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Home My WebLink About6. MANAGERS REPORT 2/4/03Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TIr~E Cl'~ USA TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS PROJECT ENGINEER JANUARY 30, 2003 BRIDGE REHABILITATION PROJECT Construction Contract Backm-ound In 2001, the Village hired Ciorba Group, Inc. to evaluate ali twelve bridges in our community for which we have jurisdiction. The goal of this evaluation was to develop a long-term maintenance pro,am for each of these bridges. Four of the bridges were identified to not require significant work over the next I0 years other than routine maintenance that could be handled through Village forces. Four other bridges would require minor work. This work may include bank stabilization, channel improvements and/or minor maintenance to the bridges. Two bridges would require rnoderate workl This work may include pavement resurfacing, structure maintenance and/or bank stabilization. Finally, two bridges would require significant work. This work may include superstructure replacement and/or maintenance of the substructure. In 2002, Ciorba Group, Inc. was authorized to develop engineering drawings and specifications i'or rebabilitation to six bridges as part of a single project. The bridges included in this project that were categorized to have minor work are Business Center Drive, Feehanville Drive, Burning Bush Lane and Wolf Road. The bridge at See-Gwun Avenue will require moderate work and the bridge at William Street will require significant work. An annual project through 2006 will focus on performing work at the remaining bridges. The design phase of this project was completed in November 2002 and the work was then put out to bid. Funding for this project will come from Motor Fuel Tax (MFT) funds. The work is expected to begin in March and be completed in July 2003. Bids Results At 10:00 a.m. on December 10t~', sealed bids were publicly opened and read aloud for the Bridge Rehabilitation Project. A Notice to Bidders was published in the DOT BulIetin and fora' local contractors were sent invitations to bid on the project. Four contractors submitted bids. A low bid o.f S426,753.00 was received fi'om Martam Construction, Inc. of Elgin, Illinois and a high bid of $566,376.25 from Areatha Construction Company. The Engineer's estimate for the project ':,,as $261,864.00. Page 2 [~t'idge Rehabititation N'ohect la~qLtary 30, 2003 Ail bidders submitted bid bonds in the amount 0f 5% of their total bids as required by' the contract documents. Ail bids were checked for their accuracy. No errors were found. All bidders correctly signed their bids and bid bonds. Below is a summary of the bids. Bidders Mm~tam Construction, Inc. Sebastian Contracting Corp. Thomas Madden Company Areatha Construction Company Engineer's Estimate Total Bid $426,753.00 $441,400.00 $455,588.00 $566,376.25 $261,864.00 Discussion As stated above, the project includes rehabilitation to six bridges in the Village. It was believed prior to bidding that all the work could be done within the current budget based on the engineer's estimate. However, the bids came in significantly higher than expected. By eliminating one bridge from the scope of work, See-Gwun Avenue Bridge, the cost for construction would be reduced to $305,099.00 based on the unit prices from the low bidder. With this reduced scope of work, the Village would be able to complete the modified project with the allocated funds for 2002 and 2003. Since See-Gwun Avenue Bridge is not in need of immediate repairs, it will be included in the 2004 program. Since MFT funds are being used in this project, the Illinois Department of Transportation (IDOT) must approve the bid based on the reduced scope of work. Staff has formally requested that IDOT allow the Village to enter into a contact with the low bidder rather than rebidding the project. It is StafFs opinion that reducing the scope and rebidding the project will most likely result in higher unit prices. This will, in turn, raise overall bids and require additional MFT money. It is also StafFs opinion that a few of the items in the engineer's esnmate may not be representative of the actual cost to furnish the material and complete the installation. This is based on the fact that most of the bids from the contractors are in the same range. This reinforces our opinion that rebidding the project will not result in lower bid prices. Even with the reduced scope of work, Martam Construction is still the low bidder. The Village has spoken to their representative and he has