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6. MANAGERS REPORT 10/21/03
Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: ASSISTANT VILLAGE MANAGER DAVE STRAHL IT DIRECTOR OCTOBER 16, 2003 REQUEST TO WAIVE BID TO PURCHASE LASERFICHE AND RECOMMENDATION TO PURCHASE HARDWARE AND SOFTWARE NEEDED FOR LASERFICHE UPGRADE UPGRAD~O'''~ The Village Clerk's Office has been using LaserFiche document imaging for several years now and it has worked well for them. To allow other departments to benefit from use of the software, staff wishes to expand the document imaging system to accommodate the needs of multiple departments. Staff is requesting that the bid process be waived to purchase LaserFiche upgrade software because it is only available through a LaserFiche dealer. Staff is also requesting approval to purchase the hardware and software needed for the LaserFiche upgrade. This memo provides background information and specifies and recommends an appropriate solution to upgrade the Village's document imaging system. Background In 1999 the Village chose the LaserFiche document imaging system to allow residents to help themselves obtain public information available through the Village's web site. Since then the Clerk's Office has provided documents through the web site that date back as far a 1958. In 2002 Village staff met with the various departments to discuss file and records management practices. Information was collected and compiled on each department's current practices, any problems or issues with their current practices, and their future needs. Results showed that storage space and ease of retrieval were major issues and that cOnversion of documents into electronic format would help to resolve those types of problems. (See attachment for the results of the study.) The Community Development, Public Works, Police and Fire Departments would all benefit greatly from the use of the Village's document imaging system. They have documents with a retention requirement of five years or more; they have documents that should be shared between departments or on the web; and many of their documents could be cross-referenced to make retrieval faster and easier. Because physical paper storage will be limited in the new Village Hall, it has been determined that Community Development should be the next department to use LaserFiche. There are plans to add a scan station for Public Works and an interface to GIS in 2004, and to add a scan station for Fire at a future date. Components Needed for Expansion To effectively expand LaserFiche, it is desirable to upgrade the software to the current SQL version, LaserFiche United. One major advantage of the new version is the improved searching Request to Waive Bid to Purchase LaserFiche Upgrade Software and Recommendation to Purchase Hardware and Software Needed for LaserFiche Upgrade October 16, 2003 Page 2 functionality. LaserFiche United offers the ability to limit document searches by folder. A search on a street name for an ordinance, for example, would only pull up documents under the ordinance folders and not, for example, street maintenance logs. Security would still limit searches as required. Two add-on modules, Quick Fields Zone OCR and CD Plus, would add functionality to the system. Zone OCR allows indexing information to be automatically gathered from existing hard copies of forms. CD Plus allows documents to be exported to a CD with viewing capabilities, creating an offline archive or a means to view documents from outside the system. A document scanner is needed for Community Development to scan documents into the system. It is desirable to purchase a new server for the upgrade. The existing LaserFiche software resides on the web server but that server does not meet the minimum requirements for the new LaserFiche version. For security reasons and because the system would be expanded to service to more users, it is beneficial to move the database from the web server to a separate server. Gateway has been the Village's computer hardware standard but the quality of the hardware seems to have decreased recently. There have been several problems with new hardware purchased in 2003 from Gateway. Dell has had better reviews than Gateway recently (Metz, Cade. "Service and Reliability." PC Magazine, August 5, 2003, Vol. 22, No. 13, p. 88.) and staff prefers to purchase from Dell at this time. The addition of a Dell server at this time would not adversely impact network performance. A tape drive is also needed for backups. Cost comparisons for the purchases requeSted are listed in Table 1 below with the lowest price for each item in bold text. Costs for the requested are summarized in the Table 2 on the next page. Table 1 Vendor TKB Dell Gateway CDW Insight ASAP Item Associates Software LaserFiche United 1i ,454 Not Not Not Not Not upgrade available available available available available Scanner, SCSI Card, 6070 5284 Not 5607 .__ Not SCSI Cable available available Not Not Server 5731 7853 ...... available available Not Not Not DLT Tape Drive available 909 available 1340 1334 available Microsoft SQL Not Not 5562 5354 --- 3809 Licenses w/35 CALS available available Veritas Backup Exec Not Not 1098 1064 --- 1113 w/SQL Agent available available I:\VB Request Memos\LaserFiche Upgrade Request. DOC equest to Waive Bid to Purchase LaserFiche Upgrade Software and Recommendation to Purchase Hardware and Software Needed for LaserFiche Upgrade October 16, 2003 Page 3 Table 2 Item Cost LaserFiche United upgrade - software, data migration, installation and trainin9 3500 LF Quick Fields Zone OCR 3990 LF CD Plus 3795 Scan Connect (scanner driver and software) 169 .... Subtotal $11,454 PowerEdge 2600 Server ~ (2) 2.8 GHZ, 2 Gb RAM, (2) 36 Gb SCSI hard drives, (4) 73 Gb 5731 hard drives, redunda.nt power supply, Windows Server OS, 4-yr warranty Canon DR-4580U' Duplex Scanner, SCSI Adapter and. Cable "5284 DLT Tape Drive 909 Subtotal $11,924 Veritas Ba?up Exe~w/SQL .~gent $1064 Asap SO. are : ,,:.~:. ~:.