HomeMy WebLinkAbout7. Village Manager's Report 04/06/2011Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: VEHICLE /EQUIPMENT MAINTENANCE SUPERINTENDENT
DATE: MARCH 20, 2011
SUBJECT: ACCEPT SUBURBAN PURCHASING COOPERATIVE (SPC) BID FOR
THE PURCHASE OF TWO (2) NEW FORD EXPLORERS ($53,500)
Background
In the current budget, there are funds available to replace Fire Department vehicles 501 and
502. 501 is a 2003 Chevy Impala and 502 is a 2002 Chevy Impala. The replacement of 502
has been deferred from the 2010 budget year, due to the overall economy and budget
constraints. We extended the normal replacement life cycles by one year for the majority of the
Village fleet. Both cars are used by Fire Department staff to perform their daily work, respond to
emergency calls and to attend training.
Replacement Schedule
501 was purchased in 2003 and 502 was purchased in 2002. The vehicle /equipment
replacement schedule for these types of vehicles is 8 years or 50,000 miles. Both vehicles have
completed 8 and 9 years of service and have logged between 101,000 — 118,000 miles. Both
vehicles have well exceeded the vehicle /equipment replacement schedule criteria for
replacement.
Other Factors
These current cars have high miles and their mechanical condition has deteriorated rapidly over
the last year. Because of the high mileage, the engines and transmissions have developed
several oil leaks that would require removing the power trains from the car to repair properly.
This would not be cost effective considering the age /mileage of these cars and would take them
out of service for an extended period of time. Recently we have replaced front drive axles, front
and rear wheel- bearing assemblies, oil and transmission cooler lines, etc.
Vehicles 501 and 502 are used by the Deputy Fire Chief and the Training Officer for various
administrative duties, including responding to emergencies. I recommend these vehicles be
replaced with 2011 Ford Explorers with four -wheel drive. The current vehicles are inadequate in
size to transport the necessary equipment including mobile and portable radios, self- contained
breathing apparatus, turnout gear and other emergency supplies. Additionally, the four -wheel
drive will be a needed component when responding during snowstorms and other weather
related emergencies.
Page 1 of 2
Accept Suburban Purchasing Cooperative (SPC) Bid for the Purchase of Two (2) New Ford Explorers ($53,500)
March 22, 2011
Replacement Recommendation
It is my recommendation that two (2) replacement vehicles for 501 and 502 be purchased during
the 2011 budget year.
Bid Recommendation
I am recommending and request the Village Board authorize the purchase of two (2) new 2011
Ford Explorer Utility Vehicles from the Suburban Purchasing Cooperative award winner Currie
Motors, of Frankfort, Illinois at a cost not to exceed $53,500 ($26,750 per unit). The State of
Illinois bid for the purchase of both vehicles is $343 higher. Funds for this proposed purchase
are currently available in the Vehicle Replacement Fund of the 2011 budget.
The remaining funds will be used for needed emergency equipment purchased through various
vendors to provide completely functional vehicles. The vehicles being replaced will be sold
through the NWMC fall auction.
James R. Breitzman
Vehicle /Equipment Superintendent
I concur.
Glen R. Andler
Director of Public Works
JB
C: Deputy Director of Public Works Sean Dorsey
H:Wdministration \BIDS \RESULTS \SPC Purchase, Fire 501,502- 2011.docx Page 2 of 2
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: WATER & SEWER SUPERINTENDENT
DATE: MARCH 28, 2011
SUBJ: BID RESULTS FOR WATER METERS (NOT TO EXCEED $51,960.00)
Background
The Village of Mount Prospect operates a water distribution system that includes over
11,000 metered accounts. Staff follows the guidelines of the American Water Works
Association (AWWA) which recommends the replacement of water meters on a 15
cycle. Presently, the Village replaces about 800 to 1,000 water meters each year.
AWWA also establishes industry standards for the manufacture, quality and
performance of cold water meters. These standards have been adopted worldwide over
the past several years by many water meter manufacturers. Acceptance of these
standards has enabled considerable savings for water utilities due to the
standardization of products and increased competitive pricing.
Problem Statement
Previously, the Village had obtained water meters under a multiple year (typically a
three -year) arrangement from primarily one vendor; Badger Meter of Milwaukee,
Wisconsin. Over the past few years, bronze and brass prices have fluctuated so
drastically that water meter vendors have been hesitant to guarantee prices for more
than six months, if that.
As a result of this constantly changing pricing, staff also re- evaluated the Village's sole
vendor status for water meters and found that the Village could obtain similar quality in
water meters from multiple reputable vendors. By specifying conformance with the
AWWA cold water meter standards, the Village can obtain water meters that were
essentially identical to what we have been using while also obtaining competitive
pricing. Because of this, the Village bid the procurement of water meters from several
sources.
