HomeMy WebLinkAbout7. MANAGERS REPORT 2/17/04
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.
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
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lREE CITY USA
TO:
VILLAGE MANAGER MICHAEL E. JANONIS L-~""'-
FROM:
FORESTRY/GROUNDS SUPERINTENDENT
DATE:
FEBRUARY 11,2004
SUBJECT:
BID RESULTS - SHADE TREE FUR..NISHING AND PLANTING - $54,105.00
BACKGROUND
Bids were recently opened for the provision and installation of parkway trees. Although budget cuts
forced us to eliminate this year's cost-share planting program, funds were appropriated for certain
other types of plantings. These include risk replacement trees, new construction plantings, ComEd
replacements, accident replacements and beautification plantings. As in the past, bid prices were
sought for 1-1/2",2",2-1/2" and larger trees. We also asked bidders to quote prices for "enhanced
planting sites" - larger pits with amended backfill - which we may order on a small number of trees
being planted in very poor soil. Bid prices are good through December, 2004.
BID RESULTS
Sealed bids for this contract were opened on February 3,2004. Thirteen invitational bids were mailed
and a notice to bidders \vas published in a local newspaper. Six bids were received. Bid results are
shown on the attachment. It should be noted that no one bidder submitted the low price on all
sizes/species requested. Note that I am recommending the rejection of one of the bids shown on the
attachment because the bidder did not supply the required information, as discussed below.
DISCUSSION
At times in the past we have experienced problems with landscape contractors submitting low bids on
many sizes/species without verifying that the trees are actually available for sale. Then, after offering
the trees to residents and placing our final order, we have learned that the trees are not available. This
has caused a great deal of inefficiency and last minute scrambling, plus it has the potential for resident
dissatisfaction. Therefore, for a number of years we have included a provision in our specifications
requiring landscape contractors to provide certification from their supplying nurseries stating that the
trees are actually available and grown in northern Illinois or Wisconsin.
One of this year's bidders, Sebert Landscaping Company, failed to provide that information, even after
being given a chance to forward same after the bid opening. Therefore, although their bid prices are
shown on the attachment, I am recommending that their bid be rejected.
At this time, we do not know the exact quantity, sizes and species we will need to order during the
coming year. However, from the bid results it appears that there will be enough trees available to
supply our planting programs.
Page 2 of 2
BID RECOlVIDENDA TION
There is a total of $54, 105.00 in various tree planting accounts in the 2004 budget: In the Cost
Recovery Account (page 234, account #0015203-540720) there is a total ofS49,105.00. Expenditures
from this account are offset by revenues collected from developers, ComEd and people who destroyed
trees in accidents.
Additionally, in the General Fund there is a total of $5,000.00 (page 235, $2,500.00 from account
#0015204-540714 and page 234, $2,500.00 from account #0015203-540710).
I recommend splitting the contract award among Arthur Weiler Inc., KGI Landscaping Company,
ReiDesigne Landscape Contractors, Mike Greco Landscaping and San Fillippo Landscaping. Total
expenditures for all purchases will not exceed $54,105.00 and each tree will be ordered from the
lowest bidder for that particular size and species.
I concur:
~~t-é¿¿'1 ~~ ~
~/ Sandy Clark
GLE . ANDLER
Director of Public Works
x: FORESTR Y\ WORD\2004\PLANT/MEMO-PL T -RECMD2.DOC
Bid Results - Shade Tree Furnishing and Planting
Bid Opening February 3, 2004
Available Available Available Available Available Available
Species DBH Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity
Arthur Weiler KGI Landscaping Mike Greco Lndscp. ReiDesigne San Filippo Sebert Land.
Hedge Maple 1.5" $180.00 25 $160.00 200 $230.00 50 $250.00 $205.00 7
2" $230.00 50 $245.00 250 $260.00 15 $320.00 $295.00 35 $285.00
2.5" $300.00 5 $300.00 50 $380.00 $305.00 55 $355.00
Autumn Blaze or Marmo Freeman Maple 1.5" $200.00 150 $160.00 25 $230.00 25 $295.00
2" $250.00 150 $260.00 25 $350.00 $305.00 115 $285.00
2.5" $375.00 150 $295.00 50 $410.00 $362.00 15 $355.00
Paperbark Maple 1.5" $225.00 2 $330.00
2" $300.00 3 $390.00 $470.00 15 $285.00
2.5" $400.00 5 $420.00 $314 (clump 15 $355.00
Purple blow Maple 1.5" $360.00
2" $410.00 $340.00 10 $285.00
2.5" $500.00 $400.00 19 $355.00
Greencolumn Black Maple 1.5" $160.00 300 $300.00 $205.00 4
2" $240.00 300 $360.00 $280.00 50 $285.00
2.5" $450.00 $355.00
Crimson King Norway Maple 1.5" $210.00 40 $170.00 800". $300.00 $299.00 10
2" $260.00 40 $260.00 900". $280.00 15 $350.00 $350.00 20 $285.00
2.5" $340.00 10 $450.00 $420.00 30 $355.00
Emerald Queen or Emerald Luster Norway Maple 1.5" $200.00 5 $140.00 350 $230.00 15 $310.00
2" $250.00 30 $240.00 50 $260.00 25 $350.00 $284.00 40 $302.00
2.5" $350.00 25 $295.00 25 $410.00 $325.00 21 $372.00
Columnar Norway Maple 1.5" $200.00 2 $170.00 100 $310.00
2" $250.00 7 $220.00 75 $355.00 $275.00 7 $285.00
2.5" $410.00 $335.00 12 $372.00
Cleveland Norway Maple 1.5" $170.00 100 $310.00 $196.00 5
2" $220.00 $355.00 $236.00 7 $285.00
2.5" $415.00 $372.00
Globe Norway Maple 1.5" $310.00
2" $360.00 $285.00
2.5" $410.00 $355.00
Green Mountain Sugar Maple 1.5" $210.00 30 $200.00 500 $240.00 10 $320.00
2" $260.00 25 $269.00 10 $390.00 $337.00 85 $285.00
2.5" $400.00 20 $430.00 $455.00 20 $372.00
Legacy Sugar Maple (tree form) 1.5" $320.00 $235.00 5
2" $355.00 $259.00 22 $302.00
2.5" $425.00 $372.00
X: FILES/FOR ESTRY IEXCEU2004/PLANT /BID-R ESUL T -SHEET XLS
Bid Results - Shade Tree Furnishing and Planting
Bid Opening February 3, 2004
Available Available Available Available Available Available
Species DBH Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity
Arthur Weiler KGI Landscaping Mike Greco Lndscp. ReiDesigne San Filippo Sebert Land.
