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Home My WebLink About6. MANAGERS REPORT 6/15/04 < Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM FROM: ~/~QP ASS IS TAN T VI LLAG E MANAGER DAVE STRAH L &p~Ì)I1"Ù Ðb IT DIRECTOR ~01- \ 1.- f.,Þ. 'f¡ ~ MAY 21,2004 -r.Ô' Ø<T\:\\6J:è REQUEST TO WAIVE THE BID PROCESS FOR NETWORK DESIGN -þ..'" SERVICES AND RECOMMENDATION TO PURCHASE HARDWARE FOR \ ~ NETWORK BACKBONE IMPROVEMENTS Y\ \ '""J TO: DATE: SUBJECT: The new Village Hall will provide a home for the IT Division, a centralized computer center for the V1iIage offices, and a new server room that will house most of the Village servers. To accommodate the changes, modifications to the existing network design are needed including the purchase of two network switches. Staff has been working with RMS Business Systems on the network redesign since last year and would like to continue to work with them for the project implementation. Staff is requesting that the bid process be waived for the required network services due to the uniqueness of the services and vendor knowledge of the Village network. Staff is also requesting approval to purchase the network hardware needed for the infrastructure modifications. This memo provides the background information and specifies the recommended solution. BackQround and Current Conditions IT staff members are currently housed in three different buildings with one person in Public Works, one person in Fire, and one person in Village Hall. IT staff is managing servers located in four different buildings. Currently the center of the Village network topology is at the Police and Fire Headquarters. At that location network infrastructure connections include a fiber line from Public Works, a fiber line from Village Hall, T1 lines carrying voice and data from each of the outlying fire stations, a 56 Kbps data line that connects to Human Services' temporary location, the Police Department's connection to Cook County, and the Village Internet connection. One router at Police and Fire handles all routing between Public Works, Police and Fire, and Village Hall. Seven servers are housed in the Police and Fire server room. See Figure 1 on the next page for a diagram of the existing layout. Proposed Plan Last year Village staff began working with RMS Business Systems to redesign the Village's computer network to provide connectivity to the new Village Hall and its centralized computer center. The center of Village computer operations, along with IT staff, will be moved to the new Request to Waive the Bid Process for Network Design Services and Recommendation to Purchase Hardware for Network Backbone Improvements May 21,2004 Page 2 computer center. Servers will be relocated to the new computer center with some exceptions. A file server/domain controller would always be located at Public Works because of the potential for the fiber connection to go down. Fire and Police file servers would not be moved at this time since each of these departments has sworn personnel serving as network administrator. Connections to the outlying fire stations would not be changed. See Figure 2 below for the proposed layout. Figure 1: Existing Conditions Village Hail GEMS Server, Víllaae Hall File Server Fire Sta 12 ~e Sta 14~ ~tern~ Ponce and Fire Headquarters Police File Server, Fire File Server, E-mail Server, Document Imaging Server, Web Server, Firewall, Proxy Server ************************************************************************************************************* Fiaure 2: ProDosed Plan Fire Sta 12 2 New Switches to be installed at this location ~Iern~ Public Works Public Works File Server VíI!age Hall GEMS Server, Village Hall File Server, E-mail Server, Document Imaging Server, Web Server, GIS Server, Firewall, Proxy Server, Domain Controller l:ìVB Request Memos\New VH Backbone Upgrades.DOC Request to Waive the Bid Process for Network Design Services and Recommendation to Purchase Hardware for Network Backbone Improvements May 21,2004 Page 3 The new design includes the addition of two Layer 3 Cisco switches with an external redundant power supply. Both switches would be located in the new server room and would become the physical focal point of the network. The Layer 3 functionality