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Home My WebLink About7. Village Manager's Report 09/18/2012V Village of Mount Prospect Fire Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS FIRE CHIEF 6� AUGUST 28, 2012 REQUEST TO PURCHASE REPLACEMENT FURNITU Fire Department Request The Fire Department is requesting Village Board approval to purchase replacement furniture for the Administration and Fire Prevention Bureau to include six private offices, two conference rooms, two common areas, and chairs for our training room. The furniture will be purchased from Business Office Systems, of Carol Stream, through the U.S. Communities Government Purchasing Alliance, in an amount not to exceed $85,438.57. Background The current furniture in the Administration and Fire Prevention Bureau offices was purchased in 1994 when the Public Safety Building was constructed. While the furniture has served the department well for many years, it has become extremely worn and is in need of replacement. In order to determine what type of furniture would best meet our needs moving forward, the Fire Department worked closely with a furniture consultant during the selection process. Staff looked at a number of furniture styles and manufacturers and ultimately determined that Haworth furniture best matches the needs /requirements of our personnel and office space. As we had purchased furniture from Haworth in 2010 for the Phase I Construction projects we felt confident that the company's product and customer service would serve us well for many years to come. In addition to the Haworth product, we are also looking to purchase a few items from National Office Furniture for two small common areas. All of the furniture we are looking to purchase is available through the U.S. Communities Government Purchasing Alliance, with Business Office Systems as the authorized dealer and installer. The U.S. Communities Government Purchasing Alliance is a government purchasing cooperative that combines the purchasing power of public agencies across the country to reduce the overall costs of goods and services. U.S Communities provides procurement resources to state and local governments, schools, Request to Purchase Replacement Furniture August 28, 2012 Page 2 and non - profit organizations, which include a wide range of competitively solicited contracts. The Village has utilized U.S. Communities multiple times in the past to obtain competitively priced products and services. While the funds for this project have been allocated over two years (2012 and 2013), we are requesting approval to purchase all of the furniture in one package to take advantage of quantity pricing and to avoid any price increases that may occur after the first of the year. In addition, we can save on labor costs that we would incur for separate delivery and installation. Staff has discussed this purchase with Finance Director David Erb and he concurs that this procurement method makes sense given the opportunity for cost savings. Staff will complete a budget amendment to ensure that adequate funds are available in 2012 for this purchase. Recommendation & Budget Authorization Based upon the current and expected future needs of the Fire Department Administration and Fire Prevention Bureau, staff is recommending the purchase of Haworth and National replacement furniture from Business Office Systems through the U.S. Communities Government Purchasing Alliance. The total cost for procurement and installation of the furniture will not exceed $85,438.57. Funds are available in the 2012 and 2013 Capital Improvements budget in account 020.70.90.00.1.709.665.022 as follows: $41,800 in 2012 and $45,000 in 2013. John J. Malcolm JM /cl M: \1 Archives\2012 \08 August \Replacement Furniture VB Memo (8- 28- 12).docx lk Mount Yltospc" Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL FROM: IT DIRECTOR DATE: SEPTEMBER 11, 2012 SUBJECT: REQUEST TO WAIVE BID PROCESS AND TO PURCHASE REPLACEMENT DESKTOP COMPUTERS Staff is requesting approval to purchase 35 Dell desktop computers. Due to budget constraints the Village has not purchased desktop PCs since 2009. The six year old PCs that are due for replacement are slow and out of warranty. The new PCs will be placed on users' desks and the users' older working PCs will then be repurposed for other functions (e.g. Computer Training Room, EOC, cash registers, etc). Most of the oldest PCs will be retained for parts. In an effort to get the PCs off the floor, staff has selected a small form factor PC this year. The PC will sit on a stand behind the monitor and still maximize desk space. Mobility is not a factor for these computers, so they are not candidates for laptops or tablet PC models. This year Dell is offering a very attractive deal to introduce their newest monitor model. The 23" monitor is actually $57.25 (each) less expensive than the 19" monitor. The Village has standardized on Dell computers and they provide Illinois state contract pricing. Count Specifications Extended Cost OptiPlex 7010: Intel Core i5 -3550, 3.3 GHz, 6 GB RAM, 250 GB Hard Drive, 35 DVD + / -RW, 23" monitor, MS Windows 7 Professional, Mouse, WiFi, 4 -yr. Warranty. $35,283.50 $1008.10 each I recommend that the Village accept the state bid and purchase 35 desktop computers from Dell for an amount not to exceed $35,283.50. Funds are available for this purchase. Joan Middleton IT Director I: \VB Request Memos\2012 Desktop Requests.docx LL $/ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM ( P. TREE QTY UM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: FORESTRY /GROUNDS SUPERINTENDENT DATE: SEPTEMBER 11, 2012 SUBJECT: BID RESULTS - HOLIDAY TREE LIGHTING - $28,800.00 BACKGROUND Funding has been included in the 2012 budget for contractual installation, and later removal, of white lights on selected trees in the downtown. The specifications describe a possible two -year contract, although we reserved the right not to renew the second year if we are not satisfied with the work done in year one, or if funds are not available. For the 2012 contract, our specifications state that we plan to have white holiday lights installed and later removed on 216 downtown trees. Approximately 2,500 strands of lights are expected to be required to decorate the trees. However, the specifications clearly state that we may elect to reduce the number of trees decorated and /or the number of strands installed per tree, or opt not to award the contract at all, providing the bid prices are higher than expected. BID RESULTS We mailed out 21 sets of bid specifications for this work, and placed a bid notice in the local paper. A mandatory pre -bid meeting was also held for interested contractors on August 30, 2012. Sealed bids were opened on September 10, 2012. Three bids and one "No Bid" letter were received. Bid results were as follows: Bidder Kinnucan Tree Experts and Landscaping Company, Inc The T.L.C. Group, Ltd. Temple Display, Ltd. Nels Johnson Tree Experts Cost to install and later remove one strand of holiday lights 2012 2013 $9.50 $9.60 $10.95 $10.95 $16.25 $17.25 No Bid letter Also, note that Autumn Landscaping did not attend the mandatory pre -bid conference; they later faxed a bid but it was not read or considered. H:\ Forestry\Grounds \Word\2012\Memo - Holiday light bid 2012.doc Page 2 of 2 DISCUSSION The low bidder, Kinnucan Tree Experts and Landscaping Company, Inc. has not installed lights for us in the past. However, they have completed an EAB insecticide treatment contract for us in the past and performed satisfactorily. Additionally, Kinnucan submitted several municipal references documenting that they completed multiple holiday lighting contracts. Approximately 2,500 light strands are expected to decorate our trees. (Note that this would achieve the lower intensity of lighting which the Village Board ordered in 2009 as a cost - saving measure). Because of tree growth, we may need to add some additional strands to achieve the proper coverage, so we are adding a $5,050.00 contingency. Therefore, the total contract amount for 2012 would be $28,800.00. $29,050.00 would be required for a similar scope of work in 2013 (year 2 of the contract). BID RECOMMENDATION I recommend award of a two -year holiday lighting contract to the low bidder, Kinnucan Tree Experts and Landscaping Company, Inc. Year one would be in an amount not to exceed $28,800.00. There are sufficient funds in the 2012 budget to cover this proposed contract. Year two would be in whatever amount may be approved by the Village Board for the 2013 Budget. I concur: H: \Forestry \Grounds \Word\2012 \Memo - Holiday light bid 2012.doe Sandy Clark