Page 2 of 3
Bid Results for Water Meters (Not to exceed $51,960.00)
March 28, 2011
Also at the same time, the Village is moving towards the replacement of the obsolete
automated meter reading system (AMR). Staff identified a need to incorporate an
absolute digital encoder (ADE) register into our water meter assemblies which allows
the meter to communicate with a wider variety of AMR systems. Most importantly, the
requirement of using AIDE register heads on the cold water meters allows the Village
more flexibility in reviewing and choosing an AMR replacement system. Proposals for
the new AMR system will be solicited during April and the results presented to the
Village Board in late May or early June.
Requests for Bids
Based on this more open approach to our cold water meter requirements and our future
AMR needs; the Village is requiring vendors to meet or exceed the AWWA cold water
meter standards; to provide an AIDE register head reading in gallons; and to provide a
minimal amount of cabling to allow for the future incorporation into an AMR system.
Staff prepared a detailed bid specification for the quantity of meters that are planned for
replacement in 2011 plus a nominal meter reserve for staff to stock for new installations
and emergency water meter changes. The request asked the vendor to provide pricing
on 720- 5/8" and 50 - 1" cold water meters, along with associated seals, sealing wire
and gaskets. The bid also asked that the vendor hold their pricing for a minimum of
one hundred and eight (180) days or for a longer period that the vendor could stipulate.
Bid documents were requested by eight (8) firms and a bid notice was published in a
local paper.
Bid Results
Bids were received on March 14, 2011, opened and read aloud as required. Two firms -
Datamatic of Plano, TX and Metron - Farnier of Boulder, CO declined to bid. The
following six (6) firms submitted the following seven (7) bids. One vendor submitted two
bids — one bid for brass body water meters and a second bid for plastic body water
meters. All other bidders proposed brass water meters.
SUPPLIER
PRICE
Badger Meter, Milwaukee, Wisconsin
$ 51,960.00
Water Products Inc, Aurora, Illinois -brass
$ 53,865.00
HBK Meter Services, Palatine, Illinois
$ 57,596.40
Water Products Inc, Aurora, Illinois - plastic
$ 62,835.00
Ferguson Waterworks, Cleveland, Ohio
$ 65,556.50
HD Supply, Carol Stream, Illinois
$ 75,553.30
Ziebell, Elk Grove, Illinois
$ 94,060.50
Page 3 of 3
Bid Results for Water Meters (Not to exceed $51,960.00)
March 28, 2011
Discussion
All bids were checked to ensure that the supplier was providing the needed and
necessary equipment in accordance with the specifications. There were no exceptions
to the bid specification by any firm. All bidders stipulated that they would honor their
unit prices for a period of one hundred - eighty (180) days.
The lowest responsible bidder, Badger Meter of Milwaukee, Wisconsin has been the
Village's water meter supplier in previous years and is considered a reliable, responsive
vendor.
Recommendation
I recommend that the Village Board accept the bid for the purchase for cold -water
meters and accessory components as submitted by Badger Meter Inc. of Milwaukee,
Wisconsin in an amount not to exceed $51,960.00. Sufficient funds for this proposed
procurement exist in the current budget.
Matt Overeem
I concur.
Glen R. Andler
Director of Public Works
cc: Deputy Director of Public Works Sean P. Dorsey
H: \Water \projects \2011 \water meters \BID BOARD AWARD RECOMMENDATION water meters_SPD REVIEW_03152011.doc
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: VEHICLE /EQUIPMENT MAINTENANCE SUPERINTENDENT
DATE: MARCH 25, 2011
SUBJECT: ACCEPT SUBURBAN PURCHASING COOPERATIVE (SPC) BID FOR
THE PURCHASE OF TWO (2) NEW FORD F -250 PICKUP TRUCKS
($49,900)
Background
In the current budget, there are funds available to replace pickup trucks 2722 and 2731. 2722 is
a 2003 Chevrolet % ton pickup truck used by the Public Works Department as an emergency
response and service call vehicle. Water and sewer system operators use this vehicle 365 days
a year to monitor remote pumping and storage facilities, investigate alarms, assist with water
main breaks, and respond to resident's requests for service. This vehicle is typically the first
P.W. vehicle to respond to emergencies in the evening, weekends, and holidays. Since this
vehicle gets used every day, the annual mileage accrues much faster than our average pickup
truck.
2731 is a 2001 Chevrolet % ton pickup truck used by the Forestry/Grounds Division of Public
Works as transportation, hauling supplies, equipment and tools to job sites throughout the
Village. Additionally, this truck is used to perform their daily maintenance of the tree population
throughout the Village, including monitoring contractors and maintenance personnel.
Both trucks currently have utility bodies with storage compartments and are 2 -wheel drive.
Replacement Schedule
2722 was purchased in 2003 and 2731 was purchased in 2001. The vehicle /equipment
replacement schedule for pickup trucks is 10 years or 50,000 miles. 2722 has entered its 9th
year of service and has logged 107,000 miles. 2731 has entered its 11 year of service and
has logged 79,000 miles. Both vehicles were deferred from previous budget years and exceed
the vehicle /equipment replacement schedule criteria for replacement.