~ ., Microsoft SQL Server 2000 Standard Edition w/35 gALs $3809 The extra cost for annual LaserFiche software support with the additional modules is $2510/year and would be paid from the computer maintenance account as it is now. Recommendation Use of document imaging would provide Village departments with many benefits including improved organization, faster document retrieval, search capabilities, cross-referencing capabilities, and reduced physical storage needs. More information can be shared between departments and can be available to residents through the web. I request that the bid process be waived to purchase the LaserFiche software from TKB Associates, the LaserFiche dealer. I recommend that the Village purchase the document imaging software and services described from TKB Associates at a cost not to exceed $11,454. I recommend that the Village purchase a server, tape drive and scanner from Dell at a price not to exceed $11,924. I further recommend that the Village purchase Veritas Backup Exec from CDW at a price not to exceed $1064 and Microsoft SQL Server and user licenses from ASAP Software at a price not to exceed $3809. These costs have been budgeted through the Capital Improvements Program and would be paid from account number 5107701-670205. Please contact me if you have any questions or comments. Attachment J~-oan Middleton IT Director I:WB Request Memos\LaserFiche Upgrade Request. DOC Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: ASSISTANT VILLAGE MANAGER DAVE STRAHL DEPUTY VILLAGE CLERK MIS COORDINATOR JULY 5, 2002 RECOMMENDATION FOR ELECTRONIC DOCUMENT IMAGING/RECORD RETENTION As requested in your "Electronic Document Imaging/Record Retention" memo, we have met with representatives from the different departments to di~cus~ fi!~ ~nd records management practices. We collected and compiled information on each department's current practices, any problems or issues with their current practices and their future needs. In this memo you will find a summary of the current status of document storage in Village departments, details about the status of document storage by department, a comparison of the various storage methods, and recommendations to improve'storage methods. Status of the Village's Document Storage The State of Illinois has retention requirements for most types of public records. In the past when departments ran out of file cabinet storage space they archived documents to microfiche, which has been an easy and practical standard. Police, Fire, Community Development and Public Works are currently using microfiche to manage their long-term records. The issues with microfiche are lack of document readers (one per building) and slow retrieval time. In December of 1999 the Village began using LaserFiche document imaging software in the Clerk's Office. Since then a large number of Ordinances, Resolutions, Agendas and Minutes have been scanned into the system and made available to residents from the Internet. Some of the online documents date as far back as 1958. Effective January 1, 2001, the Illinois law was amended to allow local government agencies to reproduce existing public records in a digitized electronic format with the intent to dispose of the original records. Hard copies can now be legally destroyed after electronic copies are properly created. Permission from the Local Records Commission is required before the original documents can be destroyed. Although it is no longer required by law, the Illinois state Archives and the Local Records Commission still suggest that digital records with a retention requirement of more than ten years be Electronic Document Imaging/Record Retention July 5, 2002 Page 2 backed up on microfilm or on paper to eliminate problems of trying to read files created with obsolete software. As a rule of thumb, data should be readable in at least two formats before destroying originals. Microfiche and various file formats on optical disks such as CDs are good options. Optical file formats include PDF files, text files, TIFF files (as used in LaserFiche), and self- executing data files (such as the portable documents created with LaserFiche Plus explained below). Below is a summary of the current problems with existing systems, desired improvements, and system requirements for future systems. Current Problems · Physical storage space is limited. · Some departments don't have a formal method of purging documents. · Staff time to purge documents is not always available. · Some departments don't keep an updated inventory of their files. · The Finance Department sometimes has difficulty finding documents because they store documents in at least four different locations in order to find space. They mark boxes and rotate them from the Finance Department to the vault in the basement or to space on the second floor of Village Hall. When the documents are ready to be archived they are moved to Public Works. · The PublicWorks Department sometimes has difficult finding older documents. Documents are generally filed under the project or property name. Since properties are bought and sold over the years, names get changed. · If originals or hard copies were destroyed in a fire or other disaster, there would be no way to recreate them. Desired Improvements · Shorten the time necessary to retrieve documents. · Minimize duplication of storage by allowing documents to be accessed from different departments as appropriate. · Index documents so they can be searched under multiple names or key words. · Link files to GIS (Geographic Information System) where desirable. · Standardize document storage methods where possible. LaserFiche is the current standard for document imaging. · Provide backups of documents in case originals are destroyed in a fire or other catastrophe. Document Storaqe Requirements · Conserve physical file storage space while providing adequate storage. · Minimize file storage costs. · Provide adequate security. · Provide a means to easily identify boxes of files. · Provide a means to keep listings of files current. There must always be a means to read older electronic documents. · Retrieving documents should be easy. · Managing document storage should be easy. I:\Doclmaging\Doc Imaging - Record Retention.DOC Electronic Document Imaging/Record Retention July 5, 2002 Page 3 Details by Department In all department files that are frequently accessed by only one person may be stored in individual offices. Those files are eventually either purged or moved to a common area. Files in the common filing areas may be eventually purged or moved to storage in Public Works. All of the departments have a copy of the retention schedule that