Black Alder 1.5" $180.00 25 $330.00
2" $23000 25 $410.00 $288 (clump 8 $285.00
2.5" $460.00 $355.00
Forest Prince Serviceberry or A. Brillance (tree form) 1.5" $200.00 20 $240.00 50 $320.00 $295.00 4
2" $250.00 5 $420.00 $327.00 43 $311.00
2.5" $470.00 $355.00 3 $346.00
American Hornbeam 1.5" $200.00 7 $300.00 $245.00 5
2" $250.00 20 $350.00 $325.00 15 $285.00
2.5" $350.00 2 $450.00 $335.00 15 $355.00
Chicagoland or Windy City Hackberry 1.5" $200.00 45. $260.00
2" $250.00 100. $320.00 $300.00 225 $285.00
2.5" $350.00 50. $400.00 $320.00 65 $355.00
Katsura Tree 1.5" $410.00 239 (clump) 25
2" $475.00 $285.00
2.5" $575.00 $350.00 9 $372.00
Turkish Filbert 1.5" $200.00 40 $300.00
2" $250.00 35 $350.00 $315.00 69 $285.00
2.5" $350.00 5 $450.00 $380.00 23 $355.00
American Yellowwood (tree form) 1.5" $300.00
2" $350.00 $320.00
2.5" $400.00 $485.00 6 $399.00
Thornless Cockspur Hawthorn 1.5" $200.00 3 $230.00 15 $310.00 $239.00 10
2" $250.00 10 $260.00 20 $360.00 $265.00 60 $293.00
2.5" $350.00 4 $280.00 20 $420.00 $355.00 28 $355.00
Riversii Purple Beech 1.5" $320.00
2" $370.00 $330.00 23 $320.00
2.5" $430.00 $446.00 19 $390.00
Autumn Purple, Kleinburg, Skyline or Windy City 1.5" $200.00 50 $160.00 50 $300.00 $205.00 3
White Ash 2" $250.00 150 $250.00 50 $35000 $310.00 221 $285.00
2.5" $350.00 100 $295.00 25 $400.00 $339.00 21 $355.00
Marshall Seedless, Summit, Sherwood Glen 1.5" $170.00 50 $150.00 50 $300.00 $230.00 870
or Patmore Green Ash 2" $220.00 75 $200.00 50 $350.00 $236.00 656 $28500
2.5" $300.00 75 $250.00 50 $285.00 35 $400.00 $292.00 970 $355.00
Leprechaun Ash 1.5" $170.00 20 $240.00 10 $300.00 $218.00 7
2" $220.00 5 $285.00 20 $350.00 $245.00 14 $285.00
2.5" $300.00 8 $400.00 $280.00 25 $355.00
Cimmaron Ash 1.5" $170.00 5 $150.00 50 $300.00 $225.00 81
2" $220.00 5 $250.00 50 $350.00 $250.00 47 $285.00
2.5" $300.00 20 $300.00 50 $400.00 $290.00 73 $355.00
X: FILES/FOREST RY/EXCEU2004/PLANT /BID-RESUL T -SHEET .XLS
2
Bid Results - Shade Tree Furnishing and Planting
Bid Opening February 3, 2004
"
Available Available Available Available Available Available
Species DBH Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity
Arthur Weiler KGI Landscaping Mike Greco Lndscp. ReiDesigne San Filippo Sebert Land.
Blue Ash 1.5" $190.00 50 $275.00
2" . $250.00 75 $330.00 $285.00
2.5" $390.00 $372.00
Autumn Gold Ginkgo 1.5" $220.00 10 $320.00 $320.00 10
2" $300.00 10 $370.00 $345.00 30 $355.00
2.5" $430.00 $425.00
Princeton Sentry Ginkgo 1.5" $220.00 30 $320.00
2" $300.00 25 $370.00 $308.00 40 $355.00
2.5" $430.00 $370.00 9 $425.00
Skyline or Shademaster Honeylocust 1.5" $200.00 60 $140.00 25 $230.00 25 $300.00 $235.00 7
2" $250.00 15 $260.00 25 $350.00 $295.00 835 $285.00
2.5" $295.00 25 $400.00 $331.00 26 $355.00
Kentucky Coffee Tree 1.5" $200.00 40 $150.00 150 $245.00 10 $300.00 $197.00 4
2" $250.00 8 $275.00 10 $300.00 772 $285.00
2.5" $325.00 15 $335.00 305 $355.00
Tuliptree 1.5" $200.00 5 $320.00
2" $250.00 5 $370.00 $285.00
2.5" $420.00 $380.00 3 $355.00
Sentinel Crabapple (tree form) 1.5" $220.00
2" $270.00 $250.00
2.5" $350.00 $259.00
White Angel, Donald Wyman, or Ormiston Roy 1.5" $150.00 5 $140.00 200 $230.00 $195.00 4
Crabapple 2" $200.00 5 $280.00 $242.00 28 $250.00
2.5" $250.00 10 $360.00 $254.00 23 $259.00
Jackii Crabapple 1.5" $240.00
2" $290.00 $295.00 18 $250.00
2.5" $350.00 $259.00
Adams Crabapple (tree form) 1.5" $140.00 50 $240.00 $195.00 10
2" $200.00 190 $290.00 $245.00 173 $250.00
2.5" $226.00 50 $350.00 $340.00 20 $259.00
Prairifire Crabapple 1.5" $175.00 200 $140.00 400 $220.00 15 $235.00 $200.00 131
2" $225.00 50 $285.00 $240.00 100 $250.00
2.5" $345.00 $245.00 40 $259.00
Purple Prince Crabapple 1.5" $175.00 30 $260.00
2" $225.00 .40 $310.00 $295.00 2 $250.00
2.5" $360.00 $259.00
Red Jewel Crabapple 1.5" $175.00 35 $140.00 400 $235.00 $200.00 8
2" $225.00 35 $300.00 $240.00 198 $250.00
2.5" $300.00 5 $360.00 $245.00 20 $259.00
X: FILES/FORESTRY /EXCEU2004/PLANT /EJID.RESUL T -SHEET.XLS
3
Bid Results - Shade Tree Furnishing and Planting
Bid Opening February 3, 2004
Available Available Available Available Available Available
Species DBH Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity.
