must submit an Energy
Efficiency and Conservation Strategy (EECS). Units of local government and Indian
tribes have the option of submitting the EECS no later than 120 days after the
effective date of the award or at the time of application. Units of local government
and Indian tribes who chose to submit the EECS at the time of application shall use
the format contained in Attachment D. This form should be saved in a file named
"UIC-Strategy.pdf" and click on "Add Optional Other Attachment" to attach.
Grantee: Village of Mount Prospect, Illinois Date: 12/09/2009 (mm/dd/yyyy)
DUNS #: Program Contact Email: MDallas@mountprospect.org
1. Describe your government's proposed Energy Efficiency and Conservation Strategy. Provide a concise
summary of your measureable goals and objectives, which should be aligned with the defined purposes
and eligible activities of the EECBG Program. These goals and objectives should be comprehensive and
maximize benefits community-wide. Provide a schedule or timetable for major milestones. If your
government has an existing energy, climate, or other related strategy please describe how these
strategies relate to each other.
The Village of Mount Prospect (Village) is committed to implementing energy efficiency and conservation measures in its
business strategy, policies and operations. In 2008, the Village adopted a resolution endorsing the Metropolitan Mayor's
Caucus' Greenest Region Compact. The EECBG project activities will support the Village's existing energy efficiency strategy
efforts and address the region's impact on natural resources. In 2009, the Village hired COM, an environmental consultant, to
prepare its Energy Efficiency and Conservation Strategy (EECS). The EECS established strategic goals during a stakeholder
involvement process. The goals identified specific energy efficiency activities. The goals and corresponding activities are as
follows:
1. Goal- Incorporate energy effiCiency and conservation into public education and outreach efforts
Activity- Develop a Sustainability Education and Public Outreach Program
2. Goal- Demonstrate leadership in responsible energy management through government initiatives
Activity-Establish a Village Sustainability Commission/Committee
3. Goal- Reduce energy consumption from Village operated facilities including street lighting
Activlty- Install LED Street Lighting
4. Goal-Reduce energy consumption In existing homes and neighborhoods
Activlty- Support the Village's existing annual Home Weatherization Program
5. Goal- Decrease community reliance on conventional vehicles by implementing programs to encourage the community to
reduce vehicle miles traveled and improve infrastructure for public transit
Activity- Expand Public Transportation, Bicycling, and Other Forms of Travel
The Village will begin implementation of the above programs within 90 days of receiving funds. The Village plans to implement
the five activities concurrently with the exception of the Sustainabillty Education and Public Outreach Program which will begin
approximately three months after the establishment of the Village Sustainability Commission/Committee. The Sustainability
Commission/Committee will develop the education program. Major actions are as follows:
1) Establish Village Sustainability Commission/Committee to proVide gUidance for all programs
2) Hire consultant to prioritize and implement the replacement of street lighting to LED technology
3) Support the existing Home Weatherization Program to support residential energy efficiency Improvements
4) Hire a consultant to develop a Master Bikeway Plan with recommendation on routes, improvements and other infrastructure
and educational materials to encourage biking and public transit within the community
Implementation of all activities will occur within 36 months of receiving funds. The Village will measure, monitor and
communicate the Village's progress towards energy efficiency to the Department of Energy (DOE) and community.
2. Describe your government's proposed implementation plan for the use of EECBG Program funds to
assist you in achieving the goals and objectives outlined in the strategy describe in question #1. Your
description should include a summary of the activities submitted on your activity worksheets, and how
each activity supports one or more of your strategy's goals/objectives.
The Village will fund all of the energy efficiency strategies outlined in Question 1 with EECBG program allocated funds. The
following describes the Village's implementation actions for each of the five activities.
Activity 1- Develop a Sustainability Education and Public Outreach Program
-design the program to educate residents and businesses on energy efficiency, recycling, and water conservation
-determine effective types of education materials
-develop a public relations component that includes press releases, pamphlets, mass e-mail notifications, and/or dedicated
space in existing Village newsletters and Village web site.
-sponsor or host Energy Exhibits that would provide Information to local businesses, residents, and students
The total EECBG budget for Activity 1 Is $60,000. The DOE's EECBG Benefits Calculator (for DOE Activity 14) estimates one job
created/retained.
Activity 2- Establish a Village Sustainability Commission/Committee
-establish a committee of stakeholders from Village Departments, local businesses, nonprofit organizations, and schools
-assist in the development of the sustainability education program
-advise and educate the Village's government bodies on integrating sustainability into policy and practices
-represent and serve the community on environmental initiatives
The total EECBG budget for Activity 2 Is $5,000. The DOE's EECBG Benefits Calculator (for DOE Activity 14) estimates that no
jobs will be created/retained.
Activity 3- Install LED Street Lighting
-Evaluate LED lighting vendors
-identify LED street lighting locations for replacement
-develop procurement and design documents for bidding
-install LED street lights
-phase In LED lamps for street lighting at re-Iamping time
The total EECBG budget for Activity 3 is $257,565. The DOE's EECBG Benefits Calculator (for DOE Activity 12) estimates an
annual savings of 8,900,365 kWh and 8,508 metric tons of carbon dioxide equivalents as well as three jobs created/retained.
