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Home My WebLink About5. MANAGERS REPORT 7/2/02INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: Backqround VILLAGE MANAGER MICHAEL E. JANONIS VEHICLE/EQUIPMENT SUPERINTENDENT JUNE 27,2002 SEALED BID RESULTS FOR ONE STREET SWEEPER In the current budget, there are funds available to replace unit 4504. 4504 is a 1990 Elgi street sweeper used by Public Works staff to clean approximately 150 centerline miles of Village-owned/maintained streets. On average, all Village streets are swept once every two (2) weeks. Some areas, such as the downtown and commuter areas are swept more frequently. In Autumn, the entire Village is swept once each week and street cleaning efforts are supplemented by additional sweepers, leaf machines, and personnel. During Winter, streets are swept as weather permits. Replacement Schedule 4504 was purchased in 1990. The Vehicle/Equipment Replacement Schedule for sweepers is 12 years. 4504 meets the Vehicle/Equipment Replacement Schedule criteria for replacement. 4504 is ending its 12th year of service and has logged 6208 hours. Life Cycle Cost Analysis Life cycle cost analyses have been completed for 4504 and is attached for your review. The Optimum Economic Replacement Point for 4504 has been calculated at Year 4. The Modified Optimum Economic Replacement Point was calculated at year 9. Other Factors · The conveyor assembly is due for a major rebuild. The work is estimated to cost $11,000.00 including pads and labor. · The engine is due for a major overhaul. The cost is estimated to range between $6,600.00 and $8,000.00 including pads and labor. · The existing Elgin street sweeper has an axle housing and drive chains. The drive chains and sprockets will need to be replaced at an estimated cost of $3500.00 including pads and labor. The new proposed Elgin street sweeper has hydraulic wheel motors. The use of wheel motors eliminates the need for the axle housing, drive chains, and sprockets, thus making the new proposed sweeper less costly to maintain. Replacement Recommendation It is my recommendation that a replacement for 4504 be purchased during the 2002 budget year. The existing 4504 will be used as a trade in versus being sold at the NWMC auction. Our past experience has shown these types of specialized equipment have a higher resale value as a trade in. ealed Bid results for one Street Sweeper June 27, 2002 Page 2 of 2 Bid Results On Tuesday, June 25, at 10:00 AM sealed bids for the purchase of one street sweeper machine were opened and read aloud. Three invitational bids were distributed and a public notice was placed in a local newspaper as required. Two bids were received. The results are as follows: Bidder Year/Make/Model Base Bid Trade Allowance Net Bid Standard Equipment Co. 2002 Elgin $128,775.00 $15,000.00 $113,775.00 Chicago, IL Pelican "P' Bell Equipment Co. 2002 Elgin $130,000.00 $0 $130,000.00 Lake Orion, MI Pelican "P" All bidders met our specifications. Bid Recommendation I recommend accepting the lowest qualified bid for the proposed purchase of one 2002 Elgin Pelican "P" street sweeper per our specifications as submitted by Standard Equipment Company, Chicago, Illinois, at a cost not to exceed $113,775.00 with trade-in allowance. Funds for this proposed purchase are available in account 677709-660115 on page 294 of the current budget. ~r~e~ qGu~;mn teh~rs u pe ri n t e n d e n t Director of Public Works Attachment JEG X:\FILES\FRONTOF~BIDS\RESULTS\SWEEPER2002,doc 8 Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: Background VILLAGE MANAGER MICHAEL E, JANONIS VEHICLE MAINTENANCE SUPERINTENDENT JUNE 26, 2002 SEALED BID RESULTS FOR ONE BACKHOE/LOADER In the current budget, there are funds available to replace unit 2739. 2739 is a 1988 John Deere 510C backhoe/loader used by the Public Work Department to excavate water mains, sewer lines, minor street repairs, and grounds work. It is also used to load sand, black dirt, stone, gravel, and salt. During the winter it is used to help with snow removal operations: Replacement Schedule 2739 was purchased in 1988. The vehicle/equipment replacement schedule for tractors is 15 years. 