Arthur Weiler KGI Landscaping Mike Greco Lndscp. ReiDesigne San Filippo Sebert Land.
Adirondack Crabapple 1.5" $260.00
2" $320.00 $250.00
2.5" $380.00 $25000
Harvest Gold Crabapple 1.5" $175.00 8" $260.00
2" $225.00 10.. $320.00 $250.00
2.5" $300.00 3.. $380.00 $340.00 4 $250.00
Sugar Tyme Crabapple 1.5" $175.00 10 $210.00 15 $230.00 $200.00 55
2" $225.00 3 $235.00 15 $300.00 $228.00 45 $250.00
2.5" $265.00 10 $360.00 $238.00 15 $250.00
Dawn Redwood 1.5" $175.00 10 $250.00
2" $225.00 10 $300.00 $275.00 29 $285.00
2.5" $275.00 25 $360.00 $355.00
Blackgum 1.5" $300.00
2" $350.00 $400.00 7 $385.00
2.5" $420.00 $495.00 5 $355.00
Ironwood (Hophornbeam) 1.5" $200.00 10 $300.00
2" $250.00 3 $350.00 $355.00 11 $385.00
2.5" $410.00 $420.00 6 $355.00
Macho Amur Corktree 1.5" $390.00
2" $440.00 $385.00
2.5" $490.00 $355.00
Bloodgood London Planetree 1.5" $400.00
2" $460.00 $385.00
2.5" $500.00 $385.00 48 $355.00
Bradford or Autumn Blaze Callery Pear 1.5" $175.00 30 $260.00
2" $225.00 30 $200.00 45 $310.00 $268.00 40 $232.00
2.5" $275.00 $260.00 25 $370.00 $282.00 20 $293.00
Redspire Callery Pear 1.5" $280.00
2" $200.00 25 $325.00 $268.00 20 $232.00
2.5" $360.00 $295.00 15 $293.00
Chanticleer or Cleveland Select Callery Pear 1.5" $200.00 30 $150,00 25 $280.00 $195.00 3
2" $250.00 20 $200.00 50 $255.00 15 $325.00 $261.00 282 $23200
2.5" $300.00 75 $280.00 50 $370.00 $304.00 350 $293.00
Sawtooth Oak 1.5" $320.00
2" $370.00 $365.00 10 $285.00
2.5" $410.00 $425.00 2 $355.00
White Oak 1.5" $225.00 5 $320.00
2" $370.00 $285.00
2.5" $400.00 $455.00 2 $355.00
X:FILES/FORESTRY/EXCELl2004/PLANT/BID-RESUL T -SHEET.XLS
Bid Results - Shade Tree Furnishing and Planting
Bid Opening February 3, 2004
Available Available Available Available Available Available
Species DBH Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity
Arthur Weiler KGI Landscaping Mike Greco Lndscp. ReiDesigne San Filippo Sebert Land.
Northern Red Oak 1.5" $225.00 35 $320.00
2" $275.00 45 $375.00 $284.00 40 $285.00
2.5" $350.00 20 $425.00 . $400.00 60 $355.00
Shingle Oak 1.5" $225.00 30 $325.00
2" $275.00 40 $400.00 $280.00 165 $285.00
2.5" $350.00 15 $425.00 $330.00 35 $355.00
Bur Oak 1.5" $225.00 80 $300.00 $295.00 30
2" $275.00 30 $400.00 $310.00 62 $285.00
2.5" $350.00 75 $325.00 15 $450.00 $389.00 58 $355.00
Chinkapin Oak 1.5" $225.00 10 $320.00 $269.00 3
2" $275.00 20 $410.00 $280.00 170 $285.00
2.5" $350.00 5 $450.00 $305.00 30 $355.00
English Oak 1.5" $325.00
2" $430.00 $285.00
2.5" $450.00 $290.00 5 $355.00
Heritage Oak 1.5" . $300.00
2" $240.00 50 $400.00 $280.00 80 $285.00
2.5" $290.00 50 $450.00 $305.00 11 $355.00
Regal Prince Oak 1.5" $300.00
2" $400.00 $280.00 50 $285.00
2.5" $440.00 $305.00 33 $355.00
Schuetti Oak 1.5" $370.00
2" $265.00 25 $420.00 $290.00 97 $285.00
2.5" $325.00 20 $450.00 $305.00 61 $355.00
Chicago Blues' Black Locust 1.5" $350.00
2" $400.00 $345.00 60 $285.00
2.5" $450.00 $365.00 6"" $355.00
Ivory Silk Tree Lilac (tree form) 1.5" $200.00 50 ~225.00 25 $300.00 $205.00 26
2" $250.00 60 $245.00 25 $270.00 25 $400.00 $286.00 53 $285.00
2.5" $325.00 10 $450.00 $320.00 24 $355.00
China Snow Tree lilac (tree form) 1.5" $200.00 60 $310.00
2" $250.00 15 $410.00 $290.00 46 $285.00
2.5" $350.00 5 $460.00 $345.00 34 $355.00
Bald Cypress 1.5" $200.00 10 $250.00
2" $250.00 15 $180.00 100 $380.00 $215.00 5 $285.00
2.5" $350.00 8 $410.00 $355.00
Greenspire or Glenleven littleleaf Linden 1.5" $200.00 50 $140.00 15 $300.00 $197.00 5
2" $250.00 150 $200.00 20 $360.00 $280.00 60 $285.00
2.5" $350,00 75 $280.00 10 $410.00 $385.00 91 $355.00
X:FILES/FORESTRY/EXCELl2004/PLANTIBID-RESUL T -SHEET.XLS
Bid Results - Shade Tree Furnishing and Planting
. ,
Bid Opening February 3, 2004
Available Available Available Available Available Available
Species DBH Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity
. Arthur Weiler KGI Landscaping Mike Greco Lndscp. ReiDesigne San Filippo Sebert Land.
