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HomeMy WebLinkAbout7. MANAGERS REPORT 9/2/03 illage of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS ASSISTANT VILLAGE MANAGER AUGUST 20, 2003 AUDIO VISUAL CONSULTING SERVICES As the various programming needs of the Village Hall project were being formulated one item was separated due to its unique nature. The audio/visual aspect of the Village Hall is such a specialized field that the Village was advised by DLK that a consultant with intimate knowledge of audio/visual solutions should be contracted with to address the needs of the Village, besides DLK would have to contract out for these special services anyway. Therefore, in March 2003 a Request for Proposal (RFP) was sent to five firms for audio/visual design and build services. The Village received two responses from MCSi and Swiderski Electronics. MCSi's response was deemed to be incomplete and in the interim actually filed for bankruptcy reorganization. Therefore, the Village was left with a single proposal and since there was no basis to compare the pricing staff requested W.B. Olson to obtain a proposal through their contacts. The response from W.B. Olson was through the Talaske Group and their quoted price was $44,200 compared to the quoted price from Swiderski Electronics of $36,230. Swiderski has performed work for the Cable TV Division many times over the years and designed and built the studio system for the Mt. Prospect Park District at the Central Community Center. Swiderski will work with staff to design and build all the necessary elements for the new Village Board room, TV Control Room, TV Studio, and the related wiring for the three community rooms for audio and audience overflow purposes. This fee is for the review of the current plans and any revisions or design necessary to incorporate the various audio/visual elements. The contract will also include utilizing as much of the existing equipment as possible and coordinating the inclusion of any new equipment through purchase, installation, warranty, and training of staffon the operation of necessary new equipment. There will be additional expense related to this contract for the actual purchase of the necessary equipment and such purchases will be part of the CIP for 2004. Staff is requesting Village Board authorization to enter into a design/build services contract with Swiderski Electronics for the audio/visual components necessary for the new Village Hall in an amount not to exceed $36,230. Appropriate staff will be present to answer any questions of the Village Board. David Strahl c: Acting Cable Production Coordinator Howard Kleinstein H:\VILM\Village HalI~AV Services VB Cover Memo.doc MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 03-252 CONTROL NUMBER TO: FROM: SUBJECT: POLICE CHIEF ~"'~~ .... REQUEST TO WAIVE THE BID PROCESS TO PURCHASE THE LEIC GEOSYSTEMS FMS 307 TOTAL STATION FORENSIC MAPPING SYSTEM DATE: JULY 29, 2003 The poIice department is requesting a waiver of the bid process and authorization to purchase a Leica Geosystems FMS 307 Total Station forensic mapping system using a combination of budget funds and DUI Fine Fund monies. Background In the attached memorandum Deputy Chief John Dahlberg explains how a forensic mapping system, using laser beam and computer technology, would make the department's crime and accident scene measuring more efficient and accurate. He also points out that as a result of using a forensic mapping system, roadway closure times would be reduced, fewer personnel and less time would be needed to process scenes and accident scene processing would be less hazardous to the investigating officers. Sole Source After researching the forensic mapping systems available for purchase, Deputy Chief Dahlberg identified the Leica Geosystems FMS 307 Total Station forensic mapping system as the only total station system available on the U.S. market with the features determined to be necessary for the department's intended use. The Kara Company, Inc. is the sole distributor of Leica Geosystems forensic mapping equipment in the State of Illinois. The Kara Company does not participate in the Illinois State bid process. The Kara Company has offices nationwide and their only Illinois office is located in Countryside, Illinois. The Countryside, Illinois location of the Kara Company also serves as a factory authorized service center for all Leica Geosystems products. Leica Geosystems are manufactured in Switzerland so a locally based service provider should ensure the timely service and repair of the system. Funding