2739 is in its 15th year of service and has logged 5891 hours. Life Cycle Cost Analysis Life cycle cost analysis has been completed for 2739 and is attached for your review. The optimum economic replacement point for 2739 has been calculated at year 6. The modified economic replacement point for 2739 has been calculated at year 10. Other Factors 2739 backhoe/loader does not have the digging power or the lifting capacity it had when new. These conditions are due the hydraulic system that has slowly weakened in the past few years and is operating at about 80% of its capacity. To bring the operation back to full capacity the hydraulic system would have to be completely replaced and the engine would have to be rebuilt. In my opinion, to have these repairs done would not be in the best interest of the Village considering the proposed replacement backhoe will have 200 lbs. more lifting capacity, 5000 lbs. more of digging force, and 20 more horsepower than the existing 2739 had when new or when the repairs would be completed. The operator's cab has a substantial amount of rust and rust holes by both rear tires and the floorboard. The estimated cost to replace the cab is $9000. Replacement Recommendation It is my recommendation that a replacement for 2739 be purchased during the 2002 budget year. The existing 2739 will be used as a trade in versus being sold at the NWMC Auction. Our past experience has shown these types of specialized equipment have a higher resale value as a trade in. ealed Bid Results For One Backhoe/Loader June 26, 2002 Page 2 of 2 Bid Results On Tuesday, June 25, 2002, at 10:00 A.M., sealed bids for the proposed purchase of one backhoe/loader were opened and read aloud. Four invitational bids were distributed, and public notice was placed in a local newspaper as required. Three bids were received. The results are as follows: Bid Trade Total Bid Days Bidder YearlMakelModel Price Allowance Price wi Trade Delivery Lewis Equipment Co. 2002 New Holland $62,537 $10,250 $52,287 120 Prospect Height, IL LB110 West Side Tractor Sa[es 2002 John Deera $69,900 $14,000 $55,900 30 Wauconda, IL. 410G Brooks Tractor, Inc. 2002 John Deera $97,800 $10,000 $87,800 120 Sun Praide, WI. 410G The backhoe/loader bid by Lewis Equipment Company did not meet our specifications. The following aro the items not meeting specifications: Lewis Equipment 70 amp alternator · No Volt Meter or Transmission oil temperature · No electronic Monitoring System - Electrical & Hydraulic · Front axle weight rating of 15,432# · 200#front counterweight · Backhoe digging force of 12,808# Villaqe Bid Specifications Minimum 95 amp alternator Must have Must have Minimum axle rating 22.360# Minimum 1400# Minimum 15,010# Both West Side Tractor Sales and Brooks Tractor, Inc. met our specifications. The Public Works Department has three John Deere backhoe/loaders in its fleet at the present time. The newest is a 2000 John Deere 410 which is similar to the backhoe/loaders bid by West Side Tractor Sales and Brooks Tractor. The vehicle maintenance division has repair parts in stock for the John Deero backhoe/loaders, but would have to add additional repair parts if the New Holland backhoe/loader were to be purchased. Bid Recommendation I recommend accepting the lowest qualified bid for the proposed purchase of one 2002 John Deero 410G backhoe/loader per our specifications, as submitted by West Side Tractor Sales, Wauconda, Illinois, at a cost not to exceed $55,900.00 with trade allowance. Funds for this proposed purchase is available in account 6707709-660115, page 294, of the current budget. {~OamesE. Guenther ~len ~. Analer Director of Public Works JG Attachment X:\FILES\FRONTOFF~BIDS\RESULTS~ac~hoe2002.doc Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: Back~round VILLAGE MANAGER MICHAEL E. JANONIS VEHICLE/EQUIPMENT SUPERINTENDENT JUNE 26, 2002 SUBURBAN PURCHASING COOPERATIVE FUEL BID CONTRACT EXTENSION Last year, the Village accepted the Northwest Municipal Conference (NWMC)/Suburban Purchasing Cooperative (SPC) bid pdce for fuel and executed a contract with Texor Petroleum Company, Riverside, Illinois. The current contract is in