Summer Sprite Linden 1.5" $300.00
2" $350.00 $285.00
2.5" $400.00 $355.00
Redmond Linden 1.5" $200.00 25 $140.00 20 $300.00
2" $250.00 25 $220.00 20 $350.00 $289.00 4 $285.00
2.5" $350.00 60 $285.00 20 $295.00 15 $400.00 $365.00 55 $355.00
Sterling Silver Linden 1.5" $200.00 20 $170.00 10 $300.00
2" $250.00 30 $220.00 10 $350.00 $280.00 3 $285.00
2.5" $350.00 25 $290.00 10 $400.00 $405.00 5 $355.00
Douglas American Linden 1.5" $260.00
2" $220.00 400 $300.00 $285.00
2.5" $360.00 $355.00
Accolade American Elm 1.5" $200.00 10 $300.00 $225.00 48
2" $250,00 50 $350.00 $280.00 585 $285.00
2.5" $350.00 45 $395.00 $338.00 15 $355.00
Homestead Elm 1.5" $300.00
2" $350.00 $297.00 230 $285.00
2.5" $400.00 $355.00 46 $355.00
Frontier Elm 1.5" $300.00
2" $350.00 $280.00 511 $285.00
2.5" $400.00 $326.00 287 $355.00
Lacebark Elm 1.5" $290.00
2" $340.00 $345.00 15 $285.00
2.5" $395.00 $385.00 5 $355.00
Misc. and Larger Trees
Crimson King Norway Maple 3" $490.00 $454.00 16 $42500
4" $700.00 $640.00 9 $545.00
5" $850.00 $890.00 5
Emerald Queen Norway Maple 3" $490.00 $445.00 10 $425.00
4" $700.00 $555.00 2 $545.00
5" $850.00 $805.00 3
Columnar Norway Maple 3" $550.00 $425.00
4" $750.00 $545.00
5" $900.00 $870.00 1
Sugar Maple 3" $450.00 10 $540.00 $495.00 35 $425.00
4" $750.00 $630.00 12 $545.00
5" $900.00 $905.00 5
X:FILES/FORESTRY/EXCELl2004/PLANT /BID-RESUL T .SHEET XLS
'.
Bid Results - Shade Tree Furnishing and Planting
Bid Opening February 3, 2004
Available Available Available Available Available Available
Species DBH Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity Bid Price Quantity
Arthur Weiler KGI Landscaping Mike Greco Lndscp. ReiDesigne San Filippo Sebert Land.
Autumn Purple, Kleinburg, Skyline or Windy City 3" $475.00 10 $490.00 $383.00 20 $425.00
White Ash 4" $700.00 $63500 2 $54500
5" $850.00 $965.00 11
Marshall Seedless, Summit, Sherwood Glen or 3" $345.00 150 $420.00 $300.00 320 $425.00
Patmore Green Ash 4" $470.00 $351.00 15 $530.00
5" $820.00 $755.00 3
Blue Ash 3" $420.00 $495.00
4" $470.00 $545.00
5" $820.00
Skyline or Shademaster Honeylocust 3" $450.00 $373.00 10 $320.00
4" $510.00 $560.00 6 $405.00
5" $830.00 $805.00 1
Adams Crabapple 3" $460.00 $385.00 10 $320.00
4" $520.00 $495.00 6 $405.00
5" $830.00 $730.00 2
Prairifire Crabapple 3" $400.00 $320.00
4" $480.00 $405.00
5" $700.00
Purple Prince Crabapple 3" $400.00 $320.00
4" $480.00 $405.00
5" $700.00
Red Jewel Crabapple 3" $400.00 $385.00 3 $320.00
4" $480.00 $495.00 2 $405.00
5" $700.00 $730.00 2
White Angel, Donald Wyman or Ormiston Roy Craba 3" $400.00 $385.00 19 $320.00
4" $480.00 $405.00
5" $700.00
Bradford or Autumn Blaze Callery Pear 3" $375.00 40 $300.00 150 $400.00 $375.00 60 $320.00
4" $500.00 $540.00 11 $475.00
5" $710.00 $795.00 12
Redspire or Chanticleer Callery Pear 3" $375.00 25 $350.00 $340.00 140 $320.00
4" $480.00 $505.00 35 $475.00
5" $85000 $791.00 1
Greenspire little leaf linden 3" $400.00 50 $450.00 $460.00 90 $425.00
4" $630.00 $585.00 1 $615.00
5" $810.00 $875.00 8
Silver linden 3" $400.00 7 $450.00 $460.00 14
4" $630.00 $585.00 1
5" $810.00
X:FILES/FORESTRYfEXCEU2004/PLANT fBID-RESUL T -SHEET XLS
Bid Results - Shade Tree Furnishing and Planting
Bid Opening February 3, 2004
Available Available Available Available
Species DBH Bid Price Quantity Bid Price Bid Price Quantity Bid Price Quantity Bid Price Quantity
Arthur Weiler ReiDesigne San Filip 0 Sebert Land.