would provide routing capabilities within each switch, which should noticeably improve network speed between locations. The existing router at Police and Fire would be configured as a "hot standby" to provide redundancy. Existing switches would be reallocated to the various floors and existing hubs would be re-used as needed until they can be phased out at a later date. Networkinq Services Staff would like to purchase network services from RMS Business Systems to configure and install the new hardware and to assist in relocating network equipment. RMS provided the network design and staff has been pleased with their work. An estimate of costs for RMS' consulting services is provided in Table 1 below. On past projects with RMS, the actual number of hours used has always been below the estimate. Table 1 RMS Time and Materials Estimate Hours Price/Hour Total Implementation and Troubleshootina 24 $185 $4,440 Documentation and Trainina 16 $185 $2,960 WAN Eauipment Miqration 44 $185 $8,140 Total $21.460 Hardware Table 2 below provides a price comparison for the equipment specified in the network design. Staff would like to purchase the hardware from COW since their quote is the lowest. Table 2 EQuipment list and Price Comparison RMS Resource COW Communications, Inc. 2 ea - Cisco 3550 48-port 10/100 Base T Switch w/ connectors and converters $12,929 $13,221 $12,521 1 as - Cisco Remote Power SuDclv with cables 2 as - Cisco SmartNet maintenance contracts : i Recommendation The network infrastructure redesign is necessary to provide connectivity to the new Village Hal! building and computer center. The new hardware required to implement the proposed plan designed by RMS would provide the needed connectivity while improving network performance. I:\VB Request Memos\New VH Backbone Upgrades.DOC Request to Waive the Bid Process for Network Design Services and Recommendation to Purchase Hardware for Network Backbone improvements May 21,2004 Page 4 I request that the bid process be waived to purchase networking services from RMS Business Systems at an amount not to exceed $21,460. I further recommend that the Village purchase network hardware for the project from COW at a price not to exceed $12,521. These costs have been budgeted through the Capital improvements Program and would be paid from account number 5107701-640013. Please contact me if you have any questions or comments. ~~ IT Director 1:\V8 Request Memos\New VH Backbone Upgrades.DOC INTEROFFICE MEMORANDUM (¥). TREE em' USA Mount Prospect Public Works Department FROM: ~b.~~ bltslei VEH ICL E/E QUI PME N T SUP ERI NTEN DE NT ~ JUNE 9, 2004 ~~) SUBURBAN PURCHASING COOPERATIVE FUEL BID CONTRACT EXTENSION~ CONTRACT AMOUNT NOT TO EXCEED $99,888.00 FOR 2004 TO: VILLAGE MANAGER MICHAEL E. JANONIS DATE: SUBJECT: Backaround In 2003, the Village accepted the Northwest Municipal Conference (NWMC)/Suburban Purchasing Cooperative (SPC) fuel contract extension with Texor Petroleum Company, Riverside, Illinois. The current contract extension was in effect until June 5, 2004. Bid Award On June 1, 2004, we were notified by the NWMC (see notice attached) that the SPC fuel bid contract with Texor Petroleum Company, Riverside, Illinois, was extended for one year with all terms remaining the same as the original bid. The cost of fuel per gallon will vary according to market conditions, as reflected in the Oil Price Information Service (OPiS) data sheets. Texor Petroleum's bid was for $0.070 over the OPtS low cost of fuel for both #2 diesel and unleaded gasoline. The provision to extend the contract an additional three years, one year at a time was included in the 2003 bid. The 2004/2005 extension is the first with two remaining. Discussion The NWMC/SPC fuel bid award is in effect from June 6, 2004 to June 5, 2005. Texor Petroleum Company has been our supplier of fuel for the past seven years and has performed well. Recommendation It is my recommendation that the Village Board waive the bidding process and accept the NWMC/SPC fuel contract extension and execute a new 2004/2005 fuel contract with Texor Petroleum Company. Riverside, Illinois, to be in effect from June 18, 2004 to June 5, 2005. Funds for this proposed contract are available in the current 2004 budget and will be in