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Home My WebLink About6. MANAGERS REPORT 12/02/03CHF 03-400 Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: MICHAEL E. JANONIS, VILLAGE MANAGER POLICE CHIEF NOVEMBER 19, 2003 REQUEST TO PURCHASE NINE (9) FORD INTERCEPTOR PATROL SQUAD CARS ($200,250) AND ONE (1) CHEVROLET IMPALA DETECTIVE CAR ($17,500). REQUEST TO PURCHASE NINE (9) 2004 FoRD INTERCEPTOR MARKED PATROL SQUAD CARS Background Information on the Marked Police Patrol Squad Car Fleet In 2000 the police department began purchasing Ford Interceptor marked patrol squad cars as replacements for the discontinued Chevrolet Caprice squad cars. The department completed the transition to an all Ford fleet of marked patrol squad cars the next year. This purchase marks the beginning of the third rotation of the Ford marked patrol squad car fleet. In the time they have been in service the Ford Interceptors have proven to be well suited to police patrol operations. An evaluation of the Interceptor's acceleration, braking, turning and maneuvering capabilities indicates it meets all of the department's emergency and pursuit driving requirements. Being a large, full frame vehicle the Interceptor easily accommodates the in-car computer, mobile video recorder and police radios that are installed in the front seat area while also providing ample room to safely and effectively transport prisoners in the back seat area. Finally, the Public Works mechanics are satisfied with the Interceptor's durability and reliability, with the warranty and repair services provided by Ford dealers and with Ford's responsiveness to recommendations for vehicle improvements in subsequent model years. Alternative Squad Car At this time the only alternative "full size" police pursuit vehicle package is the chevrolet Impala. Despite being sold as a "full size" vehicle the Impala actually is smaller than the Interceptor and thus does not accommodate people or equipment as well as the Ford Interceptor. In the coming years, Chevrolet has indicated it will be introducing a new Tahoe utility size squad car package and Chrysler will be marketing a new rear wheel drive, full-frame sedan squad car package. These vehicles will be considered for purchase if and when they become available. 1 Description of Purchase The Fleet Replacement Schedule indicates ten marked patrol squad cars are due for replacement in 2004. However, an assessment of the vehicles scheduled for replacement indicates two of the vehicles may be retained for an additional year of service. These two marked units, squads P-2 and P-13, are in good mechanical condition, have low mileage and display minimal body deterioration. Last month, squad P-9, a 2003 Ford Interceptor, was damaged beyond repair in a crash. The department would like to replace this squad with a 2004 model year Interceptor. Pending Village Board approval, this vehicle would be ordered for immediate delivery,. Recommendation The department is recommending the purchase of nine (9) Ford Interceptors for use as marked police patrol squad cars. The Ford Interceptor, in a police pursuit vehicle package, is available from Landmark Ford in Springfield under a State of Illinois bid award (#PSD4010495) at a cost of $22,250 per vehicle. As a comparison, last year the Village purchased replacement squad cars under the state award from the same dealer at a cost of $21,902 per vehicle. We are requesting the Village Board authorize the purchase of nine (9) Ford Interceptor police pursuit vehicles from Landmark Ford at a total cost not to exceed $200,250 under the pricing of the State of Illinois contract for police vehicles. The State of Illinois contract was awarded through a competitive bid process, and we are eligible to make purchases under the contract provisions. Funds are available for this expenditure in account #6707709-660123,_which is listed on page #302 of the 2004 Annual Budget (Proposed). The department's order will specify delivery- of one vehicle will be accepted immediately but delivery of the other eight vehicles will not be accepted prior to 1 January 2004. POLICE REQUEST TO PURCHASE ONE (1) 2004 CHEVROLET IMPALA UNMARKED DETECTIVE CAR Background Information on the Unmarked Detectives Cars The department replaces one of its fleet of nine unmarked staff (3) and detective (6) squad