Additional Cost Per Tree for Enhanced Planting Sites
1-1/2" tree $50.00 5% $40.00 $20.00 $25.00 $80.00
2" tree $65.00 5% $65.00 $40.00 $35.00 $80.00
2-1/2" tree $75.00 5% $90.00 $60.00 $40.00 $80.00
3" tree $100.00 8% $150.00 $80.00 $45.00 $100.00
4" tree $150.00 8% $100.00 $55.00 $100.00
5" tree $200.00 10% $120.00 $65.00 $100.00
. Common Hackberry (not comparable to requested cultivar)
"Golden Raindrops (not comparable to requested cultivar)
... Royal Red
.."Purple Robe
X:FILESfFORESTRY/EXCEU2004/PLANTIBID-RESUL T -SHEET XLS
8
MOUNT PROSPECT POLICE DEPARTMENT
FORMAL MEMORANDUM
CHF 04-24
CONTROL NUMBER
FROM:
CHIEF OF POLICE
~,~~
z.JI1 ,b~
TO:
VILLAGE MANAGER
SUBJECT:
TRAFFIC STOP DATA COLLECTION SYSTEM
DATE:
JANUARY 29, 2004
Proposal
The Police Department is requesting Village Board authorization to purchase a complete
traffic stop data collection and management system. This request includes a request to waive
the bid process to purchase a document scanning and data collection system, including a
maintenance contract, from the Scantron Corporation. It includes also a request to purchase
additional system requirements, including a server, a personal computer workstation and
software, from other vendors. The total cost of the proposed traffic stop data collection
system would be $61,064.04.
Discussion
In March 2000, the Police Department committed to collecting traffic stop data to ensure the
continuation of nondiscriminatory law enforcement by department members and to promote
community support for the department and its officers. To this end, the department
developed a form and a Microsoft Access database to gather, track and analyze traffic stop
data. This commitment requires officers to complete traffic stop report (TSR) forms on all
traffic stops, collecting data such as driver's name, gender, ethnicity and type of violation.
Records clerks enter the TSR data into the Access database and command personnel
periodically review and analyze the data for indications of disparate or biased enforcement.
In January 2003, the Village entered into a Memorandum of Agreement (MOA) with the
United States Department of Justice that greatly expanded the department's traffic stop data
collection and analysis requirements, Specifically the MOA mandated the collection of a
greater amount of traffic stop data, including the collection of post stop search and seizure
information, and the development of a sophisticated traffic stop data analysis protocol. This
protocol would be used by command staff, as well as by the Department of Justice's police
practiçes consultants, to review and analyze the traffic enforcement practices of the
department's officers. Staff quickly realized its Access based system would not meet the
MOA requirements and an outside vendor would have to be contracted to develop a system
with the requisite c~pabilities.
This process became more problematic when, in January 2004, the State of Illinois also began
mandating the collection of traffic stop data. A new law specified all Illinois police
departments would have to collect specific traffic stop data and transmit it to the Illinois
Page 1 of 3
, r-
lVI0UNT PROSPECT POLICE DEPARTMENT
FORMAL MEMORANDUM
CH F 04-24
CONTROL NUMBER
Department of Transportation (IDOT) for analysis, Although the data required by the State of
Illinois and the Department of Justice is similar in many respects, there are substantial
differences in the type of data to be collected under each mandate. As staff determined it was
imperative that one data collection fonn be developed to meet both data collection mandates,
this further supported the department's need to contract an outside vendor.
After some initial research the department identified the Scantron Corporation as a leading
provider of complete document development and data scanning, collection and management
systems. The Scantron Corporation has a long history of meeting the traffic stop data
collection needs of state, county and municipal agencies on a national basis. From initial
contacts with Scantron representatives, staff determined Scantron could meet the department's
needs too.
For the past several months department staff and Scantron representatives have been working
together to develop a useful and complete data collection report form, identify and configure
hardware and software solutions, and construct statistical analysis matrixes that will meet the
requirements of the MOA, IDaT and the department. From this association, staff and the
Scantron representatives constructed a data collection and management system consisting of a
data entry form, a data collection scanning and verification component, a form archiving
capability, and data retention and analysis functionalities. Staff believes this configuration
can be used effectively at all levels of the department to meet its current traffic stop data
collection and management needs, Staff believes also this system has the flexibility to meet
future demands.
Cost Factors
The Scantron system, including form development and printing, hardware, software, training
is available at a cost of $50,998,00, A one-year maintenance contract from Scantron for
hardware and software support is included in the initial product cost. This contract wi 11 cost
$4,075.00 in future years. The Scantron quotation is attached to this memorandum for
reVIew.
The Scantron system requires the data collected to be stored on a scaled down server running
Microsoft Select SQL software. Scantron recommends specific requirements for this server
as well as for a personal computer workstation that must be linked to the Scantron scanner. It
will be necessary for the department to purchase a scaled down server, SQL software and
licensing, and a workstation to meet these additional system requirements. The server and
personal computer workstation are available from Dell at a cost of $4,211.92 on a competitive
quotation basis. The SQL software is available from ASAP Software under a State of Illinois
bid award at a cost of $3,896.13. The server data backup hardware and software is available
from CDW, the Village's preferred vendor, at a cost of$1,957.99. These additional costs add
up to $10,066.04 and bring the total cost of the Scantron based traffic stop data collection
system to $61,064.04.
Recommendation
Police staff recommends the purchase of the above listed system. Because of the reporting
mandates of the MOA and IDOT, time is of the essence in the procurement and
Page 2 of 3
MOUNT PROSPECT POLICE DEPARTMENT
FORMAL MEMORANDUM
CHF 04-24
l
I
CONTROL NUMBER
implementation of this traffic stop data collection system. Officers already are collecting the
requisite traffic stop data on draft copies of the proposed TSR fonn. Funds are available for
these purchases in the 2004 Annual Budget from the Northern Illinois Crime Lab account,
0014102-540390. The department discontinued its crime lab membership earlier this year.
Funds available in this account are $62,765.00.
If you have any questions, please feel free to contact me.
