The URL can be used to link to this page

Home My WebLink About7. Village Manager's Report 03/04/2014Mount 1 l� Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: PROJECT ENGINEER DATE: FEBRUARY 27, 2014 SUBJECT: 2014 STREET RESURFACING CONTRACT AWARD - $8,961,280 Background The goal of the Village's Street Resurfacing Program is to maintain an average 20 -year life for all Village streets. This requires that 6.8 miles of Village streets are resurfaced on a yearly basis. In addition to the 6.8 mile criteria, this year's program also includes 12.0 miles of streets that are considered `backlog' because of reduced funding in recent years. The reduced funding was a result of a decline in street improvement funds and MFT funds. This year's program is being funded through the street improvement fund and supplemented by a bond issue. Due to the size of this year's program it was to our advantage to delay the use of the MFT funds until next year so that the time necessary for the required IDOT review, approval, and necessary paperwork associated with the use of MFT funds could be eliminated and the plan and specification preparation could be streamlined to meet our project schedules. Bids Results A notice to bidders was published in a local newspaper. On February 24th, at 1:00 PM. sealed bids for the 2014 Street Resurfacing Program were publicly opened and read aloud. Five general contractors picked up the bid documents and three contractors submitted bids. The bids ranged from a low of $8,393,393.41 by Arrow Road Construction Company, to a high of $10,479,028.00 by Johnson Paving. The Engineer's estimate for the project is $9,292,817.00. Below is a summary of the bids. Bidders Total Bid Arrow Road Construction Co. $ 8,393,393.41 A Lamp Concrete Contractors, Inc $ 9,500,000.00 Johnson Paving Co. $10,479,028.00 Engineer's Estimate $ 9, 292, 817.00 PAGE 2 2014 STREET RESURFACING CONTRACT AWARD FEBRUARY 27, 2014 Discussion All bidders submitted Bid Bonds in the amount of 5% of their total bids as required by the Bid Documents. All bids were checked for accuracy. All bidders correctly signed their bids and bid bonds. The low bidder, Arrow Road Construction Co. has previously completed street improvements for the Village which included the 2012 and 2013 Street Resurfacing Programs. Arrow Road's work was acceptable. The Village budget limit for this project is $9,705,280.00. From this amount, $744,000.00 has been set aside for streets to be resurfaced as part of the Isabella Storm Drainage Improvement Project which leaves $8,961,280.00 as the available budget amount for streets remaining for this project. I recommend that the contract be awarded in an amount up to the available budget to allow for contingency in the contract quantities. Recommendation I recommend that the low bidder, Arrow Road Construction Co. be awarded the contract for the 2014 Street Resurfacing Program in the amount not to exceed $8,961,280.00. There are sufficient funds in the 2014 Budget to cover this proposed contract. Joel Michalik Mount Nl?/ Village of Mount Prospect Fire Department INTEROFFICE MEMORANDUM TO: MICHAEL E. JANONIS, VILLAGE MANAGER FROM: FIRE CHIEF DATE: FEBRUARY 24, 2014 SUBJECT: EXTRICATION EQUIPMENT PURCHASE Background The Fire Department is requesting Village Board approval to purchase new Genesis extrication equipment from Equipment Management Company located at 22824 W. Winchester Drive, Channahon, IL in an amount not to exceed $67,628. The Department's current hydraulic extrication equipment is 12 years old and does not perform effectively on many vehicles being manufactured today. Just as technology is always changing, so are the methods for manufacturing cars. Many cars are now being manufactured out of ultra high strength steel (UHSS) and other advanced metals. These metals are being used in up to 60 percent of the entire body structure of all new passenger vehicles and our current tools aren't as effective on UHSS. Extrication tools being manufactured today, however, are specifically designed with the force necessary to cut through these new materials. The Department's current battery operated spreader /cutter units are over seven years old. These units are becoming obsolete in terms of technology and are becoming cost prohibitive to keep in service. The units operate using a 24V NiCad battery, which develop a "memory" and should be completely discharged before they are charged again. This requirement has proven impractical given the Department's operational needs. The batteries in new extrication equipment utilize 28V Lithium -ion technology, which are low maintenance and can be recharged at any point without creating a "memory." Over the past two years, we have had to take several of the original batteries out of service as they will no longer hold a charge. The cost to replace each battery is $150. In addition, during this past year's preventative maintenance of these units, the service technician advised the Department that it will be very difficult to repair them in the future as the manufacturer is no longer making replacement parts for these units. Extrication Equipment Purchase February 24, 2014 Page 2 of 3 Proposed Purchase The proposed extrication equipment purchase can be broken down into two categories: 1. Replacement of the hydraulic power generator, spreaders and cutters on Engine 13 (vehicle 516). 