effect until June 28, 2002. Bid Award On June 13, 2002, we were notified by the NWMC that the SPC fuel bid contract with Texor Petroleum Company, Riverside, Illinois was extended to June 5, 2003 at the same bid price as 2001/2002. This will be the last possible contract extension from the original 2000/2001 fuel bid contract. The cost of fuel per gallon will vary aocording to market conditions, as reflected in the Oil Pdce Information Service (OPIS) data sheets. Texor Petroleum's bid was for $0.049 over the OPI$ low cost of fuel for both #2 diesel and unleaded gasoline. Attached is the 2002/2003 fuel bid work sheet that reflects the current Village contract pricing and the SPC extension pdcing versus 2000/2001 Village fuel contract. Discussion The NWMC/SPC fuel bid award extension is in effect from June 6, 2002 to June 5, 2003. Texor Petroleum Company has been our supplier of fuel for the past five years and has performed well. Recommendation It is my recommendation that the Village accepts the NWMC/SPC fuel contract extension and execute a new 2002/2003 fuel contract with Texor Petroleum Company, Riverside, Illinois, to be in effect from June 29, 2002 to June 5, 2003. Funds for this proposed contract are available in the current 2002 budget and will be in the proposed 2003 budget. (Fire Department Vehicle Maintenance Account #0014206-570635 ($26,000.00) and Public Works Vehicle Maintenance Account #6605702-570635($187,775.00). uburban Purchasing Cooperative Fuel Bid Contract Extension June 26, 2002 Page 2 of 2 I concur with the recommendation. JG Attachment Director of Public Works Glen R. Andler Deputy Director of Public Works Sean P. Dorsey X:\FILES\FRONTOFF'ABIDS~O, ESULTS\FuelBid2002,doc ~5 Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM CHF 02-240 TO: FROM: DATE: SUBJECT: Discussion MICHAEL E. JANONIS, VILLAGE MANAGER CHIEF OF POLICE JUNE10,2002 DEPARTMENT DICTAPHONE RECORDING SYSTEM The department currently utilizes the Dictaphone model 9807 audio recording system for recording all telephone calls received and placed from front desk telephones. Additionally three other taped telephone lines are maintained, one in the patrol supervisors conference room, one in the Investigative Section and one in the Deputy Chief of Field Operations office. This system was installed in 1994. An annual service agreement for the equipment with Dictaphone has been maintained since the expiration of the original warranty period. A maintenance agreement fee of $3,113 was last paid in January 2002. Annually this fee has increased approximately ten percent. The department has been advised by Dictaphone that service on the system will be discontinued on 1 Jan 03 at the expiration of our current maintenance agreement due to increase costs and the unavailability of replacement parts. Dictaphone has offered a replacement system to the department which would meet our current needs. The new system, the Dictaphone Freedom recording system, is based on current computer technology and would offer additional features that would significantly increase ease of use and ability to access and duplicate recorded telephone calls. Among these are: · maintain data in digital format for easy storage and archiving of information, · ability to record onto CD-ROM media as well as current analog audio cassette tapes, · the system utilizes a personnel computer as an interface for accessing stored telephone cai1 data allowing easy access to specific dates and times via window's style software, · the system only records actual audio telephone calls and not "dead" time between telephone calls reducing the number of man hours spent attempting to locate taped calls. Purchase Option The Dictaphone Freedom recoding system with additional Dictaphone sof~ware licensing and equipment may be purchased at a total cost of $8,610.00. This includes a rebate for the unused portion of our current maintenance agreement and a one year parts and labor warranty. Upon the expiration of the initial warranty, a service agreement will be available at prices similar to our current system maintenance agreement with an anticipated 10% increase per year thereafter. In