the state had set up for them. Although most departments are well versed on the retention requirements, some tend to keep documents longer in case the document is needed in the future, in case of pending lawsuits, or because there isn't enough staff time to sort through documents. Purging is usually done when space is needed. When files are purged from the storage area at Public Works, staff needs to sort through boxes and pull out those scheduled for destruction. If they must be shredded, departmental staff does it. If the files can be simply thrown in the trash, Public Works staff does so. Coromunity Development Types of files include Zoning Board, Plan Commission, building permits, inspection reports, and service requests. Files are kept indefinitely because historical data of properties is often needed for new projects. File content generally includes letter size, legal size and blueprints. Closed permits and old case files are transferred to microfiche for long-term storage. An inventory of files for Planning and Building is maintained in an Excel spreadsheet. An inventory of Environment Health inspections is maintained in an Access database. Since most files are considered public record security is not an issue. The sum of the Community Development file areas in the existing Village Hall is about 940 cubic feet. The new Village Hall only provides about 728 cubic feet (assuming four-drawer file cabinets) in common Community Development filing areas plus some filing space in individual offices. Document imaging should be considered to save office space. Departmental staff is interested in using LaserFiche to improve file organization and retrieval time also. Village staff members took a quick trip to Glenview to see how they were scanning full-sized plans into LaserFiche. Over the course of a summer, a Glenview intern scanned four large fiat files full of plans into document imaging. The images can be printed to any size, depending on the pdnter or plotter. By implementing a similar solution, Mount Prospecrs Community Development would save space and improve their document retrieval time. Finance Types of files include accounting files, bank statements, cancelled checks, cash receipts, insurance records, payroll records, flex-comp records, police and fire pension records, water billing files, time sheets and much more. Many of these are security sensitive. The state requires that most of these records be kept for seven years but storage space in Finance is limited. As the files become less current they are rotated from file cabinets to boxes and marked according to content and retention dates. The boxes are rotated out of Finance to the vault in the basement or to storage space on the second floor, and then eventually to Public Works until it is time for them to be destroyed. General ledger and audit reports must be kept permanently. Prior to 2001 these files were put on microfiche. Beginning in 2001, they were written to CDs. It is sometimes difficult for Finance employees to locate files because they are stored in multiple locations. It is very time-consuming for them to sort through files to determine which file boxes I:\Doclmaging\Doc Imaging - Record Retention. DOC Electronic Document Imaging/Record Retention July 5, 2002 Page 4 should be rotated and/or destroyed. They do not keep an electronic inventory of their files since the boxes are clearly marked. Finance personnel feel that their current system would be adequate if they had enough storage space in one location. Unfortunately the space available in the new Village Hall will not allow this. The existing Village Hall has about 884 cubic feet of document storage (including files in offices) within the Finance department according to a recent inventory. The current Village Hall floor plan provides about 897 cubic feet in a common Finance filing area plus space for additional file cabinets in office areas. (This number was calculating by measuring storage space from the proposed floor plan and assuming four-drawer file cabinets.) Finance reports that they need an additional 1361 cubic feet for archival storage space (about 340 square feet of floor space). They have 100 to 200 cubic foot stored at Public Works alone. Since it is not desirable to use the unfinished basement area for storage any more than necessary, and sinCe it is not desirable to store documents in multiple locations (Finance, basement and Public Works), the Finance department should consider other storage options. Some options are listed below. COLD (Computer Output to Laser Disk) is an expensive but possibly viable solution. It is a system for archiving data such as business records and reports to optical disks in a compressed but easily retrievable format. COLD systems make it unnecessary to archive reports in printed form and are easier to work with than microfiche. More than one million paper pages can be stored on a single 5 1/4 inch optical disk. A COLD system consists of software and hardware. The software allows a user to send a document to the COLD system (much like sending it to a printer), organizes the documents for access, and compresses them for storage. The hardware consists of optical disk drives, which typically are mounted in a jukebox. COLD software offers the ability to do archiving automatically at scheduled times of day, to index documents in a variety of ways, and to periodically distribute the archive indexes. · LaserFiche could be used to archive files to an electronic format. Printing to files instead of paper could be an inexpensive partial solution. Finance staff should determine the feasibility of sending printed reports to a file in a PDF or text format instead of a printer. In addition to saving space, paper, and toner, it would add search capabilities to the reports. Fire Types of files include incident reports, inspection reports, MSDS (Material Safety Data Sheets), personnel files with training records and accident records, and rosters and timesheets. Vehicle maintenance records are stored at Fire Station 14. The incident reports and the personnel files are confidential. Fire inspection reports are stored on an open shelf filing wall and are color-coded and filed by address. Blueprints of inspected properties are stored in tubes. The blueprints are generally copies of blueprints in Community