Activity 4- Support the Village's Existing Home Weatherization Program
-grant awards (up to $1,500 per household) to low-moderate income residents for energy efficiency projects including energy
audits, installation/repair of electrical appliances, windows, insulation, and air leaks
-leverage the Village's existing Home Weatherization program
-Partner with the Illinois DOE's Weatherization Assistance Program to obtain financial support and technical guidance
-assign a program administer within the Village
-develop an effective package of energy saving measures that address heating, cooling, insulation, water use, and lighting
-establish reporting requirements for participants, e.g. utility bills are the most obvious form for showing energy savings
The total EECBG budget for Activity 4 is $90,000. The DOE's EECBG Benefits Calculator (for DOE Activity 5) estimates an annual
savings of 179,705 kWh and 172 metric tons of carbon dioxide equivalents as well as one job created/retained.
Activity 5- Expand Public Transportation, Bicycling, and Other Forms of Travel
-retain a consultant to develop a community bikeway system plan that recommends improvements to transportation
infrastructure .
-use the Sustainability Education and Public Outreach Program to provide the public with education materials to encourage
biking within the community
-identify additional funding sources to invest in transportation infrastructure improvements and programs
The total EECBG budget for Activity 5 is $40,000. The DOE's EECBG Benefits Calculator (for DOE Activity 2) estimates an annual
savings of 1,049,129 kWh and 1,003 metric tons of carbon dioxide equivalents. In addition, the DOE's EECBG Benefits Calculator
estimates that no jobs will be created/retained.
3. Describe how your government is taking into account the proposed implementation plans and activities
for use of funds by adjacent units of local government that are grant recipients under the Program
(response not mandatory for Indian Tribes).
The Village has met with other communities in the region to discuss and share Ideas on what type of activities they plan to
implement. Additionally, the Village plans to participate in the Center for Neighborhood Technology (CNT)'s on-line forum to
facilitate regional dialogue and collaboration regarding energy efficiency plans and projects. The Village will also explore other
partnership opportunities with neighboring local government such as coordinating outreach, training, funding, and monitoring
procedures. In addition to these collaborative opportunities, the Village plans to leverage all county, state, and federal
funding initiatives to meet their energy efficiency strategies outlined in Question 1.
4. Describe how your government will coordinate and share information with the state in which you are
located regarding activities carried out with grant funds to maximize energy efficiency and conservation
benefits (response not mandatory for Indian Tribes).
Currently Illinois does not require energy reporting. However, the Village is willing to prOVide any information that the State
deems necessary as it relates to energy conservation measures. As part of the sustainability education and public outreach
program, the Village will disseminate progress towards its energy effiCiency and conservation goals to the public. .
S. Describe how this plan has been designed to ensure that it sustains benefits beyond the EECBG funding
period.
The Village hired CDM, its consultant, to prepare an Energy Strategy Plan that perpetuates energy efficiency measures through
the next decade. . This plan is a "living" document that will be visited and updated on a regular basis. Monitoring progress will
occur to compare outcomes with the Village's objectives. The Village will conduct periodic energy assessments to track
performance in energy consumption and progress towards its energy efficiency goals.
Objectives and actions from the plan must be analyzed in light of new economic and environmental conditions. As new
technologies and opportunities arise, the Village will continue to reevaluate best available technologies for energy efficiency and
conservation. The Village Sustainability Commission/Committee will meet on a regular basis to gauge progress and monitor
performance. The Commission/Committee will continuously assess the implementation af the Energy Strategy Plan to make
sure the Village is working towards its goals.
In future energy planning, the Village will consider lessons learned from the successes and challenges of implementing the plan.
In effect, this plan will serve as a mechanism for continual innovation in energy management and inspire a sustainable Mount
Prospect.
6. The President has made it clear that every taxpayer dollar spent on our economic recovery must be
subject to unprecedented levels of transparency and accountability. Describe the auditing or monitoring
procedures currently in place or that will be in place (by what date), to ensure funds are used for
authorized purposes and every step is taken to prevent instances of fraud, waste, error, and abuse.
The monitoring and auditing processes of the Village's use of ARRA funds received in the form of DOE Energy Efficiency and
Conservation Block Grant (EECBG) is sufficient to satisfy the levels of accountability and transparency and is described as
follows:
- The Village established a separate budget line item in a dedicated capital fund for the EECBG program funding. This ensures
the proper level of oversight and transparency. The condition of the bUdget line item, which includes its revenues,
expenditures, and other pertinent information, is reported to the Village Board on a monthly basis.
- The Village budget Is audited annually by an External auditor. Any revenues or expenditures associated with this program
will be included in the audit. Additionally, a separate audit and report is completed annually by the External auditor for all
federal funding that the Village receives.
- The Village will post energy efficiency measure project announcements, its goals, public hearings and public events on its
web site and in Village newsletters as appropriate.