Justification Under Public Act 91-0822, proposed as Senate Bill 740, judges can assess a $100 fine in DUI cases to be rebated to the arresting agency to fund the purchase of equipment needed to support the agency's DUI enforcement efforts. The department has been accumulating SB 740 fine money for several years and has purchased several breath Page 1 of 2 OUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 03-252 CONTROL NUMBER test machines with this money. The purchase of a forensic mapping system meets the equipment purchasing requirements of this law. Senate Bill 740 fine money is accounted for in a separate revenue fund and there is a line item in the 2003 police department budget to support any expenditures from this fund. Recommendation The police department recommends the Village Board waive the bid process and authorize the police department to purchase a Leica Geosystems FMS 307 Total Station forensic mapping system from Kara Company, Inc. in Countryside, Illinois at a total cost not to exceed $17,I39. Funds are available for this purchase in the following accounts: #0014102 - 670151 $ 5,000 #0864102 - 670151 (DUI Fine Fund) $12,000' This was the amount of the DUI Fine Fund budgeted for expenditure in 2003. There are additional monies in this fund that can be used in support of this purchase. Attachment Deputy Chief Richardson Deputy Chief Dahlberg C: Page 2 of 2 Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: CHIEF RICHARD EDDtNGTON -' . JUNE 3, 2003 ...... PURCHASE OF FORENSIC MAPPING SYSTEM USING D.U.I. ENFORCEMENT (SENATE BILL 740) FUNDS The department currently has an urgent need for a forensic mapping system. Commonly referred to as a "Total Station", the current state of forensic mapping system technology and pricing make purchasing such a system now a timely choice. The forensic mapping systems currently under consideration would be utilized by our technical accident investigators and evidence technicians to process accident and crime scenes. Essentially, a forensic mapping system makes the tape measure obsolete and greatly enhances officer safety at accident scenes. The speed with which a forensic mapping system can accurately document any accident or crime scene wilt lend greater efficiency to the department's operations at such scenes - limiting the need for extended roadway closures and significantly reduce the personnel hours needed to accurately record any given accident or crime scene. I propose the purchase of a forensic mapping system using the Department's Senate Biff 740 Funds. Many of the serious/fatal accidents investigated by the Mount Prospect Police Department involve alcohol impaired drivers. Given this fact, I believe my proposal to purchase a forensic mapping system using these funds complies with the legislated criteria for the use of such funds, t have conducted extensive research on the forensic mapping systems currently in use and available for sale. I am recommending the purchase of the Leica FMS 307 Total Station. Leica is Swiss made product that has substantial advantages for our personnel in the field over competing forensic mapping products. The following is a list of features that are exclusive to the Leica product: · Wireless download capability. · Backlit keys for nighttime visibility. · Heating Element to keep the evidence collector from freezing in cold weather. · Targetless measuring capability. (Does not require prism to record distance) · Visible laser beam. Page- 1 - \\Pd\Users\jdahlber\Mair~\My Documents\WORD\Forensic Mapping System,doc I have spoken with the supervisor of the Aurora, Illinois Accident Investigation Unit, Lieutenant Tony Pekuch regarding that agencies purchase of a Leica forensic mapping system. Aurora police purchased the Leica system I am recommending for purchase last year. They purchased a Top-Con forensic mapping system three and half years ago and found the Top-Con product failed to meet their needs. They simply stopped using the Top-Con system because of its cold weather functioning problems and reliability (numerous repairs). They purchased their Leica system a year ago and have been very pleased with the unit's capability and reliability. They have not experienced any Leica product malfunctions to date. I have attached three quotes for different forensic mapping systems from the Kara Company, Inc. out of Countryside, Illinois. The Kara Company is one of the nation's largest forensic mapping system retailers. They have offices across the United States. Their Countryside, Illinois location is a licensed factory authorized repair center for the