HomeMy WebLinkAboutVILLAGE BOARD - 05/12/1987 - MINUTES OF THE REGULAR MEETING OF
THE PRESIDENT AND BOARD OF TRUSTEES
OF THE VILLAGE OF ELK GROVE VILLAGE
HELD ON MAY 12, 1987
President Charles J. Zettek called the meeting to order at 8:17 p.m. in the
Municipal Building, 901 Wellington Avenue, Elk Grove Village and noted for
the record that the following were present: Trustees Joseph T. Bosslet,
Ronald L. Chernick, Dennis J. Gallitano, Edward R. Hauser, James P. Petri ,
Michael A. Tosto. Village Manager, Charles A. Willis; Village Attorney,
George Knickerbocker; and Village Clerk, Patricia S. Smith were present at
this meeting.
It was moved by Trustee Petri and seconded by Trustee Bosslet that the
minutes of April 28, 1987 be approved as submitted and that the Board
dispense with the reading thereof. The motion was voted upon by
acclamation; whereupon the President declared the motion carried.
President Zettek proclaimed the week of May 10 through May 16, 1987 as
"National Historic Preservation Week", and Thursday, May 28, 1987 as "Torch
Run Day" for the Prairie State Games in Elk Grove Village.
President Zettek presented an award to Trustee Tosto honoring him for his
24 years of service to the Village of Elk Grove Village, both as a Village
Trustee and as an Elk Grove Village Volunteer Firefighter.
It was moved by Trustee Petri and seconded by Trustee Bosslet that the
Board authorize the disbursement of $190,551.34 in payment of invoices as
shown on the April 30, 1987 Accounts Payable Warrant. The President
directed the Clerk to call the roll on the motion and upon the roll being
called the following answered AYE: Trustees Bosslet, Chernick, Gallitano,
Hauser, Petri , Tosto; NAY: none; ABSENT: none; whereupon the President
declared the motion carried.
It was moved by Trustee Petri and seconded by Trustee Bosslet that the
Board authorize the disbursement of $461 ,424.05 in payment of invoices as
shown on the May 12, 1987 Accounts Payable Warrant. The motion was voted
upon by general consent to the previous vote: AYE: Trustees Bosslet,
Chernick, Gallitano, Hauser, Petri , Tosto; NAY: none; ABSENT: none; motion
carried.
Trustee Chernick requested the removal of item E, consideration to
authorize professional services contract to Testing Service Company to
provide nuclear density testing, pavement coring, bituminous plant
inspection and concrete cylinder testing, for an estimated expenditure of
$8,000.00, from the Consent Agenda.
CONSENT AGENDA
It was moved by Trustee Petri and seconded by Trustee Bosslet that:
A. The Board authorize the request from the firm of
Samelson, Knickerbocker & Associates to increase
the fees for legal services during FY 1987-88 as
follows:
% of
From To Increase
General 9 0 mth 9 0/mth 5.66%
Retainer
Prosecution $1,850/mth $1,950/mth 5.4%
Retainer
Hourly Rate $90/hr $100/hr 11. 1%
B. The Board renew the annual maintenance a reement
with IBM Corporation for servicing t e IBM copy
machine and cOT ator at the following costs :
Mon thl Expense Yea rl Ex ense
Copy Machine 148 1, 6
Collator 48 576
Usage ( .0066/copy) 330 3,960
Total T526 6,31
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C. The Board renew the annual maintenance agreement of
IBM Damen to a
ins e, renoisataoa annual oo,5f
74.
D. The Board renew the maintenance agreement for the
Police Information Mana ement S stem PIMS)
equipment to Hewlett Packard, Inc. o icago,
Illinois at a total annual cost of $4,128.
F. The Board waive the first reading of an ordinance and
adopt Ordinance No. 1888 entitled, "AN ORDINANCE
AMENDING ARTICLE XIII MISCELLANEOUS PROVISIONS OF
CHAPTER 22A OF THE MUNICIPAL CODE OF THE VILLAGE OF
ELK GROVE VILLAGE BY PROVIDING A PENALTY FOR REFUSAL
TO PERMIT INSPECTIONS REQUIRED BY CHAPTER 22A OF THE
MUNICIPAL CODE .
G. The Board extend the contract with Pollution
Consul tinServic , Inc. for management, operation
an maintenance oest e Devon-O'Hare Wastewater
Treatment Plant at a cost of $2,800 per month.
The motion to approve the Consent Agenda, Items "A, B, C, D, F, and G" ,
was voted upon by general consent to previous vote: AYE: Trustees Bosslet,
Chernick, Gallitano, Hauser, Petri , Tosto; NAY: none; ABSENT: none; motion
carried.