agreed to complete the project given the reduced scope of work and still maintain the unit prices. They have performed work in the Village of Mount Prospect including the Route 83 Reconstruction Project, Train Station & Streetscape Project and the recent Retention Basin Dredging Project. Their work is acceptable. It should be noted that award of the contract by the Village Board of Trustees for $305,099.00 will be contingent upon IDOT accepting the Iow bid based on the reduced scope of work. Staff is hopeful this will happen in the near future and does not want to delay the project any further. Martam Construction is prepared to begin work and Staff recognizes this is an ideal time of the year to complete some of the work. Should IDOT reject the bid, the Village will need to evaluate the project, reduce the scope accordingly and rend the project. age 3 Bridge Rehabilitation Project January 30, 2003 Construction En~;ineerin~ Services Ciorba Group, Inc. was requested by the Village to submit a proposal to provide inspection services throughout this project. They are cun'ently the Village's consultant on the Central Road I.ighting Project, Algonquin / Busse / Dempster Lighting Improvement Project and have also provided engineering services on other projects in the Village. Ciorba Group's quote to provide inspection services for this project is $23,310.00. Based on the reduced size and scope of the project, it is Staff's opinion that the quote is acceptable. Recommendation It is Staff's recommendation that the Iow bidder, Martam Construction, be awarded the constructio~ contract for the Bridge Rehabilitation Project in the amount not to exceed $305,099.00. This approval would be contingent upon acceptance by IDOT. It is also Staff's recommendation that Ciorba Group, Inc. be axvarded a contract for cor~struction engineering services in the amount not to exceed $23,310.00. This approval, too, would be contingent upon acceptance by DOT for the reduced scope of work. Funding for tl~is project is available in the amount of $360,000.00 in the 2002/2003 budgets. Please include this item on the February 4th Village Board Meeting Agenda. Matthew P. Lawrie concur with the above recommendation. Attachments: Project Area Map cc: Village Clerk Velma Lowe x:\filcs',engineer'~bridge~2OO2~project~construction_rec_memo doc VILLAGE OF MOUNT PROSPECT MOUNT PROSPECT, ILLINOIS O! BRIDGE REHABILITATION PROJECT · - BURNING BUSH LANE BRIDGE 2 - BUSINESS CENTER DRIVE BRIDGE 3 - FEEHANVILLE DRIVE BRIDGE 4 - WILLIAM STREET BRIDGE 5 - WOLF ROAD BRIDGE illage of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM FROM: ASSISTANT VILLAGE MANAGER ~ '~I ~_ DATE: JANUARY 20, 2003 SUBJECT: COM ED SERVICE CHARGES-TRANSFORMER RELOCATION The existing location of the electrical transformer that services the library is in the middle of the area that will soon be parking deck. Therefore, the Village agreed to cover the cost of relocating the transformer to the west side of the library. In order to relocate the transformer a new service line must be installed from across Central Road and the line buried along the sidewalk down the west side of the library. The revised transformer location will also include a switchgear box that will be connected to the service in front of the Norwood condo building currently under construction. The new Village Hall will receive its electrical service from the newly relocated line by continuing the service line further south along route 83. CornEd is charging the Village $44,844.80 for the work necessary for this transformer and service line relocation. The work is currently underway and should be completed by early February. I am requesting Village Board approval to expend $44,844.80 to CornEd for transformer and service line relocation to facilitate electrical service to the library construction and the new Village Hall and parking deck. If you have any questions, please contact me. David Strahl H:\GEN\Village HalI\VB Memo for CornEd Charges for Transformer Relocation.doc An Exelon Company January 17, 2003 Village of Mt Prospect Attn: Dave Strahl 10 S Emerson St Mt Prospect, IL 60056 Re: Library/Village Hall Switchgear & Transformer Relocation Dear Mr. Strahl: Please review the following: CUSTOMER WORK AGREEMENT: Make sure everything is correct. Sign and date the documents. Return all paperwork in the enclosed envelope. Notice that there is a charge of $44,844.80 involved with this work. Please make check payable to ComEd. A finalized copy of the contract will be returned to you upon completion of this project. If you have any question regarding this project, please contact me at (847) 870-2125. Thank you for your prompt attention to this matter. Sincerely, George Amari Distribution Construction Consultant USTOMER WORK AGREEMENT PL#: 435121G7 CWA #: NC030003 R: 0000 Date: 01/10/2003 VILLAGE OF MOUNT PROSPECT ("Customer") and CornEd ("Company") agree that the Company will furnish at the Customer's expense the labor and materials necessary to do the work for the Customer on or adjacent to the Customer's premises at 10 S EMERSON ST, MOUNT PROSPECT, ILLINOIS, described below. CUSTOMER WORK AGREEMENT. RELOCATE SWITCH GEAR AND TRANSFORMER. $ 44,844.80 Base Tax $ 0.