cars every year, if needed. Since 1998, the department has purchased smaller, front-wheel drive vehicles for staff and detective use. Currently six of the department's staff/detective cars are either Chevrolet Luminas or Chevrolet Impalas. The remaining three vehicles are older full-size Chevrolet Caprice sedans. The department is recommending the replacement of one of these vehicles, detective squad 1- 28, a 1996 Caprice. Life Cycle Cost Analysis The staff and detective cars are on a nine-year replacement cycle. No vehicle is recommended for replacement unless an independent assessment of the vebicle's condition, durability, and service history by public works personnel indicates replacement is warranted. Using these criteria, detective car 1-28, a 1996 Chevrolet Caprice with more than 90,000 miles, has been recommended for replacement in 2004. In January 2004, 1-28 will begin its ninth year of service. An attached spreadsheet displays the life cycle cost analysis for 1-28. It indicates the optimum economic replacement point for 1-28 was calculated at year two, while the modified replacement point was calculated at year three. 2 ecommendation The Chevrolet Impala sedan, in a police package, is available from Miles Chevrolet in Decatur, illinois under the State of Illinois bid award (#PSD4009557) at a cost ors 17,500. As a comparison, Iast year the Village purchased the same vehicle under the state bid from the same dealer at a cost of $17,940. Funds are available for this expenditure in account # 6707709-660123, which is listed on page #302 of the 2004 Annual Budget (Proposed). The department is requesting the Village Board authorize the police department to purchase one Chevrolet Impala at a cost not to exceed $17,500 under the pricing of the State of Illinois contract for police vehicles. The State of Illinois contract was awarded through a competitive bid process, and we are eligibIe to make purchases under the contract provisions. The department's order will specify delivery will not be accepted prior to 1 January 2004. Richard Eddington Chief of Police Attachments C~ Deputy Police Chief John Dahlberg Deputy Police Chief Ron Richardson Deputy Director of Public Works Sean Dorsey Public Works Vehicle Maintenance Superintendent Jim Guenther C cD 0 CD 0 0 0 0 0 cO · ¢2 o,. ,% MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 03-395 CONTROL NUMBER TO: FROM: SUBJECT: DATE: MICHAEL E. JANONIS, VILLAGE MANAGER RICHARD EDDINGTON, CHIEF OF POLICE NANCY MORGAN, HUMAN SERVICES DIRECTOR REQUEST FOR WAIVER OF BID AND APPROVAL TO THREE TOSHIBA COPY MACHINES NOVEMBER 18, 2003 Proposal The Police and Human Services Departments are requesting a waiver of the bid process to lease one Toshiba e-Studio 650 copy machine in 2003 and two Toshiba e-Studio 550 copy machines in 2004 from Imagetec in Des Plaines, Illinois. Background The Police Department budgeted funds in 2003 to replace the copy machine in the Records Section and in 2004 to replace the copy machine in the Patrol Section. The Human Services Department budgeted funds in 2004 to replace its copy machine. In 2002 representatives from the Police Department, the Fire Department and the Village Clerk's Office investigated the relative merits of purchasing verses leasing new copy machines, the cost benefits of combined purchases or leases, issues of standardization of equipment and the availablity of sufficient funding to pursue a common approach to acquiring new copy machines. After numerous meetings, which included discussions with the Village Attorney and the Village Manager, the department representatives concluded the Village's interests would be served best by leasing new copy machines of the same manufacture from the same vendor. The department representatives initially researched State of Illinois bid awards. Since the state bid award for copy machine leases only offered a two-year rental agreement, the department representatives sought out proposals from other vendors and found a better copy machine with more features at less cost than the state bid award copy machine. This copy machine was the Toshiba e-Studio 550 from Imagetec in Des Plaines. As the Village currently had three Toshiba copy machines in use the department representatives concluded the lease of the additional copy machines would continue the movement of the