Attachment
c:
Finance Director
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Richard Eddington
Page 3 of 3
AUTOMATED DATA COLLECTION
A RECOMMENDATION FOR MT PROSPECT POLICE DEPARTlvJENT
Presented to:
Michael Semkiu, Administrative Commander
Mt. Prospect Police Department
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Presented by:
Rick Waning, Account Executive
(0) 800-722-6876 ext. 7774
(M) 269-369-9229
rick - waning@scantron.com
Scantron Corporation
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February 2, 2004
Confidential: For exclusive and interna1 review of M1. Prospect Police Dcpurt111èllt
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Table of Contents
Introduction
Mt. Prospect Police Department - Key Objectives
Mt. Prospect Police Department - Critical Success Criteria
Mt. Prospect Police Department Investment
Terms and Conditions
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Introduction
The key benefits of the Scantron Solution are:
'r Automated data entry for traffic stop fOTITIS and daily activity reports
".. Ability to store and retrieve documents electronically
); Ability to convert other manual data entered forms to automated process
Benefit 1
Given new requirement of gather traffic stop data for all encounters starting January 1, 2004
the automated solution wíl1 enable this informationto be quickly entered into data base greatly
reducing or eliminating manual data entry, This solution wil1 also enable other foffi1 data to be
entered such as the daily activity report,
Benefit 2
Document and be stored electronically and retrieved via multiple indexed fields on the form.
This will save time retrieving necessary foffi1s, eliminate lost forms and eliminate the cost of
paper document storage,
Thank you for your time and the opportunity to provide you with this proposal. The details of
the Scantron Solution are outlined in the pages that follow. We are confident that we can meet
your objectives while preparing your company for future growth, With our diversified
experience and superior product set, Scantron is well equipped to provide Mt. Prospect Police
Department the support and breadth of experience necessary to implement a successful Credit
Application solution.
SCANTRON CORPORATION
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Mt. Prospect Police Department - Key Objectives
The following outline the key objectives of an automated data capture solution:
.,. The system should be centralized in your records area
.,. Data captured from the applications needs to be exported to a new Data Base
and sent to mOT
., Daily volume is expected to be approximately 150 to 200 forms including
traffic stops and daily activity reports
Mt. Prospect Police Department - Critical Success Criteria
~ System must be implemented by mid-December
.,.. Mt. Prospect Police Department must have IS Staff available for installation
Solution Recommendations
Based on your key objectives and our data capture experience, Scantron recommends the
following solution for Mt. Prospect Police Department.
:r Imaging Software Enterprise System
., Implementation & Training Services
',-. Yearly Support
,.. Professional Services
SCANTRON CORPORATION
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Mt. Prospect Police Department's Investment
Imaging Software Solution
(1) Enterprise Base License
(1) Designer Licenses
(l) Reader Licenses
(2) Verifier Licenses
Legato ApplicationXtender
Single User Version
Implementation Services
Project Launch & Administration
Form Design $968
Professional Services Database and Report Development, not toexceed
$15,000
Installation $1,250
Training $6,750
Solution Hardware
42 ppm scanner
Simplex or Duplex
Ongoing Support
Annual Software Support & Maintenance $3,500
Hardware Maintenance $575
Forms Printing Quantity 30,000
Single sided Size i.e. 8 'I," x 11"
2/0 Color
[-part
Print in black ink and one other color
Sequential Numbering
Pads of 50
Bulk ship to one location
Quantity 40,000/$2,362
Quantity 30,000/$1,927
Quantity 20,000/$ 1 ,433
$14,500
$2,999
$23,968
$3,529
$4,075
$1,927
Total Investment
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$50,998
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Sample: Solution Overview
As an example for high volume Imaging Data Collection Systems, Scantron recommends the
following Enterprise System Configuration components:
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I i Y Scanner operatoj' I
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Document Preparation
.
Scan
Station
Fo'rm
Designer
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Data output
Redundant
Scanner
Recognition
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Verification
Application
Server
Image output
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Professional Services Group
Scantron's Professional Services Group is dedicated to the task of building, maintaining and
enhancing high-quality data collection solutions based on the Scantron Solutions platform, The
Professional Services Group's consultants have extensive experience with the design, construction
and ongoing implementation of data capture solutions. These solutions are implemented in a
multi-phase approach to ensure a successful and timely development effort. Each phase of
development focuses on a different aspect of the overall solution,
. Project
Administration
Installation
Training
Solutiòn
Transition
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Contract
Acceptance
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Form Design,
Printing &
Services
Project Launch & Administration
This phase will provide overal1 project management related to the implementation of the
Scantron Solution. Activities completed during this phase typically include conducting a
project kick off meeting to confirm customer contacts and requirements, creating an
implementation plan, order of equipment & software, and the handling of 'exception items'.
Project administration activities occur throughout al1 of the project phases to ensure timely
de1ivery of the solution,
Form Design, Printing & Professional Services
Forms design, printing and system design decisions are the single largest factors that influence
the eventual degree of success achieved with an automated data capture solution. The goal of
the phase activities is to arrive at an efficient form design that allows fields to be ready with the
highest level of accuracy as well as populate the recipient database according to customer
specifications,
Installation
The activities included in this phase surround preparing the physical components of the system
for the system components. Hardware procurement and construction, system software
installation, customer form migration and basic configuration testing are typical activities
conducted to prepare the customer's data col1ection solution for final testing and transition to
production. Scantron will require the customer's assistance during the installation and will
require full attention of your system personnel to ensure a successful installation
Trainin~
Training is an integral part of the solution. Training of key personnel ensures that the solution
will be implemented with the knowledge required to accomplish your data entry. Training is
required for many different types of users. Web, IS and Users must all understand the system
in order to maintain your in-house system
Solution Transition
After the installation and training procèss it is understood that you will assume the day to day
operation of the Data Capture System. Installation Service, Custom Form Development,
Professional Services, On-site Training, and our support 800 number have been developed for
you so that the you have al1 of the tools needed for production process of your in-house data
collection system.
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Ongoing Support
The Annual Support & Maintenance Service includes unlimited technical support for a year. Scantron wants to help
you get your system up to speed, Support is available from 5:30 AM to 4:30 PM Pacific Standard Time Monday
through Friday via phone, fax, e-mail and pager. Scantron is dedicated to dealing with system challenges in a timely
manner.