(30 Regulatory Tax $ 0.00 Municipal Tax $ 0.00 Total Customer Charge $ 44,844.80 The Customer agrees to pay to the Company the sum of $ 44,844,80, payment in full due prior to beginning of Company work. The sketch, if any, attached hereto is hereby made a part of this Agreement and expressly designates ownership of the facilities referred to. This charge reflects only the work performed by the Company. There may be additional costs required by other utility or communication companies. They should be contacted for their associated charges. For Ameritech, call 1-800-244-4444. Work will be done during the Company's regular working hours, unless otherwise specified. This Agreement shall be void if not accepted by the Customer within ninety days from date submitted. Transformers and metering equipment installed in conjunction with this work, shall in all cases, remain the property of the Company. In the event the work covered by this Agreement cannot be completed within one year from the above date as a result of delays on the part of the Customer or because the Company has been denied access to the premises, the charge to the Customer shall be recomputed based on the level of costs prevailing at the time of completion of the work as stipulated in the Company's General Company Order No. 25. This agreement is subject to the provisions of the Company's Schedule of Rates and Information and Requirements for Electric Services as on file with the Illinois Commerce Commission. FOR THE COMPANY: FOR THE APPLICANT: Accepted By Signature Accepted By Signature Print Name Print Name Official Capacity Account Number: 0191810009 Work Task Number: 0491149401 M.O.: Payment Stamp Mail Bills To: VILLAGE OF MOUNT PROSPECT ORDINANCE CONSIDERATION ACCT MT PROSPECT, IL. 60056. 4" POLY Z L LEGEND [~ PROPOSED SWITCHGEAR [] PROPOSED TRANSFORMER ~ PROPOSED SPLICE PIT PROPOSED COMED RISER POLE PROPOSED DIRECTIONAL BORE 3 PHASE CABLE --'EXISTING OVERHEAD PRIMARY (12KY) EMERSON ST. LIBRARY CUSTOMER TO SUPPLY, INSTALL, AND MAINTAIN, CUSTOMER CONDUIT, TRANSFORMER PAD, AND SECONDARY SERVICE CONNECTIONS. 43512107 ELMHURST RD. Com SERVICE ENTRANCE LOCATION SKETCH VILLAGE OF MTP SWlTCHGEAR AND T~NSFORMER RELOCATION P.L.: 435121 SER/CWA:NC030003 DATE: 1/10/0,.'3 PAGE 2 OF 2 Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: ASSISTANT VILLAGE MANAGER DAVE STRAHL IT DIRECTOR JANUARY 24, 2003 2003 COMPUTER PURCHASES It is time to begin making scheduled purchases for the new budget year. The Village Board has previously authorized computer purchases on an annual basis after comparing quotes from various vendors. The 2003 budget includes 52 desktop PCs, ten laptops, and three servers. Three quotes are provided for each system. Desktop PCs 2003 is an exceptional year for PC replacements because it is time to replace all the PCs that were purchased in the 1998 effort to update technology in the Village. All 52 desktop PCs are replacements for existing PCs, most of which are 200 MHz Pentium machines. Because the PCs being replaced were purchased with an OEM (original equipment manufacturer) version of Microsoft Office that cannot legally be moved to another machine, new licenses for Microsoft Office must be purchased. The Village's next round of desktop upgrades (operating system and office suite) is scheduled for 2005. With Microsoft's new licensing in effect, a cost savings can be realized by purchasing Open Licenses (not OEM versions) of Microsoft Office Professional with Software Assurance. Software Assurance allows the product to be updated to the current version at no charge within two years, which would lower the costs for the office suite upgrades scheduled for 2005. Microsoft Office 2000 Professional is the office suite currently run on Village PCs. Microsoft's latest version is Office XP; the next version is scheduled to ship in 2003 or 2004. Requirements for optical drive options for the proposed PC purchases vary by user need. While most users only need a