Village towards standardization of its copy machine resources. The Village Board concurred with the conclusions of the department representatives and approved their request to lease the Toshiba copy machines. For the current prOPosal, representatives of the Police and Human Services Departments reviewed the performance and costs of the copy machines leased to date and obtained updated pricing and contract information from Imagetec. This assessment indicated support for the Page 1 of 3 MOUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 03-395 CONTROL NUMBER continued use of Toshiba copy machines and for leasing them from Imagetec. Based on this assessment the Police and Human Services departments are recommending the process begun in 2002 be continued in 2003 and 2004 with the lease of three additional copy machines. It should be noted the only copy machine available under State contract is by a lease agreement that is substantially more expensive than the copy machines being proposed in this memorandum. Maintenance A.qreement Cost Analysis Maintenance agreement costs will be assessed according to the number of copies produced by the copy machines. Copy count projections are revised annually but the per copy rate will be fixed for the life of the lease. The contract includes unlimited service calls, preventative maintenance, travel, labor, all parts, drums, toner and develOper. Imagetec guarantees a 2 to 4- hour average response time for each service call. The maintenance agreement costs for the initial year of the lease are displayed on the last page of the attachment to this memorandum. In the year the Police Department has operated the Toshiba e-Studio 550 in the administrative offices, service has been requested only one time and Imagetec's response was in accordance with the contract provisions. By leasing three additional Toshiba copy machines from Imagetec, the Village also will be standardizing copy machine maintenance contracts. This is an important consideration as it may be possible to pool copy volume counts in the future and realize additional savings. Finally, there is an option to purchase the copy machines at the end of the lease periods. This option will be evaluated at the end of the agreements to determine the best value for the Village. Lease Payment Cost Analysis The cost of the lease payments for the Toshiba e-Studio 650 copy machine will be $12,452.04 over the course of the three-year lease. The cost of the lease payments for the Toshiba e- Studio 550 copy machines will be $9,927.00 per machine over the course of the three-year leases. The Toshiba e-Studio 650 is a being recommended for the Police Department Records Section because it is a faster, higher volume copy machine. Since the original lease arrangement, Imagetec has reconfigured its lease payment structure. As a result the net cost of the lease of the e-Studio 550 copy machines will be slightly less than the lease payments that currently are being paid. Recommendation Due to the fact that product and pricing under the State bid award is not advantageous for the Village, the Village is committed to standardizing its copy machine resources and the Toshiba copy machines already in service in the Village have proven to be reliable, durable and cost effective to operate, we are requesting a waiver of the bid process. In addition, the departments are requesting Village Board authorization to lease one Toshiba e-Studio 650 copy machine in 2003 and two Toshiba e-Studio 550 copy machines in 2004 through Imagetec in Des Plaines at an amount not to exceed $32,306.04 over the three-year lease period. Funds are available in the operating budgets of the two departments to initiate these leases and pay the service contract fees. This calculation does not include any revenue that may be realized from the sale of the copy machines being replaced. Page 2 of 3 OUNT PROSPECT POLICE DEPARTMENT FORMAL MEMORANDUM CHF 03-395 CONTROL NUMBER The funds are available in the individual department accounts listed below: Department Account Number Budge, t/Page Number Human Services Department 0013101-540200 2004/160 Police Department- Re~ords 0014101-540200 2003/178 P .ol, ice Department - Patrol 0014102-540200 2004/176 Chief of Police Na~y Morgan Human Services Director Attachment C: Deputy Chief Richardson Page 3 of 3 