2. Replacement of the battery operated combination spreader /cutter units on Engines 12 and 14 (vehicles 517 and 518) with separate spreaders and cutters for both engines as well Tower 13 (vehicle 530). The life expectancy of the new extrication equipment is 12 years. The manufacturer, however, recommends evaluating the equipment after seven years as a result of on- going changes in vehicle technology. The implementation of the new extrication equipment can be done in- house, with on- duty personnel. In addition, many of the vendors offer initial on -site training, which is included in the cost of the equipment. Equipment Evaluation The Fire Department's Tools and Equipment Committee researched various extrication equipment vendors. After reviewing the information from each vendor and speaking with neighboring departments, the Committee invited three vendors to demonstrate their equipment for approximately three hours apiece on "junk" cars that the Department obtained for its annual extrication training. This allowed the Committee ample time to utilize and evaluate each piece of equipment. The manufacturer of the Department's current extrication equipment, Holmatro, unfortunately could not provide the specified separate battery operated spreaders and cutters as they only manufacture a combination tool. In addition, the Holmatro tool still utilizes 24V NiCad batteries versus Genesis who uses a 28V Lithium -ion battery. Both the Genesis and Hurst tools outperformed the Holmatro tool in speed and force. While the Hurst tool provided good speed and sufficient force for cutting and spreading, their replacement batteries are four to five times more expensive than Genesis and must be special ordered. Genesis' replacement batteries can be purchased at most local hardware stores. While both the Genesis and Hurst hydraulic powered tools performed well, the Committee preferred the Genesis equipment for several reasons. First, the Genesis tools come with a handle that rotates 360 degrees. This allows firefighters to move their hand position to prevent them from getting pinched while performing cuts. Second, the Genesis hydraulic cutter has a titanium blade insert which if damaged while cutting can Extrication Equipment Purchase February 24, 2014 Page 3of3 be replaced without having to change out the entire blade. Lastly, the Genesis hydraulic cutter is over three pounds lighter than the Hurst and has an opening almost a full inch wider. The Genesis hydraulic spreader also has 74,000 pounds of force verses the Hurst which has only 57,000. Quotes The Tools and Equipment Committee asked each vendor to provide a quote for the specified extrication equipment. The total cost from each vendor is as follows: Manufacturer Total Cost Genesis $67,628 Holmatro (Unable to provide all equipment as outlined above) Hurst $67,940 Genesis offers "upgrade programs" which allows fire departments to trade -in their tools towards the purchase of new ones in the future Recommendation As a result of the extensive evaluation process and the quotes received, I recommend purchasing the Genesis brand extrication equipment from Equipment Management Company in an amount not to exceed $67,628. The quote is slightly higher than the budgeted amount due to the fact we need to replace the hydraulic lines from the generator to the reels and all existing hydraulic connections. I recommend that we utilize $65,000 available in account number 020.70.90.00.1.709.665.081 - Capital Improvement Budget, Extrication Equipment (page 317 in the 2014 budget), and $2,628 from the Department's operating budget. We have sufficient funds in account number 001.70.71.00.0.000.665.018 - Firefighting Equipment (page 221 of the 2014 budget). 66 J. Malcolm Attachment JM /hd H:\Administration \Clothing & Equipment \Equipment \Extrication Equipment \012314_VB Memo Equipment.docx Village of Mount Prospect Mount Prospect, Illinois INTEROFFICE MEMORANDUM TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL FROM: IT DIRECTOR DATE: FEBRUARY 24, 2014 SUBJECT: REQUEST TO WAIVE BID PROCESS AND TO PUF REPLACEMENT DESKTOP COMPUTERS Staff is requesting approval to purchase 27 Dell desktop computers to replace six -year -old computers that are slow and out of warranty. Also, staff is preparing for the end of support for Windows XP which is scheduled for April 8, 2014. End of support means that Microsoft will no longer provide security patches making the older systems more vulnerable. The Village still has over one hundred Windows XP computers online. Some are currently in the process of being upgraded, 27 will be replaced with this replacement schedule purchase, and some special purpose PCs cannot be upgraded until the particular system's proprietary software is supported by Windows 7. Since PC purchases were pushed back for budgetary purposes a few years ago, there will be a need to request additional computer purchases this fiscal year. Priority for upgrades to Windows 7 is given first to single -user computers, then to multi -user computers, and lastly to training room PCs. The Village has standardized on Dell computers and they provide discounted pricing to Illinois municipalities per MHEC (Midwestern Higher Education Compact) Contract code 45ABZ. This order will be placed through a TigerDirect, a Dell reseller, still taking advantage of the state contract pricing. The cost is listed below. Cost 27 OptiPlex 7010: Intel Core i5 -3770, 3.4 GHz, 6 GB RAM, 500 GB Hard Drive, 1 $28,415.90 DVD + / -RW, 23" monitor, MS Windows 7 Professional, Mouse, 4 -yr. Warranty. $1,040.59 each plus shim)inq I recommend that the Village accept the state bid and purchase 27 desktop computers from TigerDirect for an amount not to exceed $28,415.90. Funds are available for this purchase. ) Middleton IT Director I:\VB Request Memos\2014 Desktop Requests.docx 1 II �,