Development. Older reports are stored in boxes and recorded on a paper inventory sheet. Ambulance reports and incidence reports are copied to microfiche, but staff needs to take them to the Police Records reader to view them. Copies of time sheets are kept for departmental use and are never purged. Fire personnel are interested in improving their file organization and access time through the use of document imaging. Since incidents reports, arson investigation reports, and training records are I:\Doclmaging\Doc Imaging - Record Retention.DOC Electronic Document Imaging/Record Retention July 5, 2002 Page 5 kept permanently, they are good candidates for document imaging. Inspection reports and MSDS files are good candidates because document imaging would provide a means to tie them together. Human Services Types of files include client files, client resource information, and senior center program information. Client files are stored in an Access database. Hard copies of client information such as birth certificates and leases are stored in file cabinets. Client files are confidential. Client records should be deleted if there is no contact for four years. File cabinets in individual offices hold the current client files. Olderflles are centrally stored within the department. The new Human Services Access database holds some of the data that was formerly stored in paper files and it alleviates the need to keep paPer backups like they did with the old database. The existing Human Services location provides about 869 cubic feet of storage space. The new Village Hall floor plan provides about 429 cubic feet of storage in common areas, but some of that space may need to be allocated to storage for other departments or may be used for future expansion. To conserve space Human Services needs a system to force them to purge their files on a regular basis, so they are planning to have an Access report written to specify which records can be deleted. The report would help them know which paper files to destroy as well. Additionally an electronic inventory of their files would make it easier for them to purge regularly. Police Police Administration files include memos of procedures, training memos, general orders, Chief's memos, personnel files, and the minutes for the Board of Fire and Police Commission. Investigations keeps liquor license background checks. Crime PreventiOn keeps Crime Analysis and Arrest Summary Reports and Intelligence Bulletins. Records keeps most Police data including arrest reports, subpoenas, warrants, court disposition reports, court transmittals, expungement orders, daily bulletins, and cash receipts. Parking tickets and vehicle violations are currently kept in a paper format only. Various logbooks are used to log daily events. These include an abandoned vehicle report, desk log, supervisor's log, range log, overnight parking log, relocation/repo log, breathaly'zer log, criminal inquiry log and a logbook of CAD (computer-aided dispatch) incident numbers. Most retention requirements vary from five years to permanent. Some items that must be kept forever include incidents, offenses, alarms, arrests and CAD sheets for felonies. These items are kept in a paper format for two or three years and are then sent out to be converted to microfiche. Microfiche documents are stored in the vault in Records. Police staff expressed concern over secudty issues, especially for police reports and criminal records. With the current paper system, security is addressed by storing documents in a vault with restricted access. Security becomes a bigger issue when the documents are online. Document imaging document access can be limited to authorized users, but the system administrator must have access to the entire system in order to manage it. We talked to Police and IT representatives from Elgin, St. Charles, Lisle and Glenview to find out how they handled this issue and their responses were consistent with each other. IT staff in each village manages the document imaging system. Background checks are done on IT employees and thoSe administering the system are aware that they should not be perusing sensitive documents. Background checks could be done on Mount Prospect IT personnel to alleviate concerns. Also there is a LaserFiche module called the Audit.Trail Module which reports how many times a document has been accessed and by whom. I:\Doclmaging\Doc Imaging - Record Retention. DOC Electronic Document Imaging/Record Retention July 5, 2002 Page 6 The scanner and LaserFiche client license has ~lready been purchased for the Police Department but they have not yet installed it. Initially they would like to begin scanning administrative memos and later begin pulling items from Records into LaserFiche. Public Works Types of files include maintenance logs (streets, equipment, grounds, buildings), water systems information (sample and usage reports), bids, contracts, plans (planting, water, sewer), studies, plats, time sheets and time cards. Most of these files are stored in a common file room with an open shelf filing wall and are color-coded by category. Files more than two years old are cataloged and moved to the mezzanine for storage. When mezzanine space is needed staff requests approval from the state to destroy documents. Engineering plats are converted to microfiche. Generallyfiles are not security sensitive. With the current system, finding older files is can be difficult because documents are generally filed under the project or property name. Since properties are bought and sold over the years, names get changed. They need a means of cross-referencing documents so they can be found under multiple names. Also it would be extremely beneficial to tie project documents to GIS so they can be associated by location as well. LaserFiche has announced a collaboration agreement with ESRI (our GIS vendor) that will link LaserFiche to GIS. No products are available yet, but when they are they could provide a great solution for location-specific documents. Public Works staff would like to begin converting documents from their file room to LaserFiche to simplify retrieval. Later they would like to convert engineering plans. Villa.qe Mana.qer's Office Types of files in the Village Manager's Office include current issues, union contracts, liquor license files, and COW Minutes