Proposal Prepared Village of Mount Prospect By: Janice Styrczula Account Manager 2340 River Road, Suite 130 Des Plaines, IL 60018 (847) 768-2153 Direct (847) 768-2444 Fax Mount Prospect Police Department (Records Division): Proposed Solution: To replace the current ]:BM unit with a streamlined solution that provides increased productivity, ease of use, similar features throughout the facility, and controlled costs. Toshiba e-Studio 650 Digital Imaging System Copier Configuration: · Toshiba e-Studio 650 Digital ]:maging System · 65 copies/prints per minute · 65 scans per minute · 4 Paper sources (3,600 Sheets Total) · 100-Sheet Stack Feed "Smart" By-pass Tray · 100-Sheet Automatic Reversing Document Feeder · 50-Sheet Stapling/Collating Finisher, 2 Tray, 4,000-Sheet Total Capacity · Stack-less Duplex Unit · 2,400 x 600 dpi Resolution · 40 GB Hard Disk Drive (Copier) · 32 MB RAM Print Controller Configuration: · GL 1020 Toshiba Print Controller · 256 MB Print Controller Memory · 40 GB Hard Disk Drive · Intel® Pentium® ]:]:]: 500 MHz Processor Speed · 600 x 2,400 dpi with Smoothing · 65ppm Print Speed · Standard Scan-to-File, Scan-to-Emaii, Scan-to- TWA[N, ]::Fax · PCL 5eTM, PCL 6TM, PostScript 3 Standard Optional: · 2 or 3 Hole-Punch Depending on Paper Orientation Investment Options (Records Division): Toshiba e-Studio 650: with Automatic Reversing Document Feeder, Duplex (2-sided copying), 4 Paper Sources, and Stapling Finisher/Collator. Includes delivery, installation, and unlimited training. 36 Months $345.89 $12,452.00 GL1020 Toshiba Print Controller with Scan Kit: allows network printing at 55 pages per minute and scan-to-file, scan- to-email, and scan-to-TWAIN at 65 pages per minute. Includes $300 networking fee. 36Months $55.56 $2,000.00 Hole Punch Option: 2 or 3-hole punch depending on page orientation. 36Months $11.11 $400.00 Mount Prospect Human Services Proposed Solution: To replace the current analog Toshiba with an advanced, digital solution that provides increased productivity, faster copy and print speeds, ease of use, similar features throughout the facility, and controlled costs. Toshiba e-Studio 560 Digital Imaging System Copier Configuration: · Toshiba e-Studio 550 Digital Imaging System · 55 copies/prints per minute · 65 scans per minute · 4 Paper sources (3,600 Sheets Total) · 100-Sheet Stack Feed "Smart" By-pass Tray · 100-Sheet Automatic Reversing Document Feeder · 50-Sheet Stapling/Collating Finisher, 2 Tray, 4,000-Sheet Total Capacity · Stack-less Duplex Unit · 2,400 x 600 dpi Resolution · 40 GB Hard Disk Drive (Copier) · 32 MB RAM Print Controller Configuration: · GL 1020 Toshiba Print Controller · 256 MB Print Controller Memory · 40 GB Hard Disk Drive · Intel® Pentium® III 500 MHz Processor Speed · 600 x 2,400 dpi with Smoothing · 65ppm Print Speed · Standard Scan-to-File, Scan-to-Email, Scan-to- TWA[N, I-Fax · PCL 5eTM, PCL 6TM, PostScript 3 Standard Optional; · 2 or 3 Hole-Punch Depending on Paper Orientation Investment Options (Human Services): Toshiba e-Studio 550: with Automatic Reversing Document Feeder, Duplex (2-sided copying), 4 Paper Sources, and Stapling Finisher/Collator. Includes delivery, installation, and unlimited training. 36 Months $275.75 $9,927.00 GL1020 Toshiba Print Controller with Scan Kit: allows network printing at 55 pages per minute and scan-to-file, scan- to-email, and scan-to-TWAIN at 65 pages per minute. Includes $300 networking fee. 36 Months $55.56 $2,000.00 Hole Punch Option: 2 or 3-hole punch depending on page orientation. 36Months $11.11 $400.00 Mount Prospect Police Department (Patrol Unit): Proposed Solution: To replace the current system with an advanced, digital solution that provides increased productivity, ease of use, similar features throughout the facility, and controlled costs. Copier Configuration: "oshiba e-Studio 550 Digital Imaging System · Toshiba e-Studio 550 Digital Imaging System · 55 copies/prints per minute · 65 scans per minute · 4 Paper sources (3,600 Sheets Total) · 100-Sheet Stack Feed "Smart" By-pass Tray · 100-Sheet Automatic Reversing Document Feeder · 50-Sheet Stapling/Collating Finisher, 2 Tray, 4,000-Sheet Total capacity · Stack-less Duplex Unit · 2,400 x 600 dPi ReSOlution · 40 GB Hard Disk Drive (Copier) · 32 MB RAM Print Controller Configuration: · GL 1020 Toshiba Print Controller · 256 MB Print Controller Memory · 40 GB Hard Disk Drive' · Intel® Pentium® II! 500 MHz Processor Speed · 600 x 2,400 dpi with Smoothing · 65ppm Print Speed · Standard Scan-to-File, Scan-to-Email, Scan-to- TWAIN, I-Fax · PCL 5eTM, PCL 6TM, PostScript 3 Standard Optional: · 2 or 3 Hole-Punch Depending on Paper Orientation Investment Options (Patrol Unit): Toshiba e-Studio 550: with Automatic Reversing Document Feeder, Duplex (2-sided copying), 4 Paper Sources, and Stapling Finisher/Collator. Includes delivery, installation, and unlimited training. 