standard CD-ROM, some need a DVD-ROM or a CD-RW. To simplify the comparison, a configuration with both a CD-ROM and a CD-RW was chosen for comparison purposes. The quotes, which were gathered from Gateway, HP and Dell, were close in price and options. Gateway's price is the lowest. The quotes are listed on the next page. 2003 Computer Purchases January 24, 2003 Page 2 Desktop PCs (52) Gateway HP ' Dell E-4000 Compaq EVO D510 CMT OptiPlex GX260T Pentium 4, 2.4 GHz Pentium 4, 2.4 GHz Pentium 4, 2.4 GHz 512 Mb RAM 256Mb RAM 512 Mb RAM CD-ROM + CD-RW CD-ROM + CD-RW CD-ROM + CD-RW MS Windows 2000 Professional MS Windows 2000 Professional MS Windows 2000 Professional 3Corn Network Adapter 3Corn Network Adapter 3Com Network Adapter 15" LCD Flat Panel Display 15" LCD Flat Panel Display 15" LCD Flat Panel Display 4-yr. warranty Surge Protector $1,311 $1,417 $1,399 It is less expensive to purchase Microsoft Office Professional Open Licensing separately than to purchase it with the PCs. See the chart below for a price comparison. Two resellers, CDW and Directec, quoted the licenses at $629 each. Since the Village works with CDW regularly, they are the preferred vendor. A price comparisons in shown in the table below. Open Licensing (62) Microsoft Office Professional w/Software Assurance CDW Gateway Directec $629 $702 $629 Laptops Two of the laptops requested are replacements; eight are new purchases for Police Sergeants in order to improve operational efficiency. The Police Department has accepted a grant of $12,173 to help cover the cost of the eight new laptops. Gateway's laptop is the least expensive. Accidental protection is desirable on the laptops since they are somewhat prone to accidental damage. Laptop quotes are compared below. Laptops (10) Gateway HP Dell 400S Evo N1020v Lattitude C840 Pentium 4, 1.2 GHz Pentium 4, 2.4 GHz Pentium 4, 2.2 GHz 512 Mb RAM 512 Mb RAM 512 Mb RAM CD-RW/DVD-ROM CD-RW/DVD-ROM CD-RW/DVD-ROM Windows 2000 Professional Windows 2000 Professional MS Windows 2000 Professional Integrated Network Adapter Integrated Network Adapter Integrated Network Adapter Surge Protector $1,745 $2,019 $2,343 Accidental Protection $199 $1,944 Servers Two file servers and one e-mail server are due for replacement this year. One file server is located at Public Works, one file server is located at Village Hall, and the e-mail server is located at the Police and Fire Headquarters. There is a desire to consolidate servers ~vhen the opportunity arises but the three servers currently due for replacement are not good candidates because of their physical locations. Consolidation wilt be easier in the future when the Village has a central location for the servers and the IT staff. 003 Computer Purchases Janua~ 24,2003 Page 3 Gateway's server price is the lowest. Only the e-mail server needs a new tape drive. Existing tape drives will serve the others well. The server quotes are provided below. Servers (3) Gateway HP Dell 980 ProLiant ML530G2 PowerEdge 4600 (2) Pentium 4 Xeon 2.4 GHz (2) Pentium 4 Xeen 2.8 GHz (2) Pentium 4 Xeon 2.4 GHz 2048 Mb ECC SDRAM 2048 Mb ECC SDRAM 2048 Mb ECC SDRAM (2) RAID controllers, (2) RAID cages (2) RAID controllers, (2) RAID cages (2) RAID controllers, (2) RAID cages (8) 36 Gb Hard Drives (8) 36 Gb Hard Drives (8) 36 Gb Hard Drives Dual Power Supply Dual Power Supply Dual Power Supply SCSi Adaptec Controltsr Card SCSI Adaptec Controller Card SCSI Adaptec Controller Card Windows 2000 Server Windows 2000 Server Windows 2000 Server 17" Monitor 17" Monitor 17" Monitor $8,044 $11,450 $9,369 External DDS-4 Tape Drive (1 only) $1567 External DDS-4 Tape Ddve (1 only) $1,188 i External DDS-4 Tape Drive (1 only) $800 $9,611 $12,638 $10,169 Recommendation The Village standardized on Gateway computers in 1997 and has been satisfied with their equipment, service, and prices. However it is more cost effective to purchase the Microsoft Office licenses from a reseller. I recommend that the Village purchase the PCs, laptops and servers from Gateway and purchase the Microsoft Office licenses from CDW. A summary of the costs is provided below. Vendor / Item Acct # 6807710-650822 Computer Equipment- IT Acct # 0604102-650003 Total Computer Equipment - New (Grant) Gateway 52 PCs @ $1311 68,172 68,172 10 Laptops @ $1944 7,267 12,173 19,440 2 Servers @ $8044 16,088 1 Server @ $9611 (includes tape drive) 9,611 6,088 9,611 Gateway' Subtotal $113,311 CDW 62 Microsoft Office Professional Licenses I I w/Software Assurance @ $629 38,998 38,998 CDW Subtotal $38,998 Total $12,173 $152,309 $140,136 I recommend that the Village purchase 52 PCs, ten