Trustee Chernick questioned whether the $0.30 per mile service cost would
keep the acceptance of Testing Service Company at the actual low bid.
The Village Engineer explained the difference in cost between the Soil &
Material Consultants and Testing Services , and the approximate number of
times each test is performed.
It was moved by Trustee Chernick and seconded by Trustee Tosto that the
Board authorize professional services contract to T__e__s__ting�Serv��icce�e
Company to provide nuclear density testing, pavementcoring, bituminous
plant inspection and concrete cylinder testing, at the following rates for
an estimated expenditure of $8,000 during FY 1987-88:
SERVICE TESTING SERVICE COST
NUCLEAR DENSITY TESTING E24.00IHour
0.301mi1e"
$22.501For Apparatus
TOTAL (Minimum 4 Hour Test
time) 537.59/Hour
PAVEMENT CORING E55.001Hour
7.501inch (bit.wear)
Minimum No Minimum
TOTAL 555.00/Hour
BITUMINOUS PLANT INSPECTION $24.001Hour
0.30/mile"
TOTAL 526.631 Hour
CONCRETE CYLINDER TESTING $ 7.75/Foch
Village Delivers Cylinders to
Testing Service)
Cylinder Molds No Charge
TOTAL (Assuming 3 cylinders) $23.25
"Alin. 26 miles portal to portal from Carol Stream to Elk Grove Village.
"Min. 30 miles portal to portal from Carol Stream to local asphalt plant.
The motion was voted upon by general consent to previous vote: AYE:
Trustees Bosslet, Chernick, Gallitano, Hauser, Petri , Tosto; NAY: none;
ABSENT: none; motion carried.
- 2 - 5-12-87
It was moved by Trustee Chernick and seconded by Trustee Petri that the
Board waive fees for vehicle licenses for twenty-five (25) Elk Grove
Park District vehicles for a total fee of $715.00. The Presi�nt
direct tFe—Clerk to call the roll on the motion and upon the roll being
called the following answered AYE: Trustees Chernick, Gallitano, Petri ,
Tosto, Bosslet; Pass : Hauser; NAY: none; ABSENT: none; whereupon the
President declared the motion carried.
Trustee Petri , Chairman of the Judiciary, Planning and Zoning Committee,
reported that the Committee met last Tuesday, May 5, 1987, and discussed
various items on their Agenda.
The Fire Chief gave the Committee a report on hazardous materials and a
recommendation that the Village's current ordinances support the Fire
Department in what they are doing and their inspections back that up.
The recommendation from the Judiciary, Planning and Zoning Committee is
that no further ordinances are necessary to support the Fire Department in
the control of hazardous materials.
Trustee Bosslet commented that another vehicle for identifying new
businesses in the Village is necessary other than the water billing list.
An interoffice form/notification from the Building and/or Engineering
Departments should be utilized to inform the Fire Department of any
possible new business.
Trustee Petri further reported on discussion of shopping center signage.
Although a first reading of an ordinance pertaining to signage was held at
the last meeting, there are some revisions to be added to the ordinance.
A second reading will not be offered tonight. The intent of the Ordinance
is to reduce the monument sign down to 32 square feet.
Trustee Petri deferred to two representatives from Pizza Hut who are in
the process of applying for a sign permit, and are requesting a sign which
will be approximately 39 square feet. The sign would be monument type in
the Elk Crossing Shopping Center.
Mr. Hennessy, Attorney for Pizza Hut, and Mr. Vandermeer made an appeal to
the Board to consider their request in spite of the fact that the sign,
which would be in conformance with the current ordinance would not be in
conformance with the proposed ordinance now under consideration.
Discussion followed regarding the standard monument sign used by Pizza
Hut, the size of their sign in Rolling Meadows, and how soon there would
be a groundbreaking for the Pizza Hut building if the sign discussion was
to be resolved. Also considered was the fact that if the larger sign was
permitted for Pizza Hut, then McDonalds would possibly want the same size
sign permitted for their advertising.
It was moved by Trustee Chernick and seconded by Trustee Tosto that the
Board allow a 38.5 square foot per face monument sign to be constructed
by Pizza Hut in the Elk Crossin Sho in Center. The President
directedthe Clerk to ca the ro on t e motion and upon the roll being
called the following answered AYE: Trustees Gallitano, Tosto, Bosslet,
Chernick; NAY: Petri , Hauser; ABSENT: none; whereupon the President
declared the motion carried.
Trustee Petri reported that the Judiciary, Planning and Zoning Committee
met with Rolf Campbell and has his report on the Devon Avenue rezoning.