the proposed 2005 budget. Suburban Purchasing Cooperative Fuel Bid Contract Extension June 9, 2004 Page 2 of 2 Remaining funds available for the 2004 budget year in the Fire Department Vehicle Maintenance Fuel Account #0014206-570635 is $12,019.00 on page 202 and in the Public Works Vehicle Maintenance Fuel Account #6605702-570635 is $87,869.00 on page 281. -~ { J¡ ~~{-==== mes E. Guenther ¡ concur with the recommendation. Glen R. Andler JG Attachment c: Director of Public Works Glen R. Andler Deputy Director of Public Works Sean P. Dorsey X:\Administration\8IDS\RESUL TS\FueIBid2004.doc SUBURBAN PURCHASING COOPERATIVE A Joint Purchasing Program For Local Governments To: NWMC Public Works Directors, Purchasing Agents, Managers, and Supervisors From: Lìzette Rivera, NWMC Program Associate for Administrative Services Date: June 1,2004 Subject: 2004-2005 Diesel / Gasoline / Ethanol Fuel Program On behalf of the Suburban Purchasing Cooperative (SPC), the NWMC Program Services Committee has approved a one-year contract extension with Texor Petroleum Company. This contract was originally bid and awarded in June of2003. The one year contract extension will begin on June 6, 2004 and end on June 5,2005. The SPC reserves the right to extend this contract for 2 additional one year periods under the same terms and conditions of the original contract. With this program participants will pay the OrIS (Oil Pricing Information Service) price for the day of delivery, plus applicable taxes, and profit margin. The savings vary depending on the performance of the orIS index. All billing is handled through the vendor. To participate in this program please contact the vendor directly: Arnie Berg Texor Petroleum Company 708~442-4 720 Attached is a complete copy of the contract and an SPC Fue! Request Form. Please feel free to contact me directly with any questions or concerns at 847-926-9200 x 37. Northwe.~t Municipal Conference /6/6 East Golf Road Des Plaines, lL 60016 Lizeue V. Rivera Phone: (847) 296-9200 Fax: (847) 296-92()7 South Suburban Mayors am! Managers AssociatÜm 1904 West 174'h Street East Hazel Crest. lL 60429 Judy Johnson Phone: (708) 206-1155 Fax. (708) 206-1133 We.~t Centra! iUunicipal Conference J J 27 S. Afannheim Road Suite 102 Westchester, 1L 60i5.J Theresa Dobers:::tyn Phone: (70B) 450-0JOO Fax: (708) .J50-()655 Will County Govemmental League 50 Em;! Jefferson Street Suite 1 (Jj Joliet, IL 60432 Anna Bunger Phone: (815) 722-728() Fax. (8i5) 722-0528 Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS ~.~ (ø 115/ oy FROM: ASSISTANT VILLAGE MANAGER DATE: JUNE 1O, 2004 WINDOW TREATMENTS FOR NEW VILLAGE HALL SUBJECT: Staff has been working with the architect and furniture vendor in coordinating the purchase and installation of window treatments for the new Village Hall. Staff determined that the type of window treatment should be of a variety that requires no maintenance, but is visually appealing. Therefore, the type of treatment that was chosen is a coated fabric that allows some light through, but allows for privacy and eliminates glare. Staff has also been working with the two vendors to determine the type of motorized window treatment for the Board Room. The Board Room treatment is of a special nature due to the need to control sound and address light interference during meetings. Staff received proposals from Martin Feig (architect recommended) and Indecor (furniture vendor recommended) for these treatments. Both vendors have been out to the site to measure the windows and recommend a density to meet Village needs. The results of the proposal is as follows: Martin Feig - $14,531, the Board Room treatment has not yet been submitted Indecor - $16,860, includes the Board Room treatment The office treatments only proposed price - Martin Feig - $14,531 Indecor - $12,314 Therefore, while the Indecor price was higher overall their price included the Board Room and the direct comparison between the vendors for the office window treatments between vendors illustrates that Indecor is lower. Staff would recommend accepting the proposal from Indecor for window treatments for the new Village Hall in an amount not to exceed $16,680. ~ d' ~ s;;;:.=i£P David Strahl H:WILMWillage Hall\Window Treatment Cover Letter.doc