36 Months $275.75 $9,927.00 GL1020 Toshiba Print Controller with Scan Kit: allows network printing at 55 pages per minute and scan-to-file, scan- to-email, and scan-to-TWAIN at 65 pages per minute. Includes $300 networking fee. 36 Months $55.56 $2,000.00 Hole Punch Option: 2 or 3-hole punch depending on page orientation. 36Months $11.11 $400.00 Service All-inclusive copier service contract includes: unlimited service calls, preventative maintenance, travel, labor, all parts, drums, toner, and developer. Emergency service calls, during normal business hours, are also included at no additional charge. This contract excludes paper and staples. Imagetec guarantees a 2 to 4-hour average response time for each service call. Service contracts are valid for the stated copy allowance or one year, whichever comes first. Annual Copy Volume x $ .0085 Per Copy Mt. Prospect Police Dept. (Record Division) 145k -- $1,232.50 Mt. Prospect Public Works 80k = $680.00 Mt. Prospect Human Services 80k = $680.00 Mt. Prospect Police Dept. (Patrol Unit) 160k = $1,360.00 GL1020 Print Controller Maintenance Contact: includes unlimited service calls, replacement of GL1020 Print Controller, labor and travel. $549.82 each unit for 1st year Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: FROM: DATE: SUBJECT: VILLAGE MANAGER MICHAEL JANONIS PROJECT ENGINEER NOVEMBER 24, 2003 2004 TRAFFIC SIGNAL MAINTENANCE CONTRACT - NOT TO EXCEED $77,250 Background On December 3, 2002, the Village Board of Trustees approved a contract for maintenance of traffic signals that Mount Prospect is responsible to maintain. The contract was awarded to the low bidder, Aldridge Electric, for an amount not to exceed $140,170.00. Aldrldge Electric has been the Village's traffic signal maintenance contractor for the past five years. The contract allows the Village to offer a one-year extension under the same terms and conditions of the current contract. Else, the Village can go out for bids which may result in a new contractor and/or price increase. Aldridge Electric has become familiar with our traffic signals and been very responsive to Village needs and concerns. Staff has developed a good relationship with Aldridge Electric and believes retaining their services for an additional year will provide a smooth transition into next year. We received a good contract price in 2003 and we may have to pay a higher price should we go out for bids. We have contacted Aldridge Electric to determine their interest to provide maintenance of the Village's traffic signal system for the year 2004 at the 2003 contract prices. They indicated they would agree to this one-year extension. Recommendation This contract prices include the cost of routine traffic signal maintenance, scheduled equipment replacement and emergency signal repair resulting from accidents or equipment failure. It reflects the predictable cost of the routine work and establishes hourly prices for the unpredictable emergency repairs. The cost of emergency repairs resulting from accidents will be able to be offset by billing the offender for the damage in the event the offender is caught. I recommend approval of the contract extension with Aldridge Electric for the 2004 Traffic Signal Maintenance Contract in an amount not to exceed $77,250.00 to cover the cost of routine maintenance, potential emergency repairs and equipment upgrades. There are sufficient funds in the 2004 Budget (account code #0505405-540660) to cover this proposed traffic signal maintenance contract. age 2 &2 November 24, 2003 2004 Traffic Signal Maintenance Contract Please place this on the agenda for the December 2na Village Board Meeting. Matthew P. Lawrie I concur with the above recommendation. Dire~tor~P~er x:\files\engineer\trafficXsignalsX2003maintenaneeXextension_memo.doc