The Committee will make a recommendation to the Board after they have had
further time to review the report.
Trustee Petri requested the removal of item c, Hazardous Materials , from
the Judiciary, Planning and Zoning Committee's Agenda.
Trustee Petri requested that the Unfinished Business item 4, Zoning Board
of Appeals Docket No. 87-8, be given to the Judiciary, Planning and Zoning
Committee for review. A number of people talked to him prior to the
meeting stating that they objected to the granting of a variation for a
fence as recommended by the Zoning Board of Appeals.
- 3 - 5-12-87
President Zettek stated that he had spoken to the party objecting to the
Zoning Board of Appeals ' recommendation. She had been directed to attend
this meeting and would be given an opportunity to voice her objections to
the Board, although the Board had directed the Attorney to prepare an
ordinance at the last Board meeting.
Trustee Petri withdrew his request to have the Judiciary, Planning and
Zoning Committee review this item and suggested that the objector be
notified to appear at the next Village Board meeting, if she wished to
voice her objections.
At this time, 9:23 p.m. , the President asked if anyone in the audience
wished to address the Board. There being no response, the meeting
continued.
Trustee Petri reported that the Regional Cable Group met on May 7, 1987
and reviewed the bid proposals for an audit of American Cablesystems
franchise fees. Notices were sent to 15 auditing firms and it is
suggested that the low bidder, Peat Marwick, be appointed as the auditor
for this one time special audit at a fee not to exceed $3,900. The
Village portion of that fee would be $780.00.
It was moved by Trustee Petri and seconded by Trustee Tosto that the Board
authorize funds in the amount of $780.00 for a one time _special audit
fee of American Cables stems to Peat Marwick. The Presi entd directed
the Clerk to ca the ro on the motion and upon the roll being called
the following answered AYE: Trustees Hauser, Petri , Tosto, Bosslet,
Chernick, Gallitano; NAY: none; ABSENT: none; whereupon the President
declared the motion carried.
Trustee Hauser reported that he and the Village Engineer, Alan Boffice,
attended the Northwest Municipal Conference Transportation Partnership
Study meeting last Wednesday, May 6, 1987, on the Phase III recommendation
to the Municipal Conference held at the United Airlines Training Center.
This is a culmination of a year and a half's work and study that has been
delving into the transportation and traffic problem. Several speakers
were present with approximately 100 people in attendance. Schaumburg
President Al Larson, who is Co-chairman of the task force, made the
statement that it is apparent that the County and State can no longer take
care of all the roads , somehow, the communities are going to have to get
involved.
Schaumburg uses a transportation pool impact fee which is charged to the
private sector. (A copy of this procedure will be sent to Elk Grove for
review. )
Florence Boone also spoke and related that although PACE has handled 36
million passengers this past year, the towns are still going to have to
cooperate and help will have to be sought from the private sector. There
is not a real transportation system in the suburbs other than bits and
pieces. Innovated ways are needed to get people out of their cars and
into public transportation.
A gentleman from Denver, Colorado related a system called the E470 Plan
which is the construction of a expressway which will be anywhere from 6 to
18 lanes that will be handled with local funds, no State or Federal money
will be used. (The final cost to be approximately 950 Million Dollars. )
A representative of the Assistant Secretary of Transportation's office
said that the Federal highway money is in a dedicated trust in Washington,
but they are holding the funds and allowing that money to increase, but at
the same time, are using that money on paper to reduce the national debt.
Trustee Hauser said that he has a short summary called the Executive
Summary of the Transportation Partnership Report (which will be
distributed to the Board) and also the complete policy recommendation.
The ultimate outcome of the study is to spearhead this effort. The
Transportation Partnership recommends the formation of "Transpart" , which
will be a non-for-profit organization (modeled after similar organizations
in Colorado, Virginia and Washington, D.C. ) to coordinate transportation
improvements in the Northwest suburbs and maintain a regional data base of
existing plans and future developments in transportation facilities.
- 4 - 5-12-87
Volunteers are being sought to serve as part of this organization. Trustee
Hauser signed up as a member of "Transpart".
A gentleman in the audience addressed the Board in reference to a hearing
before the Zoning Board of Appeals. He was informed that a recommendation
from the Zoning Board has not been received, as yet, but will probably be
before this Board at the next meeting.
The Village Clerk presented a request from the Elk Grove Park District for
a waiver of fees for their liquor, golf course, retail sales and food
licenses.