Leica product. This is an important consideration, because the Leica system is manufactured in Switzerland. Manufacturer: Price: * Includes $4,500 for on-site training of six personnel. Lecia FMS 307 $17,139.00 * YES Sokkia SET 630R $13,600 * YES DTM 332 5" $9,552.47 It is also my intent to use SB 740 Funds to eventually procure a printer/plotter for use with the forensic mapping station. However, I would like to allow our personnel to become familiar with the forensic mapping system hardware and software and employ it in the field before make a recommendation as to the purchase of a specific type of printer/plotter This purchase decision boils down to a "You pay for what you get." equation. There are sufficient funds in the Department's S.B. 740 funds to complete the purchase of the Leica system. If approved, the on-site 40 hours national certification training of six department members in the use of the system will be scheduled for late Fall. Attachments c DC Richardson Sgt. T. Janowick Page - 2 - \\Pd\Users~jdahlber\Main\My Documents\WORD,Forensic Mapping System doc --ORENSIC INSTRUMENT QUOTATION TO: MT PROSPECT POLICE DEPT. DEP. CHIEF JOHN DAHLBERG 847-392-1070 FROM: BARB FRINK MICK CAPMAN FORENSIC SALES FORENSIC SALES E-MAIL bfrink@karaco.com In Illinois (708)482-8888 Nationwide 1(800) 369-KARA ~N Y I N O. 5255 Dansher Road Countryside Illinois 60525 PART NUMBER PRICE FMS 307 Total Station 31-3247 Battery 31-6111 Mini prism & Prism pole 35-1160 non contat EDM aris laser car charger 31-6208 Panasoni, Evidence Collector 33-8007 Forensic mapping software CASE cable bracket to tripod Fiberglass Quick Clamp Tripod 39-1101 MapScenes Pro Software 32-2100 complete Cad Software Symbol library Contouring Profiling FMS calculations 40 Hour Certification course 24 Hr. phone support INCLUDES TRAVEL 6 STUDENTS Single prism tilting metal yoke Prism pole 12 foot Bipod t ii 35-3002 1 35-7212DM /11 ~35-7827 [ 1 TERMS: NET 30 DAYS Rents apply 100% if rented one month Rents apply 70% if rented over one month $7,790.00 EXTENDED $ 7,790.00 S $ 260.00 $ 260.00 $ $ $2,595.00 $ 2,59500 $ $ $ $ $ $ $ $149.00 $ 149.00 $ 1,395.00 $ 1,395.00 $ $ $ $ $4,500.00 $ 4,500.00 $ $137.00 $ 137.00 $168.00 $ 168.00 $145.00 $ 145.00 $ SUB TOTAL $ 17,139.00 TAX TOTAL $ 17,139.00 Notes and Pictures if Available: I COPY OF SOFTWARE PER 1 LAPTOP & 1 COMPUTER COPIES 2-5 $1356 EA Quotation good for thirty days from 3/25/03 3/26/03 5255 Dansher Road Countryside Illinois 80525 INSTRUMENT QUOTATION TO: MT PROSPECT PD FROM: Barb Frink DEP. CHIEF JOHN DAHLBERG Forensic Sales E-mail bfrink@karaco.com In Illinois (708)482-8888 FAX NO. 847-392-1070 Nationwide 1(800) 369-KARA QUAN. DESCRIPTION PART NUMBER PRICE EXTENDED 1 Sokkia Total Station SET630R 32-1516 $ 6,495.00 $ 6,495.00 extra battery 32-2607 $ 150.00 $ 150.00 SF14 wiretess keyboard 32-1512-5 $ 105.00 $ 105.00 NON CONTACT EDM $ rapdi charger 110 volt $ 1 Sokkia LEA Field Accessory kit $ 955.00 $ 955.00 strobe prism,Mini prism assembly $ 8ft Sur-loc Prism pole $ Prism pole case,Strobe prism case $ Accessory caw-ali case $ Heavy-Duty tripod $ $ $ $ 1 MapScenes Pro Software 32-2100 $ !,395.00 $ 1,395.00 Cad software & Symbol Library $ Contouring & profiling $ FMS calculations $ 1 !40 Hour Certification Course $ 4,500.00 $ 4,500.00 '24 hour phone support $ Includes Travel, 6 students $ $ $ SUB TOTAL 13,600.00 Thank you for the opportunity to present this quotation. If you have any TAX questions please do not hesitate to call me. TOTAL $ 13,600.00 BLANK QUOTE No Lease.xls INSTRUMENT QUOTATION TO: MT, PROSPECT POLICE DEPT. DEP. CHIEF: JOHN DAHLBERG FAX NO. 8~ 519~7-5~§o FROM: Barb Frink Forensic Sales E-mail bfrink~karaco.com In Illinois (708)482°8888 Nationwide 1(800) 369-KARA CUAN, DESCRIPTION PART NUMBER PRICE EXTENDED BTM 3~,2 <5"> TOTAL STATIdNI Il 32-7557.... $ 7 , 800 . 00 $ 7,80'0.00 8065 NIKON BA'f-rERY 32-8614 Q75U NIKON CHARGER 32-8653 $ $ DOWNLOAD CABLE RS23,?. ' $ 87.00 $ 87.'00 AiMS CRIMINAL INVESTIGATION $ 1,066.47$ 1,086.47 SOFTWARE $ - FIBERGLA,~S QUICK CLAMPTRIPOE 39-11'~1 $ 149.00 $ 149.00 SINGLE PRISM TILTING METAL YOK 35-3002 $ 137,00 $ 137.00 PRISM POLE 12 FOOT 35-7212DM $ 1'68.00 $ 168.00 BI~'OD 35-782? $ 145.00 $ 145.00 $ $ TRAINING OPTIONAL ............... $" $ $ $ $ $ Thank you for the opportunity to present this quotation. If you have any questions please do not hesitate to call me. SUB TOTAL $ 9,552.47 TAX TOTAL $ 9,55247 MT. PROSPECT PD (NIKON).xls FORENSIC MAPPING SYSTEM 200, ._ Comprised of: 1-electronic total station, 2 batteries, car charger , 2-prisms ( one mini , standard ) 1-prism pole {12 ft. telescoping) 1 -tripod 1-tripod adaptor t-mapping software 1-40 hr. manufacturer certified training session 1- electronic data recorder 1- Bipod prism pole support Below is a list of recommended equipment and items: Kara Co.'s Leica FMS307 "reflectorless" electronic total station · Acquires precise distance measurement in 1.25 seconds · 1-person operation for Interior scenes ~ l~person for exterior scenes (up to about 80 meters ) · Programmed for specific crash/crime scene useage · Very low learning curve · Weather resistant · Heated screen for cold weather operation · References available! Panasonic Touqhbook electronic data collector/recorder Weather resistant · Compatible with FMS307 Complete with Forensic Mapping codes Unique for documenting vertical scenes · Full alpha / numeric keyboard · CE Windows platform · Graphic forensic scene mapping MicroSurvey's MapScenes software · En~ineerin§~based software · Windows-environment, no hardware lock required · Self contained CAD pro§ram · Self contained symbols library {3,000+ symbols) · Self contained Scene Reconstruction analysis program · Self contained ~Help' movies, up to 5 hours of assistance Capable of sophisticated 3D scene analysis {Contour, Profile, Cross-section} · Supports all printers, plotters, and colors · References available! Manufacturer Certified & Endorsed Traininq · 40-hour, POST certified course · Instructors are ASLET and PSFM members · Instructors are either current or past (retired) police officers · Exper/enced in current crash & crime scene skills and techniques · Nationa!Iy recognized, 10-years experience in providing training for taw enforcement on all aspects of the Forensic Mapping System · Consultant with Kara Company, Chicago IL · References Available! Forensic Mapping System Supportin~ Comments: On the previous page is listed the essential pieces of equipment that comprise the Forensic Mapping Systent It of course, also includes a tripod, prism, prism pole, bi-pod prism pole adapter and the tripod adapter for the data collector. By way of explanation, the Forensic Mapping System produces for the field investigator a to-scale, 2-dimensional diagram of the crash or crime scene. The diagram clearly illustrates the relevant items of evidence discovered at the scene and their unique relationships to one another. The electronic total station is the device that measures a distance and an angle (generally from a northerly direction) precisely identifying the location where e~ddence was noted. This "coordinate" data for each evidence location is automatically transmitted to the electronic data collector. The recommended total station is highly regarded due to its flexibility of use based on various measuring needs found at most scenes. It also is %veather-proof and has a very low learning curve. The electronic data recorder is a device that stores digital information about each evidence point. The data is protected by backup lithium battery source and can not be compromised unless downloaded to a PC first. The data recorder is capable of storing numerous Scenes ("jobs"). It automatically records on its internal record of the scene work, a time-stamp for later evidence collection verification. It meets military standard 810(d) and could be termed 'police proof'! By way of a connecting cable to a PC. the digital facts of the case can be downloaded into law enforcement "mission specific" software. The recommended software is genuine Engineering software, x~,-ith an easy to learn and trust face. It is a Windows-environment software program into which all of the gathered digital information from the data recorder is processed. It was specifically designed, programmed and written with the experienced street investigator in mind! It contains its own stand-alone CAD program boasting over 3,000 familiar symbols for completing an investigators scale diagram. The Kara Company, Chicago, IL is an exclusive manufacturer representative for marketing the FMS307 'reflectorless' total station. They also exclusively offer the SDR data recorder with installed forensic mapping feature codes and vertical scene mapping software. They contract with AIJC & Associates for providing the Certified law enforcement training. MJC & Associates has, for the last decade, promoted, enhanced and improved a broader understanding of high-technology electronic total stations, evidence data recorders, software and the concept for their use at crash/crime scenes. A "Skills Handbook of Forensic Mapping" is offered each attendee. References from Federal, State and Local agencies are available.