laptops, and three servers from Gateway for an amount not to exceed $113,311. I further recommend the purchase of 62 licenses for Microsoft Office Professional from CDW for an amount notto exceed $38,998. I will be happyto respond to any questions or concerns. h\lnventory~.O03 Requests.doc J~oan Middleton ' IT Director 'Mount Prospect Fire Department Interoffice Memo TO: FROM: DATE: SUBJECT: VILLAGE MANAGER FIRE CHIEF ~ JANUARY 3, 2003 UNEXPECTED LARGE EXPENDITURE Attached is a memo from Deputy Chief Malcolm indicating that we experienced an unscheduled catastrophic failure of the quint's transmission on Christmas day, which will cost approximately $23,540 to repair. Based on the critical operational need of this apparatus I have instructed the Deputy to move forward with the necessary mechanical repair. This apparatus has been very reliable and has an extensive preventive maintenance program in place. The quint is a 1994 model with 41,000 miles. It is unknown as to the cause of the mechanical failure. The estimated cost to repair the quint will be difficult to cover with fire department accounts without severe cuts to programs and projects. Are there disaster funds available to help cover this expense? .. .... ¢ MF Cc: Finance Director ,~ Attachments -'"r,~" .~.~,~;i , ~8)% Mount Prospect Fire Department Interoffice Memo TO: FROM: DATE: CHIEF FIGOLAH DEPUTY CHIEF MALCOL ~, ",.~) JANUARY 2, 2003 SUBJECT: QUINT 13- TRANSMISSION REPAIR ESTIMATE On Christmas Day, Quint 13 responded to a call for a possible fire. Fortunately, there was no fire and companies were returned. When the Quint driver tried to pull away, the vehicle would not move. They tried numerous times to get the transmission to engage but were unsuccessful. At this point, Captain Livingston contacted our mechanics and determined the best course of action was to tow the vehicle back to station 13. The mechanics looked at the vehicle on December 26, 2002 and determined there was a problem with the transmission that they could not determine and had to be towed to Inland Detroit Diesel in Carol Stream, Illinois. Inland Diesel is the factory authorized transmission shop in our area. The service department at inland Detroit just completed pulling the transmission and called to inform me that the stator and turbine came apart in the torque converter and sent debris throughout the transmission. I asked them what would cause something like this to happen and they described it as a "catastrophic failure" of the torque converter. The vehicle has been properly maintained and there were no signs of transmission problems during preventative maintenance checks and past services done by our mechanics. Please find attached the repair estimate from Inland Detroit in the amount of $23,540. They will need to overhaul the transmission, replace the oil cooler and associated hardware. A new transmission for this vehicle is not an option because they no longer manufacture this transmission; therefore, a complete overhaul is our only option. I contacted Pierce Manufacturing who we originally purchased the vehicle from in 1994 and asked them if they could assist in any way. Unfortunately, the warranty period is 5-years and therefore, we our out of the warranty period. The vehicle has been out of service since Christmas Day. Inland Diesel estimates having the vehicle repaired and returned to us the week of January 13 providing they can get all of the necessary parts early next week to start rebuilding the J5,1 Archives\01 January~JM-Quint Transmission-Chief.doc transmission. I have made arrangements with Des Ptaines Fire and Arlington Heights Fire Department for a ladder truck if we need one for a fire in our town. I will keep you informed of any changes. JM Attachment FRO~ :MOUNT PROSPECT FIRE DEPT ~ 14 FAX NO. : 18475068291 /an. 82 2~03 11:39~M P2 I FacairnlJe Trar]smir~ion Cover Sheet.] To; BIBin Cornpar, y: Village of Mount Prospec~ 1/2/2003 From: Jack Kamln Company: [nlancl Detroit Dielel-Alli;on, ThC. FaX Numbsr: (~630) 87"1-8997 PA~C5 incJucling co.er page Subject; Unit # 535 Comments: We have disassembled the transmission and found that the ~tator and turbine came apart In the torque converter sending debris throughout the transmission. Thio failure damaged the converter pump, retarder housing and retarder stator and contaminated the external oil cooler with metal. We need to overhaul the transmission, replace the oil cooler and associated hardware. Here is our estimate for repairs: -Parts -Overhaul labor -Trans R & R labor $ 17,800.00 2,340.00 3,600.00 Total repairs: $ 23,540.00 (,p/- S°/e,)