It was moved by Trustee Chernick and seconded by Trustee Bosslet that the
Board waive the fees for liquor, food, golf course and retail sales
licenses__fo_r__tFe_ETF Grove Park District. The President directed the
Clerk to call the roll on the motion and upon the roll being called the
following answered AYE: Trustees Petri , Tosto, Bosslet, Chernick,
Gallitano; PASS: Hauser; NAY: none; ABSENT: none; whereupon the President
declared the motion carried.
The Village Clerk informed the Board that the Elk Grove Baptist Church was
seeking Board approval to conduct three car washes in the Church parking
lot on May 30, June 13, and June 27, 1987 for the purpose of raising funds
for conferences and ministry activities. The Board offered no objections.
The Village Manager presented ordinances prepared by the Village Attorney
upon direction from the Board at the last meeting and in accordance with
recommendations made by the Zoning Board of Appeals.
It was moved by Trustee Petri and seconded by Trustee Hauser that the
Board waive the first reading rule of an ordinance as it pertains to a
variation from the Zoning Ordinance to construct an above-ground swimming
pool on property located at 532 Newberry Drive. The motion was voted upon
by acclamation; whereupon the President declared the motion carried.
It was moved by Trustee Petri and seconded by Trustee Tosto that the Board
adopt Ordinance No. 1889 entitled, "AN ORDINANCE GRANTING A VARIATION OF
SECTION 3.52 OF THE ZONING ORDINANCE TO PERMIT THE CONSTRUCTI N OF AN
ABOVEGROUND SWIMMING POOL ON PROPERTY LOCATED AT 532 NEWBERRY DRIVE,
ELK GROVE VILL GE LAM UREAUX)". The President directed the C erk to call
the roll on the motion and upon the roll being called the following
answered AYE: Trustees Tosto, Bosslet, Chernick, Gallitano, Hauser, Petri ;
NAY: none; ABSENT: none; whereupon the President declared the motion
carried.
It was moved by Trustee Petri and seconded by Trustee Hauser that the
Board waive the first reading rule of an ordinance as it pertains to a
variation from the Zoning Ordinance to permit the construction of four
rental storage units and manager's quarters on property located on the
south side of Touhy Avenue, east of Elmhurst Road. The motion was voted
upon by acclamation; whereupon the President declared the motion carried.
It was moved by Trustee Petri and seconded by Trustee Hauser that the
Board adopt Ordinance No. 1890 entitled, "AN ORDINANCE GRANTING A
VARIATION OF SECTION 3.43, REGULATION OF PRINCIPAL BUILDINGS, TO PERMIT
THE CONSTRUCTION OF FOUR (4) RENTAL STORAGE UNITS AND MANAGER'S QUARTERS
ON ONE (1) LOT ON PROPERTY LOCATED ON THE SOUTH SID T U Y VENO ,
APPROXIMATELY 276 FEET EAST OF THE CENTER LINE OF ELMHURST ROAD IN ELK
GROVE VILLAGE (PUBLIC STORAGE, INC. )". The motion was voted upon by
general consent to t e previous vote: AYE: Trustees Tosto, Bosslet,
Chernick, Gallitano, Hauser, Petri ; NAY: none; ABSENT: none; motion
carried.
The Village Manager informed the Board that information has been received
from the Elk Grove High School regarding their vending machines. The High
School leases all of the equipment from various companies and all of the
revenue generated from the machines goes to the High School . They are of
the opinion that they are exempt from taxation by the Village, which means
they have not read the letter from the Village Attorney in its entirety.
The Village still has the ability to levy the fee for the inspection
services in the interest of public health.
- 5 - 5-12-87
The Village Manager reported that the Elk Grove Park District has
withdrawn their request for a waiver of fees for vending machines.
It was moved by Trustee Tosto and seconded by Trustee Chernick that the
Board doe�en__yy the request from School District 214 to waive the vending
machine ?cense fees. The President directed the C e�fl—troll
on the motion an upon the roll being called the following answered AYE:
Trustees Bosslet, Chernick, Gallitano, Petri , Tosto; NAY: Hauser; ABSENT:
none; whereupon the President declared the motion carried.
President Zettek stated that the North Suburban Mass Transit District did
cooperate and sent a copy of their budget and also answered questions that
were raised concerning the budget. The President further stated that he
has no objections now to paying the necessary fee for being a member of
the District.
It was moved by Trustee Bosslet and seconded by Trustee Petri that the
Board authorize payment of $5,990 for the annual dues to the North
Suburban Mass Transit istrict. The President directed the Clerk to
call the roll on the motion and upon the roll being called the following
answered AYE: Trustees Chernick, Gallitano, Hauser, Petri , Tosto, Bosslet;
NAY: none; ABSENT: none; whereupon the President declared the motion
carried.