addition to this equipment, a personnel computer will be needed to act as an interface to the Page - 1 - X:\OOCUMENTNEquipment\Dictaphone Replacement Equipment.doc Dictaphone equipment. The department would use a Pentium 200 MHz personal computer recently replaced in 2002. To meet Dictaphone minimal computer interface requirements a processor upgrade chip would be needed at a cost of $150.00. The department would utilize its external CD-ROM RW drive as a digital backup recorder for archiving purposes and the dual deck audiocassette recorder for recording purposes. ~tio ~~ma~o outright purchase, Dictaphone has made available to the department a "5 year upgrade payment plan" or leasing program. When purchased by June 28, 2002 the department would receive a prorated refund of $1,556.00 for the current maintenance contract. This amount would be applied to the scheduled payment for the system through December 31, 2002. . There would be no additional fees to Dictaphone for the 2002-yeur. Thereafter beginning 2003 through 2007 the annual payment for the system would be $2,892.00. At the conclusionZ't ~x,, of the lease agreement the system could be purchased at a cost of 25% of the original cost or. ~ $2,152.50. The department would also have the option to purchase or lease new equipment utilizing technology available at that future time. The annual lease payment would include ~,~, complete maintenance and service similar to our current maintenance agreement as well as software upgrades and multiple software installation and configuration of the department's , ~ interface personal computer. In addition to this equipment, a personnel computer will be needed to act as an interface to the Dictaphone equipment. As mentioned above the department would utilize computer hardware which has been replaced in 2002. Attached is a copy of the payment schedule provided by Dictaphone. Recommendation It is staff's recommendation based on additional features, operator's ease of use and Dictaphone's history of reliability and service to upgrade to the Dictaphone Freedom recording system. Furthermore, it is staff's recommendation to enter into a lease agreement for Dictaphone Freedom recording system based on the following reasons: · maintain annual costs at a price less than the current maintenance progrmu for a period five years, ·ability to purchase the Dictaphone equipment upon the termination of the agreement or look to newer technology available at the conclusion of the lease, · no initial costs to be incurred in 2002 with the prorated refund of the 2002 maintenance agreement. If you have any questions regarding this matter, please feel free to contact me. Attachment R. Eddington Chief of Police Page - 2 - X:\DOCUMENT~Equipment\Dictaphone Replacement Equipment.doc Jun 07 02 12: 14p 3oe Castro 847-~58-83~ 1 RECOMMENDED INVESTMENT SCHEDULE Refund of existing Maintenance Contract *If commitment made by June 28, 2002 $1,556.00 ** Recommended apply budgeted Maintenance Contract Costs towards upgrade to new system 5 Year Step Upgrade Plan Payment Schedule including Maintenance Suppor~ ** If purchased by 6/28/02 ** Initial Payment - Maintenance Contract Refund January 2003 January 2004 January 2005 January 2006 January 2007 $ 1,556.00 $ 2,892.00 $ 2,892.00 $ 2,892.00 $ 2,892.00 $ 2,892.00 REFUND OF CURRENT M~TENANCE CONTRACT AND BUDGETED MAYNTENANCE COSTS FOR 2002USED AS FIRST PAYMENT ** ** ANNUAL BUDGET COSTS FOR NEW EQUIPMENT and MAINTENANCE IS LESS THAN CURRENT BUDGET COSTS JUST FOR MAINTENANCE ON EXISTING SYSTEM ** ** MOUNT PROSPECT pOLICE DEPT. ACTUALLY SAVES ALMOST $5,000 OVER TH~ NEXT 5 YEARS JUST BY UPGRADING TO THE FREEDOM RECORDING SYSTEM ** Dictaphone Recording System Purchase Option Refund $ Cost to purchase $ 8,610.00 Maintainence fee (PAID) 2002 $ 3,113.00 2003 $ 3,424.30 2004 $ 3,766.73 2005 $ 4,143.40 2006 $ 4,557.74 2006 $ 5,013.52 Additional costs $ 150.00 Lease Option Refund (by 6/28/02) $ 1,556.00 N/A Total (for 2003) $ 12,184.30 Payment Plan (refund included) $ 1,556.00 $ 2,892.00 $ 2,892.00 $ 2,892.00 $ 2,892.00 $ 2,892.00 $ At the end of the lease, the equipment can be purchased for $2152.50 Total (for 2003) $ 4,448.00