Technical Support Phone Number: 800-445-3141
Technical Support Fax Number: 949-639-7710
About Scantron Corporation
Scantron Corp. (www.scantron,com) is headquartered in Irvine, Calif., and is a \\'ho11y owned subsidiary of Atlanta-
based John H. Harland Company (NYSE:JH). Scantron is the acknowledged leader in data collection systems, testing
and assessment and hardware service and repair. The company has approximately 600 employees worldwide and
annual revenues exceeding $120 mil1ion, For three decades, Scantron has led the industry in data capture and
assessment systems designed primarily for education, Today, although the company is recognized globally for testing
and assessment technology, it also provides business, healthcare and government agencies with specialized data
capture tools, advanced imaging solutions and systems maintenance services. Most importantly, Scantron is renowned
for second-to-none customer care. In mapping its business growth, Scantron has adopted a solutions-oriented
approach to addressing business and govemment's most challenging problems, providing the private and public
sectors with technology that solves issues of national importance,
With expertise in data capture solutions, Scantron recently added imaging systems to its product line including a full
suite of products that have revolutionized the modem day office. Capabilities include software that converts form-
based hand print, machine print, check mark and bar code information into digital data along with a Web-based
management system used to automate intemal business forms.
Scantron Service Group is a nationwide maintenance and repair service provider with more than 43,000 contract
customers serviced from 92 strategically located metropolitan areas throughout the United States. The Service Group
also installs and maintains all Scantron hardware systems and interfacing computers, peripherals and supported
operating systems. From its earliest days as the original pioneer in classroom assessment, Scantron has continued its
time-honored tradition as a forerunner in providing support where it matters most. Three decades later, Scantron still
is at the forefront of some of to day's most important issues, providing solutions to some of the nations most difficult
and interesting challenges.
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DA T A COLLECTION STATEMENT OF \VORK
General Project ReQuirements
. A new data capture solution wi]] be instaJled at the City, State Offices ofMt. Prospect Po1ice Department
. The system wiJ] consist of the following:
One licensed seat for Networked Imaging Data CoJlection System
One additional licensed seats for Verifier
. The system wil1 be operated by Customer 8 hours per day, 5 days per week
. The Mt. Prospect Police Department operation staff required consists of one System Administrator and two full time Verifier
Operators
Proj ect Launch & Adn1inistration
Activities:
SCANTRON
.
Conduct project kick-off meeting
Review PO and deliverables along with timeline
Review process and introduce personnel
Scantron
X
X
X
Customer
.
.
General Administration
. Provide network and computer confirmation
. Schedule classroom training courses
. Obtain Customer acceptance upon completion of each phase
X
x
X
.
Provide a designated, fuJI-time "project leader" for communications, authorization, Customer staff supervision,
overall project ownership and coordination with Scantron project manager/senior consultant
Provide staff and resources (including facilities, forms, etc.) sufficient and competent to execute assigned
responsibilities per the implementation plan.
Provide Scantron technical personnel with supervised access to Customer systems and technology as required by
Scantron to execute assigned responsibilities per the implementation plan.
Supply the necessary physical environment including hardware, space for equipment, adequate AIC power and
phone lines, modem capability, and all network-cabling outlets. Also, supply an acceptable work area for Scantron
personnel while they are on-site.
.
Implementation
Customer .
Requirements
.
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Forn) Design & Professional Services
Activities:
Customer
Requirements
Forms DesÎf.!:ß
. Create one (J) Mt. Prospect Police Department form as a Traditional/arm
. Create validations and business rules
Scantron
X
X
Forms Printin2:
. Provide printed instrument
. Provide specific quantities
X
Export
.
Data will be exported to Access Database
x
Services
. Scantron Professional Services Team reviews requirements with customer
. Provides written summary of deljverables
. Timeline reviewed and agreed upon
X
X
X
Customer
X
x
X
.
.
Participate and be available for review of work
Provide ODBC drivers for database connection at entry of phase
Approve (sign-off) completed phase deliverables
ALL CUSTOMER DELIVERABLES MUST BE RECEIVED 21 DAYS BEFORE SERVICES TO BE
DELIVERED ON DESIRED DATE.
.
.
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Installation
Acti vities:
Input
. Images of the forms wil1 be provided to The Imaging System by scanner
Svstem Configuration
. Server & workstation procurement and assembly (per Scantron standards and
requirements)
. Network cabling procurement and assembly (per Scantron standards and requirements
- exterior only)
. System software installation and configuration (operating system, database package,
back-up system, dial-in software, etc.)
. Network installation and configuration
. Creation of a network domain and appropriate user 10gins
. Configuration of connectivity to existing Customer systems
. Installation of Imaging System primary workstations
. Installation and configuration of Imaging System workstation software
. Instal1ation and configuration of Customer forms and scripts
. Imaging System validation (Configuration of tuning parameters and Verifier
workstation environments, Tuning of NT/ performance and cache settings)
. Installation of ApplicationXtender
Output
. Exportation of images and index values to ApplicationXtender
Configuration Testing:
. Complete testing of network connections
. Perform back-up processes on fiJe server to ensure correct operation of system
back-up/restore software
. Complete testing of Imaging System Software InstalJation
. Demonstrate operation of image capture by scan
S,çantron
X
CustoD1cr
X
X
X
X
X
X
x
X
X
X
X
X
X
X
X
X
Duration
.
Staffing:
Delivery Timeframe:
One Scantron Technical Personnel
Agreed upon by customer and Scantron
Customer
Requirements
.
Prepare, if necessary, Customer installation site for equipment arrival (power, network connections fax lines, data
lines, etc.)
IS professional available for entire process.
.
.
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Training 3 Days
Activities:
Confi2uration
. Confirm instaJlation
. Confirm Training room and hardware is prepared
Seantron
Customer
X
X
Application
. Review agenda
. Complete training
8 Test Customer operating procedures and processes
8 Create general readiness rating for move to production
X
X
X
X
X
.
Staffing:
Delivery Timeframe:
One Scantron Project Manager/Senior ConsuItant (full-time)
Agreed on with Scantron. Normally 4 weeks form receipt of PO
Duration
.
.
Prepare site for installation (power, network connections, fax lines, data lines, etc.)