The Village Manager reported on the following:
1. Beginning on Saturday, May 16, 1987 the Soil
Conservation Office, in cooperation with the Elk
Grove Village Department of Public Works, will begin
to plant the vegetation along Salt Creek, from 100
feet north of the Clearmont bridge to about 300 feet
south of the bridge.
2. Bids will be taken on May 20, 1987 for the Nerge
Road improvement project. It is expected that
project will not be completed until the fall of 1988.
3. A considerable amount of curb, gutter, and sidewalk
removal has occurred and more is to take place in
preparation for the 1987 Street Repair and
Maintenance Program.
4. On Sunday, May 17, 1987 at 9:00 p.m. , HBO will
present a documentary on Drunken Driving and
Homicide. The early portion of that film will be an
enactment of an accident in Elk Grove Village with a
fatality and the subsequent arrest of the offender,
who is now serving five years in prison.
5. Wednesday, May 13, 1987 at 7:30 p.m. is the monthly
meeting of the Northwest Municipal Conference. The
Village President will attend this meeting.
6. At 2:00 p.m. , Wednesday, May 13, 1987, the Cook
County Zoning Board of Appeals will continue the
hearing on the Northwest Municipal Conference's Soil
Waste Disposal program. The hearing is being held
in the Hanover Park Village Hall .
7. There will be a Committee-of-the-Whole meeting May
19, 1987 at 7:00 p.m.
8. There will be no extended hours for the sale of
Village stickers this year. Four currency exchanges
also sell the stickers.
The Village Manager presented an ordinance which would annex a parcel of
land used as an Elk Grove Village Park (Udall Park) .
It was moved by Trustee Chernick and seconded by Trustee Bosslet that the
Board waive the first reading rule of an ordinance as it pertains to the
- 6 - 5-12-87
annexing of Park District property. The motion was voted upon by
acclamation; whereupon the President declared the motion carried.
It was moved by Trustee Petri and seconded by Trustee Bosslet that the
Board adopt Ordinance No. 1891 entitled, "AN ORDINANCE ANNEXING CERTAIN
PROPERTY TO THE VILLAGE OF ELK GROVE VILLAGE (UDALL PARK=NbRfiH END
PARK)". The President directed the Clerk to call the roll on the
motion and upon the roll being called the following answered AYE:
Trustees Gallitano, Petri , Tosto, Bosslet, Chernick; PASS: Hauser; NAY:
none; ABSENT: none; whereupon the President declared the motion carried.
The Village Manager requested that the Board authorize awarding a bid to
the low responsible bidder for furniture and materials to equip the
office expansion of this building in accord with the May 7, 1987 memo
from the Purchasing Agent and the Director of Finance.
The Manager requested this proposal be acted upon in three separate
motions as follows:
1. Consideration of authorizing awarding of contracts
in the amount of $92,190.92 to the various venders
as listed in the May 7, 1987 memo.
2. Consideration to reject all bids submitted for the
auditorium seating, under item 39 of the bid proposals.
3. Consideration of authorizing the purchase of council
seating equipment at a cost not to exceed a particular
sum of money.
It was moved by Trustee Chernick and seconded by Trustee Hauser that the
Board award a contract totalin $92,190.92 for furniture as outlined in
the May 7, 198 memo rom t e urc asing gent. a resident directed
the Clerk to call the roll on the motion and upon the roll being called
the following answered AYE: Trustees Hauser, Petri , Tosto, Bosslet,
Chernick, Gallitano; NAY: none; ABSENT: none; whereupon the President
declared the motion carried.
It was moved by Trustee Chernick and seconded by Trustee Bosslet that the
Board reject the bid on item 39, auditorium seatin . The President
directe t e er to ca t e ro on the motion and upon the roll being
called the following answered AYE: Trustees Petri , Tosto, Bosslet,
Chernick, Gallitano, Hauser; NAY: none; ABSENT: none; whereupon the
President declared the motion carried.
It was moved by Trustee Chernick and seconded by Trustee Bosslet that the
Board authorize an allowance of $45,000 to go out for bids and purchase
council room seatin a resi ent irected the Clerk to call the
roll on the motion and upon the roll being called the following answered
AYE: Trustees Tosto, Bosslet, Chernick, Gallitano, Hauser, Petri ; NAY:
none; Absent: none; whereupon the President declared the motion carried.
The Village Manager requested the Board to consider the purchase of a
privately owned tele hone s�ste�m for the expanded facility, this
building and all other faci es operated by the Village. Bids were
taken and tabulated. A report was filed on May 8, 1987. The
recommendation is for a system from CCA Communication of Arlington
Heights for a Northern Telecom Meridian SLI-ST with options for a cost of
$78,499.