and Agendas. Two open shelf filing walls hold most of their files. Purging of inactive files is done on a case-by-case basis and the purged files are generally moved to Public Works. Liquor license files are purged five years after they expire. Union contracts are kept indefinitely. COW Minutes and Agendas are currently put into document imaging. Afile inventory is kept in a Word document. The Clerk's Office keeps Village Board Minutes and Agendas, Ordinances and Resolutions, election information, petition information, train station contracts, and more. Files are stored in the offices and in the vault. Village Board Minutes and Agendas are currently put into document imaging. Human Resources keeps personnel records, medical records, and benefit information. Personnel and medical records are kept permanently. Most files are stored in office files. Older files of terminated employees are stored in the vault. The existing Village Managers' Office has 912 cubic feet of combined storage space including files that the Clerk's Office stores in the vault. The new Village Hall has approximately 936 cubic feet of departmental file space, which should be sufficient. Terminated employee files and union contracts are prime choices for document imaging since they are stored indefinitely. k\Doclmaging\Doc Imaging - Record Retention.DOC Electronic Document Imaging/Record Retention July 5, 2002 Page 7 Comparison of Storage Methods It is difficult to directly compare storage methods because they are so different. Advantages, disadvantages, and some details are listed below. On-site Paper File Storage Available storage space is limited. · Floor space of the new Village Halls costs about $175 per square foot to build, but adding floor space is not an option due to construction cost constraints. · Retrieval time to locate a file can be long depending on its location. · There are no backups if documents are destroyed in a fire or other disaster. Off-site Storage · Storage space costs about $.33 per cubic foot per month for paper files and $250 per cubic foot per month for CD storage. There is a minimum monthly fee of $751 · There is a cost of about $2.40 per cubic foot or $3.60 per file to retdeve records from storage or return records to storage. Putting a rush on the service raises the price to $4.80 per cubic foot or $4.80 per file. · Destruction of documents includes preparation, documentation, and shredding, and costs about $1.50 per cubic foot plus retrieval costs. (Prices quoted are from Iron Mountain.) Microfiche · The creation of microfiche must be outsourced. Building spends $2500-$3000 per year on microfiche, and Planning generally spends about $1500 per year but they sent out thirty-four boxes last year for $5000. Fire spent about $840 last year to microfiche three boxes of files. · Retrieval time is generally higher for microfiche than on-site paper files or document imaging files, but it is lower than off-site paper files. · The company that creates the microfiche generally keeps a copy for us in offsite storage for disaster recovery. · Space requirements are less than the requirements for paper files. · Microfiche documents can be directly converted to LaserFiche. LaserFiche · Retrieval is fast. · Documents are searchable. · No departmental space is needed. · Documents can be easily retrieved from anywhere on the Village network. · Paper can be saved if by putting documents directly into document imaging without printing them first. · Disaster recovery methods are provided. If the files are on a hard disk there is always a tape backup. If files were archived to CD, a backup CD would be created and stored offsite. · Document imaging is an archival system and is not well suited to documents that will be modified. · Any microfiche document can be converted to LaserFiche to reduce storage needs and to make searching easier. I:\Doclmaging\Doc Imaging - Record Retention,DOC Electronic Document Imaging/Record Retention July 5, 2002 Page 8 Recommendations General · Any document should always be readable in at least two formats before destroying the original or removing it from a document imaging server. Those formats can both be electronic but should not be copies of the same file in case the file is corrupted. If both files are in the same electronic format it should be in a standard format that can be read by different software applications. Otherwise one format could be microfiche. · Departments need a method to force them to purge their documents on a timely manner. Electronic storage · Any documents that are kept indefinitely should be converted into an electronic format. · Any documents with a retention requirement of five years or more should be considered for conversion into an electronic format. · Any documents that could be cross-referenced t© make retrieval easier should be considered for conversion into an electronic format. Public Works documents that could be filed under more than one name are good candidates for LaserFiche. · Documents that could be tied together with common index names, like Fire's MSDS sheets and inspection reports, should be considered for conversion to LaserFiche. · Any documents that are expected to be modified should not be converted to LaserFiche. · Consideration should be given to entering timesheets into LaserFiche to allow users to view by department. This would eliminate the need for multiple copies to be retained in different departments. · Most electronic documents should be stored in LaserFiche. Some departments, such as Finance, might find that other systems, like COLD, are better suited to their needs. If so, they should discuss the options with IT. · LaserFiche should be upgraded to the current version before usage is expanded to other departments. Microfiche · Microfiche is still a suitable solution and might be selected for consistency with existing documents. · Any document currently on microfiche could be converted to LaserFiche as well. Electronic Inventories for Boxed Records Currently most departments have inventories of their records but their methods are varied. Some are Word documents, some are Excel spreadsheets, and some are Access databases. A database could make the retention cycle easier. Included in the database would be the an assigned box number, type of 'record, creation date, destruction date, the