Have aJl trainees available for training time
All trainees must have working knowledge of windows, the mouse and basic data base knowledge,
Ensure Customer Verifier Operator staff member has basic Windows technical skiJls necessary to operate the
Imaging System
Ensure assigned Customer staff members designated to participate in Imaging System training courses attend such
courses at the specified time(s) and Iocation(s).
Approve (sign-off) completed phase deliverab]es
.
.
.
8
Customer
Requirements 8
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Solution Transition & On Going Suppoli
Activities:
Scantron
Customer
. Ongoing Support
. 1-800-445-3] 41 for Scantron support
Unlimited telephone support provided by Scantron Technical Support Professionals
5:30 am - 4:30 pm Pacific Time.
. Supportúì:scantron.com for on-line support
x
x
Additional Training or services
. Contact Account Representative
x
.
Customer takes over daily processing tasks
Customer takes over file management of the collected data and of the software
Complete Training requirements for personnel
Update system as suggested by Scantron
Customer.
Requirements.
.
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ESTIMA TED TIMELINE
(Confirmed once proposal is signed and Purchase Order is in the hands of Scantron Corporation)
DELIVERABLE
DATE
>- Software & Hardware
>- Custom Forms: (Steps required for delivery of Proofs and Forms)
0 Draft to Scantron Corporation
0 Proof provided by Customer
. 5 business days is the basic turnaround for a proof
. Size of form can extend graphics turnaround
0 Customer faxes approval to Scantron
0 Form goes to print
. 10 business days is the normal print delivery
. Quantity or type of form may extend delivery time
0 Ship to customer
. Time depends on shipping method
>- Professional Services: (Steps required for delive¡y of senices)
0 Mt. Prospect Police Depariment approved Professional Services requirements with Scantron
Corporation
0 Mt. Prospect Police Department approved Professional Services documentation
0 Mt. Prospect Police Department provides required deliverables to Scantron 21 days
before the Services are to be delivered to customer.
0 Target Services delivery date to Customer
>- Training/Installation:
0 Schedule training with Scantron Training coordinator
. Normal timeframe is 21 to 30 days after request
0 Schedule Customer IS group to be available for the entire
Installation session
0 Confirm that all hardware and software is available and ready
0 Confinn attendees for training & times for trainer to begin
0 Review Training agenda and offer feedback to training coordinator
0 If Custom Form is to be used during Training, discuss with coordinator
>- CUSTOMER IN-HOUSE KICK OFF (Recommended: for a smooth transition)
0 Review the training materials after training
0 Test each aspect of the system: Form Design, Scanning, Reading, Verification & Export
0 Pilot the full data collection process, Scan test forms, Read Verify and Export
0 Have each administrator practice, scanning, batch QC, and Verification
0 Review total Process flow of form and QC practices
0 Implement a successful data collection process
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Solution Authorization
Terms and Conditions
.
Terms are pre-paid, credit card or Net 3Q witha valid purchase order (with approved credit), credit card or check, to "Scantron"
Pricing does not include sales tax or shipping if applicable
Pricing includes travel expenses if applicable
Pricing is valid for 30 days unless extended in writing by Scantron
¡fthe scope of the project changes Scantron reserves the right, with customer approval, to make price, hardware and/or software
changes as well as adjust the deliverable date.
Services must be scheduled within six months of invoice date. Any unused time wi1l be forfeited. Scantron shall notify Mt.
Prospect Police Department of unused time one month prior to expiration date.
It is understood and agreed that each party shall have no liability for any indirect, incidental, special or consequential damages
(including loss of business, revenue, profits, use, data or other economic advantage) suffered by the other party or any third party,
even if that party has been previously advised of the possibility of such damages. Liability for damages for any claim whatsoever
sha11 be limited to the amount paid by Customer to Scantron for the Services, which are the subject matter of the c1aim in the one-
year period prior to the event-giving rise to such damages.
Skill requirements of customers: computer literate with a working knowledge of Windows OS and with experience
creating directories, folders, sub folders, etc.
.
.
.
.
.
.
.
I understand and accept the above terms for the Scantron Solution Proposa1. I will serve as the initial point of contact
regarding the scheduling of the Consulting Services work to be performed.
Authorized Signature
Date
Printed Name
PO #, Check # or Credit Card Number with Expiration
Company Name
Phone Number
E-Mail Address
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Workstation., Server., and Network Specifications
Server Requirements
. Intel Pentium III-based processor (Pentium III 800 or higher recommended)
. 512 MB of RAM or higher (128 MB required)
. CD-ROM drive
. 1 GB free hard drive space for complete installation (500 MB required)
. High quality network card (100 MB capacity is mandatory)
. \Vindows NT 4,0 Server (Service Pack 6a); Windows 2000 Advanced Server; Windows 2000 Server
Note: TELEform Enterprise is designed for a true Client/Server network environment. You
cannot use a Windows 98, 2000 or NT 4.0 workstation as your TELEform Server.
TELEform is not certified or supported to operate in a peer-to-peer networking environment.
Workstation Requirements
. Intel Pentium III-based processor (Pentium III 600 or higher recommended)
. 400 MB free hard drive space (200 MB required)
. 128 MB of RAM
. High quality 100 MB network card
. VGA color or better monitor
. CD-ROM drive
. Mouse or other pointing device
. Microsòft Windows 98 (Service Release 2); Microsoft Windows NT 4.0 workstation (Service Pack 6a);
Microsoft Windows 2000 Professional, Windows XP; Windows ME
. Compatible scanner, fax server and/or web server
Note: The Scantron data collection system uses a hardware key to manage licenses. The
solution will ship with a USB hardware key as the default choice! Software will be shipped
with a USB Port Key. The primary workstation needs a "free" USB port as well as have the
Operating System enabled to use USB connections. If a USB key cannot be used, a parallel
port key can be used instead but it must requested on your order.
Image Archive Workstation, Server, and Network Specifications
Legato ApplicationXtender Workstation Requirements
. Pentium 166 MHz or higher
. Minimum 32 MB RAM
. Microsoft Windows NT or 98 SE and higher (including Windows 2000)
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