It was moved by Trustee Tosto and seconded by Trustee Petri that the
Board authorize a purchase contract in the amount of $78,499.00 as stated
above. The motion was voted upon by general consent to the previous
VOTE: AYE: Trustees Tosto, Bosslet, Chernick, Gallitano, Hauser, Petri ;
NAY: none; ABSENT: none; motion carried.
The Village Manager stated that he wanted to be sure that the Village
Attorney is aware of litigation filed recently against the Village by an
outdoor sign company; and to authorize the Attorney, in concert with the
Village insurance carriers, to put forth whatever defense will be
required to avoid the placement of expressway type signs throughout the
Industrial part of the Village.
- 7 - 5-12-87
It was moved by Trustee Petri and seconded by Trustee Hauser that the
Attorney be directed to defend the Village in the litigation enacted
by an outdoor sin com an a motion was vote upon by acclamation;
whereupon the rest ent eclared the motion carried.
Trustee Petri requested an Executive Session following tonight's meeting
in regard to possible litigation. The President directed the Clerk to
call the roll on the motion and upon the roll being called the following
answered AYE: Trustees Chernick, Gallitano, Hauser, Petri , Tosto,
Bosslet; NAY: none; ABSENT: none; whereupon the President declared the
motion carried.
It was moved by Trustee Bosslet and seconded by Trustee Petri that the
meeting be adjourned. The motion was voted upon by acclamation;
whereupon the President declared the motion carried and the meeting
adjourned at 10:11 p.m.
Patricia S. Smith
Village Clerk
Charles J. Zettek
Village rest ent
- 8 - 5-12-87
May 8, 1987
TO: L,7,et
Willis, Village Manager
FROM: ^P-
G C ney, Director of;diti
i e
SUBJECT: Telephone System - Building
The Village contracted with F. B. Henning for telephone consulting services
in January 1987. Mr. Henning reviewed our current system and interviewed
major department heads or their representatives in order to ascertain
what problems we are having with the current system and what improvements
could be made.
Based on these interviews, Mr. Henning drafted the specifications, copy
attached, which were used for obtaining proposals for a new telephone
system. In addition to the basic system, which includes the level of
features and functions presently available to the users, the specifi-
cations provided for six(6) direct inward dialing circuits to be used
to direct incoming calls straight to a department in order to reduce
the number of calls going through the switchboard and thus, busy signals.
The specifications also included 20 electronic multi-line instruments
to replace the old key system. These phones will be given to users
who do a significant amount of work on the telephone. Two(2) operators
consoles are also included which will allow two operators to answer
incoming calls during busy times and/or emergencies.
Options for "Least Cost Routing" (ARS) and "Call Detail Reporting" (CDR)
were included in the specifications. Least Cost Routing will reduce
telephone expense and Call Detail Reporting will allow us to monitor
departmental usage for future spreading of telephone costs to the depart-
ments.
Specifications were mailed or provided to nine(9) potential vendors.
Five(5) proposals were received and opened on April 30, 1987. A bid
summary is attached.
Mr. Henning reviewed the proposals submitted and reconciled with the
vendors the variations among responses. His technical and detailed
analysis is attached. His recommendation is that the Village purchase
the options for "Least Cost Routing" and "Call Detail Reporting". He
recommends not accepting the bid from Interstate Communications for
a Focus 960 System, the least costly system without adding maintenance
costs for five years (they only quoted maintenance for the 2nd year,
subsequent years would be based on historical costs plus cost of living
adjustments) because of our displeasure with the current Focus system
installed and the poor response we've experienced with maintenance.
C. A. Willis
May 8, 1987
Page 2
Mr. Henning recommends purchasing the 2nd lowest bid from CCA Communi-
cations, Arlington Heights, for a Northern Telecom Meridian SLS-ST System
with the ARS and CDR options for a cost of $78,499. He also recommends
we take the parts only maintenance, $20,525 for five years, and continue
performing routing maintenance and telephone feature reprogramming using
existing staff.
I concur with Mr. Henning's recommendation. Adequate funds are available
in the Capital Projects Budget for this purchase and the purchase of
the 50 remaining instruments.
GCC/e1
C: Hilda Ingebrigtsen, Asst Director of Finance
Roger Rein ger, Purchasing Agent
Fred Henning
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F. B. HENNING
Alarm and Communications Systems
614 S. Dunton Ave.
Arlington Hts. Il 60005 )VKC9'VsD
6 May 1987 MAY 07 1987
George Coney
Director of Finance �A!C QWK YU�cr
Village of Elk Grove DWARMW
901 Wellington
Elk Grove Village, Il 60007
Per your request I have reviewed the five bid documents submitted
in response to a request for proposal (RFP) for a new Village
telephone system.