location of the record, and checkout information. The box number would be simple. Each department would have a code number (for example, Village Manager = 1). The box number would consist of the department code number and a sequential number (for example, the Managers office could have box number 1-1) The location of boxes could also be coded out. The shelves or floor would be assigned a number letter location code. For example if the box is location at Public Works the location could be PW- I:\Doclmaging\Doc Imaging - Record Reten~n. DOC Electronic Document Imaging/Record Retention July 5, 2002 Page 9 2A3; PW=Public Works, 2=second rack of shelving, A= first shelf on the rack; 3 = third location on shelf. When it's time to purge, a search could be done on the database to generate a report of those boxes that needed to be destroyed. The report would include the box number and location, which would make the purge quite efficient. Proposed Timeline and Costs to Expand LaserFiche Currently LaserFiche sits on the web server for two reasons. 1) The initial purpose was to make documents available on the Village web site. 2) There was not another server available to be accessed by all departments since each of the file servers is department specific. Although LaserFiche security is very good, the web server may not necessarily be the best location for departmental files. A new SQL version of LaserFiche provides the ability for one copy of LaserFiche to store files in separate databases on separate servers. The Village could continue to run LaserFiche from the web server but run SQL on a different server. It is desirable to expand LaserFiche as soon as possible so there is time to implement the system and begin padng files down to size before moving into the new Village Hall. Although the Village has a software contract to keep the basic LaserFiche software current, an upgrade to the SQL version of the software are required to provide needed services. Aisc there are additional modules that could benefit the Village. Costs are listed below. They are divided into Initial Software Needs, Useful Add-ons, and User Licenses and Hardware. LaserFiche Upgrades Initial Software Needs Price Annual Support Microsoft SQL 2000 (per pmcessor.![cense) $5000 SQL Version Upgrade - upgrades to LF for SQL Version 6, $2500 includes migration utility Audit Trail Module - logs who accessed documents and $7995 $2750 how often Installation $850/day (Estimate 2 days for database $1700 conversion) Investment fo.~' basic upgrade $17,195 $2750 Useful Add-ons Zone OCR Module - uses defined areas on forms to $4995 $995 populate templates (including .index fields) CD Plus Module - creates portable volumes. Reader is not $3795 $1590 required. Good for archives that are no longer accessed online. Good for distributing documents outside the network (e.g. agenda packets) Universal Capture - allows images from scanners to be $1495 $390 pulled directly into LaserFiche Investment with added options $27,480 $5725 User Licenses and Hardware Additional User Licenses $500 ea. $150 ea. Document Scanner $6300 ea. Wide Format Plan Scanner $10,000 - $20,0O0 I:\Doclrnaging\Doc Imaging - Record Retention.DOC lectronic Document Imaging/Record Retention July 5, 2002 Page 10 Microsoft SQL 2000 and the LaserFiche SQL Version Upgrade would be needed initially. The Audit Trail Module would be needed before security-sensitive police documents are scanned. The Zone OCR Module would be especially useful to departments scanning large backlogs of files because it would automatically fill in index fields from ,the text on the original. The CD Plus Module would provide a means to publish LaserFiche documents to a CD without requiring special software to read the documents. Universal Capture provides a means for full-sized scanned images to be pulled directly into LaserFiche. Vendor assistance may be needed to migrate the database to the SQL version. The Village currently has five LaserFiche user licenses. Additional licenses can be purchased as needed. Other than the license, each department needs a scanner to begin, except Police who already have a scanner. The wide format plan scanner is included in the list but it may be desirable to outsource plan scanning. LaserFiche's GIS module is not yet available and therefore pricing is not known at this time. Black and white wide-format plan scanners run from $10,000 to $20,000. LaserFiche COLD is currently a separate application from document imaging, but in the future LaserFiche expects to have a version that will run within LaserFiche document imaging. Prices for the new version are not yet available, but the costs to for the current version start at $9,995 plus $2,790/year for annual support. Conclusion Storage space has become scarce and a solution is needed to reduce space requirements, especially for Community Development, Finance and Police. Timing is especially critical to the departments that will be short on storage space in the new Village Hall. The problem is best addressed with a combination of solutions. First, departmental staff needs to find time to purge their documents on a regular basis. Second, boxed files should be cleady coded and each department should keep an electronic inventory of the boxes. Third, files should be archived to an electronic format where feasible and as the law permits. LaserFiche should be used where ~beneficial to improve search and retrieval time. Feel free to contact either one of us with questions or comments. Kimberly Dewis Deputy Village Clerk Joan Middleton MIS Coordinator I:\Doclmaging\Doc Imaging - Record Retention. DOC INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: BACKGROUND VILLAGE MANAGER MICHAEL E. JANONIS DIRECTOR OF PUBLIC WORKS OCTOBER 15, 2003 2003/2004 ROAD SALT CONTRACT As you are aware, we routinely purchase road salt for our winter snow and ice control efforts through the State of Illinois Joint Purchasing Program. It has been our experience that vendors supplying salt for this program have consistently maintained adequate stockpiles and offered acceptable delivery terms at competitive prices. The only exception was Detroit Salt Company who defaulted in 2000/2001; they may no longer bid this contract. During 2000/2001 we purchased road salt from the Morton Salt Company on an emergency basis. This year, the