Life Cycle Cost Analysis
Life cycle cost analyses have been completed for both trucks and is attached for your review.
The optimum economic replacement point for 2722 has been calculated at year 4. The modified
economic replacement point for 2722 has been calculated at year 9. The optimum economic
replacement point for 2731 has been calculated at year 5. The modified economic replacement
point for 2731 has been calculated at year 11.
Page 1 of 2
Replacement Recommendation
It is my recommendation that two (2) replacement vehicles for 2722 and 2731 be purchased
during the 2011 budget year. Also, I recommend adding 4 -wheel drive and a snow plow to
2731, which will provide additional snow fighting equipment during our snow removal
operations. Staff has determined our needs have changed for this truck and would like to utilize
the regular pickup bed without purchasing a service body. 2722 will remain 2 -wheel drive and
have a new service body installed by a separate equipment dealer.
Bid Recommendation
I am recommending and request the Village Board authorize the purchase of two (2) new 2011
Ford F -250, Super Duty Pickup Trucks from the Suburban Purchasing Cooperative award
winner Currie Motors, of Frankfort, Illinois at a cost not to exceed $49,900. The State of Illinois
bid for the purchase of both vehicles is $1,989 higher. Funds for this proposed purchase are
currently available in the Vehicle Replacement Fund of the 2011 budget.
The remaining funds will be used to purchase necessary additional safety equipment, and one
service body to provide completely functional vehicles. The vehicles being replaced will be sold
through the NWMC fall auction.
James R. Breitzman
Vehicle /Equipment Superintendent
I concur.
Glen R. Andler
Director of Public Works
JB
Attachment
C: Deputy Director of Public Works Sean Dorsey
H:\Administration\ BIDS\ RESULTS \SPCPurchase2PickupTrucks2722 ,2731- 2011.docx
Page 2 of 2
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Village of Mount Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
TO: MICHAEL E. JANONIS, VILLAGE MANAGER
DAVID STRAHL, ASSISTANT VILLAGE MANAGER
FROM: CABLE PRODUCTION COORDINATOR
DATE: MARCH 25, 2011
SUBJECT: WAIVING OF BID REQUEST FOR THE PURCHASE OF 2 NEW AVID
EDITING SYSTEMS
Background
The Television Services Division is constantly editing programming for the various shows it
produces throughout the year. The programs are edited on non - linear computerized editing
machines manufactured by the AVID Corporation. TV Services currently owns 4 complete AVID
workstations varying in age from 4 to 7 years old. All the machines have the AVID Express software
installed on them and are hosted by a variety of PCs. AVID no longer produces the Express
software and the various PCs are too old to allow for an upgrade to the AVID Media Composer
software. The current AVID editing systems were assembled by staff by purchasing software and
PCs separately and installing firewire cards, graphic cards, audio cards and external hard drives to
make the systems work. Not all the hardware integration was fully successful and two of the four edit
systems are prone to bugs that cause frequent crashing.
New Technology
Due to the complex nature of the modern non - linear edit system, it is better to have an editing
workstation put together by a certified AVID dealer. This insures that the software, PCs and
hardware are fully compatible and up to manufacturer's specs.
The AVID Media Composer edit station will edit the standard definition video that we currently use
and is also able to edit high definition video when we convert in the future. The two new
workstations will be used by the Cable Production Coordinator and the Community Producer. The
two most recently acquired AVID Express workstations will be passed down for use by ourfreelance
editor and interns.
AVID is represented by only two companies in the entire state of Illinois and they are both within two
miles of Village Hall. These companies also service Wisconsin and Indiana. TV Services Staff
requested quotes from the two local vendors.
The first company is Roscor Corporation in Mount Prospect. They quoted $13,457.55 for two AVID
Media Composer edit stations on an HP Z400 computer, 4 TB of hard drive space, an AVID
keyboard and full integration and assembly services.
Page 2
The second company is Midwest Media Group in Arlington Heights. They quoted $13,097.00 for two
AVID Media Composer edit stations on an HP Z400, 4 TB of hard drive space, an AVID keyboard
full integration and assembly services. In addition they are also providing a firewire card, plus a
multi- format video I/O interface device. These two additional items would have been purchased
separately, but Midwest Media Group has included them in their quote. With the two additional
Items their quote is still $360.00 less than Roscor. If you don't include the extra items the quote is
actually $1508.00 less than Roscor. This is a significant savings.
Action Requested
Staff requests the waiving of the bid process for the 2 AVID Edit Work Stations. Staff recommends
purchasing the AVID workstations from Midwest Media Group forthe sum of $13,097.00. Television
Services has money it the CIP budget to cover these costs. Attached you will find the two quotes.
Thank you.
Howard Kleinstein
cc: Lisa Angel, Village Clerk