Those quoting were;
AT&T; Oak Brook, Il.
CCA Communications; Arlington Hts, I1.
Cantel Executone; Westmont, I1.
Illinois J. Livingston Co. ; Elk Grove Village, I1.
Interstate Communications, Inc. ; Schaumburg, I1.
All of the proposals met the intent of the majority of the
specification and in order to simplify the analysis I will only
highlight the variations among the responses.
The RFP had a section dealing with the ability of a single line
phone to perform certain tasks. This is very important since the
vast majority of the municipal phones are this style. At the same
time the objective was to try and eliminate many of the
mechanical multi-line instruments and the key systems which have
been placed behind the electronic switching system. The latter
precludes some of the features of the system from being utilized.
All of the systems proposed could perform all of the functions
requested with the exception of holding a call while answering a
call via call pick-up. The Siemens and Focus systems however did
respond yes to this item.
I have attached a chart, page 4, which compares all five bids for
the other areas where there are differences. The item numbers
refer to the specification.
Regarding these items the following comments are offered.
Item 14. The Village has recognized the economies of performing
routine maintenance and telephone feature reprogramming
using existing staff therefore the cost or necessity of
sending an employee to Florida must be considered.
( 1 )
Item 16. Even though Livingston is the closest provider they are
consistently the longest response time.
Item 21. The actual cost of owning a telephone system must
include the cost of maintenance therefore the price of
a system is at least the initial cost plus 5 to 7 years
of maintenance. If you are able to perform at least some
of the diagnostic procedures so that you can pull a card
out and replace it then a parts only contract can
substantially reduce your overall system cost.
Item 23. Although 2 of the systems are non-blocking (everyone can
call at the same time ) there still are limitations
regarding the number of calls that can be conferenced or
how long you wait for a dial tone etc. In any case the
minimum quote of at least 100 of the users on the phone
at the some time is more than adequate. In these systems
additional cards can provide a greater number of
simultaneous talk paths if needed.
Item 25. Phone systems are like computers; in order to do more
things you need more memory. Except for the Focus system
all of those quoted provide additional capacity. The
Focus unit does have additional memory available but no
cost was given.
Option Least cost routing or automatic route selection (ARS ) is
an important cost containment feature and is included on
all of the systems except the AT&T where it is an
expensive option.
Option Call detail reporting (CDR) is another cost containment
feature. CCA, IJL, and ICI are all quoting the same
manufacturers call detail reporting system. The AT&T
system uses an AT&T micro-computer.
Note: There is an ongoing cost associated with a call
detail system for rate table/exchange updates.
9500-600 per year. The maintenance costs for such
a unit should be considered as part of the phone
system maintenance costs.
Year and a day costs:
Because you will always be adding just one more phone it
is important to consider the relative costs of systems when they
need to grow.
The single line instrument cost is that quoted by the supplier of
the particular system and for the AT&T system is an instrument
with a flash button to simplify the access to features. The CCA
phone has three feature keys in addition to the flash key so that
it is even easier for the user of a single line phone to perform
some of the more common functions such as call pick-up by just
pressing the button; you don't have to press a particular sequence
of keys.
Since any type of single line phone could be put on the system
the relative cost of the port on the line card is a more relevant
number.
( 2)
There are quite a range of costs associated with the electronic
phones and depending upon the vendor there are from 8 to 30
buttons on these sets. Since an electronic set is proprietary to
a particular phone system there cost should be considered on a
combination of a port on the line card and instrument cost.