state contract for road salt was awarded to the Morton International Inc., Morton Salt Division, in Chicago, IL. As in the past, deliveries are guaranteed not to exceed seven calendar days from time of order to actual delivery. The rate is $29.89 per ton, delivered - last years rate was $31.96 per ton. We anticipate that we will use approximately 4,000 tons of salt this winter. Below is a chart of salt costs, usage and total dollars expended for the past three years, plus the number of times crews actually applied salt or plowed the village streets. SnowSeason I IDOT. Supplier Cost/Ton Tons Purchased Total Expended Salting Plowing 2000/2001 Detroit Salt $25.61 5,100 $130,611.00 33 22 2001/2002 IMC Salt $31.96 2,793 $ 89,264.28 18 7 2002/2003 North American $31.96 4,137 $132,218.52 25 7 Salt 2003/2004 Morton Salt $29.89 Est. 4,000 tons $119,560 ? ? X:\files\frontoff~streets\stsalt2003.4 003/2004 ROAD SALT CONTRACT October 15, 2003 Page 2 RECOMMENDATION It is my recommendation that the Village participate in the State of Illinois Joint Purchasing Program for road salt during the 2003/2004-winter season. Funding for this proposed contract will come from account number 0505105-570540 ($31,019.87 - funds remaining in the 2003 budget), In addition, funds have also been requested in the 2004 proposed budget: $115,895 account number 0505105~570540, and $11,725 in account number 0015108-570540. The total funds available for the 2003/2004~winter season are $158,640. With your concurrence, please forward this to the Village Board for their approval. pb c: file X:\files\frontoff~streets~stsalt2003.4 Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL E. JANONIS SUPERINTENDENT OF STREETS & BUILDINGS OCTOBER 9, 2003 PUBLIC BUILDING CLEANING CONTRACT EXTENSION RECOMMENDATION BACKGROUND Our current public building cleaning contract bid is for a three-year (2000-2003) term with Crystal Maintenance Services Corp. and is scheduled to end October 22, 2003. This contract provides cleaning at the following buildings: Village Hall, Police & Fire (including above and underground parking lots), Public Works, Railroad Station, 550 Business Center Drive (temporary Senior Cemer), Pistol Range and Police - Randhurst Satellite office. Police & Fire is the only building that has a full time day porter position; the other buildings are cleaned at night or early evenings. The current pricing per building is: Village Hall Police & Fire (including parking garage) Railroad Depot Senior Center (550 BCD) Pistol Range Randhurst Satellite Office Public Works TOTAL $ 980.00 $3,305.00 $ 290.00 $ 900.00 $ 220.00 $ 105.00 $ 790.00 $C590.00 per month X:\users\pbures\word\bldg\CLEANCON2000-3.REC age two... Public Building Cleaning Contract Extension Recommendation October 9, 2003 DISCUSSION An important part of the cleaning contract bidding process is a walk thru of all the public buildings with the potential contractors prior to the bid opening. Because the new Village Hall will not be completed until July 2004, it would difficult for contractors to bid a new three-year cleaning contract without being able to walk through the new Village Hall. Therefore, I am recommending extending the current cleaning contact until such walk through visits can be arranged. Crystal Maintenance has performed satisfactory work for the past three years and has agreed to maintain their current pricing through July 2004. Crystal Maintenance Company is also a local company located at 1699 Wall Street in Mount Prospect. I will be preparing the new contract specification over the next several months and will mail the bidding documents to potential contractors in March of 2004, conduct the building walk through in April 2004 and have the bid opening in May 2004. The new contract will start with the opening of the new Village Hall. RECOMMENDATION I therefore recommend the Village Board approve a contract extension with Crystal Maintenance Services Corp. until July 31, 2004 at their current monthly contract prices of $6,590.00 per month. There are sufficient funds for this cleaning service contract extension in both the current 2003 budget and proposed 2004 budget. Paul Bures Superintendent of Streets & Buildings Director of Public Works pb Director of Public Works Glen R. Andler Deputy Director of Public Works Sean Dorsey file X:\users\pbures\word\bldg\CLEANCON2000-3.REC ~*-~~.-~~~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: DEPUTY DIRECTOR OF PUBLIC WORKS DATE: OCTOBER 10, 2003 SUB J: WELLER CREEK STREAMBANK STABILIZATION PHASE 2 CHANGE ORDER NO. 2 Background As you are aware, last May two (2) recently improved areas of Weller Creek streambank failed following heavy rain events. These areas are denoted at right. Figure 1 is the area on the north bank behind 103, 105, 107, and 109 West Berkshire Lane. Figure 2 depicts the failure on the south bank behind 202, 204, and 206 West Hiawatha Trail. Attachment A contains my initial communiqub on this matter and offers further background On the cause and scope of these failures. Figures 3, 4, and 5 on page 2 contain photographs of the failed areas taken shortly after discovery. It is relevant to observe that these areas have since been temporarily backfilled and regraded to prevent further erosion. Consequently, current examination of these sites will reveal less drastic circumstances than suggested by the photographs. However, even these temporary repairs have begun to crack and slough along shear lines. Repeated failure of these slopes appears certain. It is also poignant to note that these same areas previously failed following heavy rains during the summer of 2002. These failures occurred while the project was under construction and were repaired by the contractor acting within the scope of the original contract. Both of the failure areas were originally designed to feature bioengineering treatments such as a-jacks, flood tolerant grasses, and vegetated Figure 1 Figure 2 Page 2 of 3 September '10, 2003 Weller Creek Streambank Stabilization Phase 2 Change Order No. 2 Figure 3: B/H 109 W. Berkshire geogdd. The initial repairs retained the bioengineering concept but included an emphasis on the more structural elements such as vegetated geogrid and open-celled articulated concrete block revetment matting. Unfortunately, these efforts were unsuccessful. Problem Statement