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Home My WebLink About6. Village Manager's Report 01/15/2013Mount 1 li Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: DIRECTOR OF PUBLIC WORKS SEAN P. DORSEY FROM: STREET & BUILDING SUPERINTENDENT DATE: JANUARY 8, 2013 SUBJ: DESIGN ENGINEERING AND CONSTRUCTION INSPECTION SERVICES FOR 2013 HVAC AND UNDERLYING ROOF REPLACEMENT AT THE POLICE/FIRE HEADQUARTERS ($47,850) Background There are eight HVAC roof top units at Police /Fire Headquarters that are nearly 20 years old and have exceeded their useful life expectancy. These units are the original equipment installed when the building was constructed in 1993. The life expectancy of these units is 15 years. These units have been exposed to extreme temperatures associated with an original installation design that places them in close proximity to the parapet walls. This placement results in poor air movement around the units which has caused them to overheat on numerous occasions resulting in complete compressor failures. During times of extreme heat we have had to resort to the unorthodox tactic of cooling these units with lawn sprinklers to keep them operational. We have met with three different engineering firms and reviewed this issue. It has been recommended that we replace these units as they have become undependable and have required several major repairs. In recent years, these major repairs have had in increasingly negative impact on the 24/7 operations of the Police /Fire Headquarters Building. We are also recommending rotating four of the eight units and raising those units 6 to 12 inches to provide better ventilation to prevent this problem in the future. At this height the units will still be concealed by the current screening. To rotate the units will require replacing the roof under the units and modifying the roof to support the weight of the replacement units. Unfortunately staff lacks the resources and expertise to prepare satisfactory plans, specifications and bidding documents necessary to complete this project. Accordingly, a detailed request for proposals was prepared to secure these specified services from engineering firms with expertise in commercial rooftop HVAC system design and installation. Page 2 of 2 Design Engineering and Construction Inspection Services for 2013 HVAC and Underlying Roof Replacement at Police /Fire Headquarters ($47,850) January 8, 2013 Request for Proposals Hutchinson Design Group, Ltd. of Barrington, Illinois (Hutchinson) has submitted a proposal to provide the requested professional services at a cost of $47,850.00 and was the lowest cost of the 3 proposals received. Hutchinson Design Group, Ltd. $47,850.00 FGM Architects Inc. $52,700.00 Leopardo Companies, Inc. $56,000.00 Discussion Staff has reviewed all three proposals and feels that the Hutchinson Design Group Ltd. has shown a good understanding of the project and have allotted adequate and qualified resources to design and oversee the construction of the requested improvements. Hutchinson has completed several roof repair projects for the Village including the recent Fire Station 13 roof deck replacement project. As such they are familiar with the challenges of the building and the 24 hour operations which must be accommodated during this project. For the HVAC work Hutchinson works with Metro Design Associates, Inc., of Elgin, Illinois (Metro Design). Metro Design is an engineering company with 23 years of experience. They have worked on similar projects for Prospect High School, Arlington Heights and Elmhurst Public Works Buildings, several Pace Bus Facilities and Schaumburg Township Maintenance Building. Reference checks indicate that the firm is sufficiently qualified and experienced to construct these improvements. Hutchinson's proposal fee is approximately 8.25% of the anticipated project cost of $557,000.00. Typically, we expect design and construction engineering fees to be approximately 15% of the construction costs. Recommendation I recommend that the Village Board accept the proposal from Hutchinson Design Group, Ltd of Barrington, Illinois to provide specified design engineering and construction inspection services the 2013 HVAC and Underlying Roof Replacement Project at the Police /Fire Headquarters for a fee not to exceed $47,850.00. Sufficient funds for this proposal expenditure are available in the 2013 budget. I I concur. Sean P. Dorsey Director of Public Works Paul Bures Cc: Director of Finance David Erb Deputy Director of Public works Jason Leib File V Village of Mount Prospect Fire Department INTEROFFICE MEMORANDUM TO: CHIEF MALCOLM �7 �3 FROM: DEPUTY CHIEF TRUTY �) s DATE: NOVEMBER 1, 2012 SUBJECT: VEHICLE LAPTOPS This year, the Fire Department is scheduled to replace five of its eight vehicle laptop computers and seven of the eleven docking stations (2 reserve vehicles) at an already funded cost of $22,500. As you know, NWCD converted to a new 9 -1 -1 system and new mobile computer software with significantly enhanced functionality was part of the conversion. Over the past several months, NWCD communities' IT directors and technology staffs have worked through performance issues that have been partially attributed to poor laptop capabilities, ours included. There is significant agreement that upgrading laptop configurations will substantially enhance performance. Panasonic this year, released a new model vehicle laptop that they classify as 'semi - ruggedized' versus the 'ruggedized' that we have purchased in the past'. The difference between the two versions is primarily related to the external environment the laptops could be exposed to including dust and temperature extremes. It is our conclusion that the interior of our vehicle fleets, which is where these laptops are mounted, are not subject to these conditions and that semi - ruggedized laptops will meet our need at a reduced savings. This savings per laptop is approximately $1,500. Considering the new mobile software issues, I am recommending that we take this savings and apply it to the replacement of the remaining three laptops and four docking stations. Under this scenario, rather than replacing five laptops and seven docking stations, we would replace eight laptops and eleven docking stations. This change, at an additional non - budgeted cost of only $5,535 would allow all vehicles to have the same model computer allowing for easier support, greater interchangeability than we currently have (currently we have three separate models) and allow all of our front line vehicles to have the best configuration for the new software. I believe we can make up the remaining required amount through budgeted non - expended funds. This expenditure in this configuration would effectively stabilize the fire department's mobile communications systems for the next five years barring any unforeseen new technological developments. Thank you CT /ct Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL FROM: IT DIRECTOR DATE: JANUARY 7, 2013 SUBJECT: REQUEST TO PURCHASE SEMI - RUGGEDIZED LAPTOPS FOR FIRE Staff is requesting approval to purchase eight Panasonic Toughbook 53 laptops for use in Fire Safety vehicles. The Toughbook 53 is a semi - ruggedized laptop which is a change from the higher priced, fully - ruggedized models purchased in the past. Long term cost savings is the primary reason for the change. To facilitate interchangeability, it is beneficial to switch all of the Fire Department laptops to semi - ruggedized models at the same time. Three of the laptops to be replaced are CF -29 models that were purchased in 2006; two are CF -30 models that were purchased in 2007; and three are CF -31 models that were purchased in 2010. The three newest CF -31 laptops will be repurposed within the Fire Department. One will be used for radio programming, one for training software and one for testing and maintenance of the self - contained breathing apparatus. Eleven new docking stations (port replicators) are needed so the laptops can also be mounted in reserve vehicles as well. The Village has standardized on Panasonic laptops for Public Safety vehicles. CDS Office Technologies provides Illinois state contract pricing on Toughbooks, which is shown in the chart below. Count I Specificat Extended Cost Panasonic Toughbook 53: Intel Core i5- 3320M, 2.6 GHz, 4 GB RAM, Touch 8 Screen, Backlit Keyboard, DVD, MS Windows 7 Pro, 320 GB Hard Drive, WiFi, 3 -yr $18,000 $2,250 each Havis DS- PAN - 412 -P: Vehicle port replicator for Toughbook 53 $7,139 11 $649 each Total $25,139 Deputy Chief Truty's attached memo explains more about the new laptop model and how this purchase would benefit the Fire Department. This purchase request was thoroughly discussed at a recent VTAG (Village Technology Advisory Group) meeting Request to Purchase Semi - Ruggedized Laptops for Fire January 7, 2013 Page 2 and the group endorsed the request. Therefore I recommend that the Village accept the state bid and purchase eight semi - ruggedized laptops and eleven docking stations for an amount not to exceed $25,139. Funds are available for this purchase. Joan Middleton IT Director cc: Chris Truty End: Memo 1AVB Request Memos\2013 FD Toughbook Requests.docx