It is the opinion of staff that these bank failures have occurred due to the existence of pervasive veins of running sand and silty soil. There is substantial evidence that these sandy, silty soils become structurally unstable during high moisture conditions and have a tendency to fail. Since there is limited reom to further flatten the slopes, and repeated attempts to stabilize these slopes with bioengineering treatments have failed, staff has concluded that the failed slope areas must be repaired with a "hard engineering" solution such as a driven sheet- pile retaining wall. Discussion Repairing the failed banks with a retaining wall will require the installation of an additional 14,155 square feet of sheet pile. The estimated cost to perform this work is $280,000. This estimate includes ancillary tasks such as backfilling, regrading, and seeding necessary to provide a finished and aesthetically pleasing job. This cost was calculated utilizing unit costs in the existing Weller Creek Streambank Stabilization Project Phase 2 contract between the Village and the Thomas Madden Company of Carol Stream, Illinois. A detailed cost estimate is included in Attachment B. Figure 4: BIH 204 E. Hiawatha .~ .....;-~,._ ,,~'_.",..L:~. Figure 5: B/H 206 E. Hiawatha Staff proposes to repair the failed bank areas by installing sheet pile retaining walls in place of the bioengineering treatments. Figure 6 on the following page depicts a standard sheet pile wall installation. The sheet pile retaining walls will resemble the sheet pile retaining walls already installed elsewhere in Weller Creek. This work will involve removal of the existing .bioengineering treatments in the failed areas. The creek contractor, The Thomas Madden Company, has agreed to install the additional sheet pile retaining wall at existing contract unit costs. age 3 of 3 September 10, 2003 Weller Creek Streambank Stabilization Phase 2 Change Order No. 2 To date, the Village has paid the Thomas Madden Company $1,883,122 to stabilize 4,600 LF of Weller Creek between Route 83 and Main Street and between Emerson Street and School Street. $1,000,000 came from an Illinois Department of Natural Resources grant secured by State Representative Carolyn Krause. The U.S. Army Corps of Engineers has approved a permit revision to allow the installation of sheet pile retaining wall to repair failed, but previously approved, bioengineering treatments. Recommendation It is the recommendation of staff that the Village Board be petitioned to authorize an $280.000 increase in the contract 1 Figure 6: Typical Cross Section View of Sheet Pile Retaining Wall installation award to the Thomas Madden Company for the Weller Creek Streambank Stabilization Project Phase 2. This increase will facilitate the installation of 14,155 SF of additional sheet pile retaining wall to protect failed slopes behind 103-109 West Berkshire and 202 - 206 East Hiawatha. Sufficient funds for this proposed increase can be made available in the Flood Control Construction Fund. Staff proposes to facilitate this expenditure by deferring proposed overland flooding projects slated for future programming. Specifically, we recommend deferring construction of the Prospect Meadows Storm Sewer Improvements currently slated for 2004 and 2005. No sanitary sewer improvements will be affected by this deferral. All sanitary sewer surcharging projects proposed for the Flood Control Construction Fund have been completed. Sean P. Dorsey Director of Public Works Attachment A ..... Original Message ..... From: Dorsey, Sean Sent: Thursday, May 29, 2003 8:40 PM To: 3anonis, Mike Cc: Andler, Glen Subject: Weller Creek Mike: I believe Glen has mentioned to you that we have experienced some bank failures along the Weller Creek Phase 2 project area. In case you have not had the opportunity to visit the site, I have taken the liberty of attaching some photos of the failure areas. Picture 1 depicts a failure along the north bank of the creek behind 107 West Berkshire Lane. We believe that most of this damage was caused by a high volume of water draining overland off of the adjacent backyards. We also believe that the soils were ~veakened by a higher than normal volume of water draining through the banks via sand and loam veins. The fact that the prairie grasses with expansive root systems intended to hold the bank in place had not yet been established also contributed to the damage. Picture 2 depicts a failure along the south side of Weller Creek behind 202 East Hiawatha Trail. Factors contributing to this failure include high water content in bank soils, sandy, loamy soils, poorly established grass, and a very steep slope. Picture 3 depicts another failure behind 204 and 206 East Hiawatha Trail. This failure is just east of the Picture 2 site. Contributing factors are similar to the failures at the other two sites. It is also significant to note that this particular stretch of creek failed after a 50-year storm event last August. Our design engineer, Earth Tech, had recommended stabilizing the base of the slope with articulated conrete block revetment mats to lend a structural element to the slope. As evidenced by the photo, this fix did not work. This stretch of bank has extremely high water content. We have met with Earth Tech to discuss these failures and they are working to draft repair solutions for each site. The contractor, Thomas Madden Co. is still under contract and has not yet reached final completion. We have spoken with adjacent homeowners and advised them of our plans to redesign the bank stabilization solutions near their homes. These failures aside, the rest of the project area has weathered the winter and heavy spring rains very well. Attachment B Mount Prospect Public Works Department Weller Creek Streambank Stabilization Project Repair September-03 I Item I Quantity I Unit t Unit Price I Total I Sheet Pile Retaining Wall 14155 SF $14.20 $201,001.00 Earth Excavation 393 CY $28.00 $11,004.00 Embankment- borrowed 389 CY $16.00 $6,224.00 Rip Rap A4 w/grout 1576 SF $16.00 $25,216.00 Seeding 1400 SY $2.00 $2,800.00 Permanent Erosion Control Blanket 1400 SY $3.001 $4,200.00 Remove/Restore Pedestrian Bridge 1 LS $10,000.00 $10,000.00 Remove/Replace Fences 102 LF $3.00 $306.00 Remove A-jacks 570 LF $25.00; $14,250.00 Landscape Restoration $5,000.00 Total: $280,001.001