( 3)
General specifications:
Item ---ATT-----CCA-----Ctel-----I7L-----ICI--
5. delivery 110wks 145day 16-8wks 145-60dyl 45day
14. training I Yes I Yes I Yes 1 ( 1 ) 1 Yes
16. 100% outage responsel 1 hr 1 2 hr 1 2 hr 1 3 hr 1 2 hr
>50% outage 1 4 hr 1 2 hr 1 2-4 hr 1 3 hr 1 2 hr
<50% outage 1 24 hr 1 2-4 hrl 8 hr 1 48 hr 1 4 hr
single station 1 24 hr I ib dayl 2 b dayl 48 hr 1 4 hr
21. 100% parts b labor I 1 I I I
2-7th year 18618(2) 1 8210 19315* ( 3) 1 ( 4 ) 16420( 5 )
parts only I No 1 4105 1 No I No I No
labor/hr 1 (6) 1 58. 00 1 65. 00 1 48. 45 1 54. 00
23. simultaneous calls I all 1 100 1 100 1 all 1 127
25. % of memory used 1 16% 1 18% 1 --- 1 25% 1 100%
I I I I I
Options: I I I I I
least cost routing 1 6000 1 incl 1 incl I incl I incl
call detail reporting 1 5430 14377(7) 1 (8) 1 5430 13881
1 1 1 1 1
Year and a day costs: I I I 1 I
single line instrument 1 61. 401 76. 001 65. 00 1 45. 001 71. 00
electronic phone 1 348. 601 172. 261 168. 00 1 176. 001 269. 00
single line card 11753. 5013223. 9611969. 00 12066. 0011016. 00
single line-port 1 219. 181 201. 491 246. 12 1 129. 121 127. 00
electronic phone card 11753. 5011611. 9811969. 00 11091. 0011123. 00
electronic phone * port 1 567. 791 373. 751 414. 12 1 312. 371 409. 37
( 1 ) Simens requires a 2 week course at their Boca Raton, Florida
facility before the user can access the switch for adds,
moves, changes, traffic studies, etc. This training is at the
purchasers expense. All training of end users and console
attendants is provide on site as part of the purchase cost.
(2) Only a 5 year agreement is available.
(3) Price does not include a maximum 8% per year increase.
( 4) A cost will not be quoted in advance of several months of end
of the first or subsequent years.
( 5) This is for the 2nd year only; 3-7 would be based upon
historical data and cost of living addustments.
(6) $100. 00/hr plus 30. 00 site visit charge.
(7) 15, 000 call record unit. Additional storage to 30, 000 call
records is $666. 00
(8 ) Standard data output provided but no reporting system.
( 4)
The following represent system coats including 5 years of 100%
parts and labor maintenance costs, ARS( least cost routing ), and
CDR(call detail accounting system) .
AT&T
original bid 90, 944. 09 revised to correct error in
ARS 6, 000. 00 the cost of batteries
CDR 5, 430. 00
------------- -----------
$102, 374. 09 S 94, 639. 89
5 yrs maint. 43, 090. 00 43, 090. 00
---------------------- -----------
$145, 464. 09 $137, 729. 89
CCA
original bid 79, 122. 00 revised to remove cost of 200
ARS nc pre-wired locations not required
CDR 4, 377. 00
------------- -----------
S 83, 499. 00 S 78, 499. 00
5 yrs maint. 41, 050. 00 41, 050. 00
---------------------- -----------
9124, 549. 00 100% parts only 5119, 549. 00
<20, 525. 00> maint. for 5 years <20, 525. 00>
-----------
$104, 024. 00 S 99, 024. 00
Contel Executone
bid 82, 672. 00
ARS no
CDR 5, 430. 00 not quoted by Contel ( estimated)
5 88, 102. 00
5 yrs maint. 46, 575. 00( 3)
----------
$134, 677. 00
Illinois J. Livingston
bid 73, 795. 00
ARS nc
CDR 5, 300. 00
S 79, 095. 00 maintenance not quoted ( 4 )
Interstate Communications, Inc.
bid 65, 798. 00
ARS nc
CDR 3, 881. 00 -
----------
69, 679. 00
, 881. 0069, 679. 00
5 yra maint. 32, 100. 00( 5)
----------
$101, 779. 00
(5)
Cost comparisons:
The least costly system initially is the Focus quoted by ICI.
869, 679. 00 including CDR. The overall cost can only be estimated
since the vendor will not quote maintenance past year 2. (see note
5) The Village has not been satisfied with the performance of
the present Focus system nor has the vendor consistently met the
needs of the Village from an operational or maintenance
standpoint. In addition this company offered only a $2, 000 trade
in on a system they suggested the Village spend 839, 000 upgrading
in June of 1986. I therefore do not recommend this system.
The next least costly system is the Northern Telecom SL-1ST
offered by CCA. This system is an extension of the Northern
Telecom family and incorporates the latest in technology. CCA is
a national organization with a demonstrated ability to perform in
a professional manner. The corrected cost at the system is
878, 499. 00 which includes a Call detail reporting System. The
projected maintenance costs are also the lowest quoted under
parts and labor or just parts. The cost of electronic phones for
this system are the second lowest cost at all. This is the system
I would recommend.
Illinois J. Livingston is next lowest quoting a Siemans system at
879, 095. 00. Livingston is a local company with a very good
reputation. The Siemans system does not enjoy the popularity of
the Northern Telecom product in the United States but from its
specifications would appear to be a typically well engineered
German system. The Siemans requirement for attending their school
adds an additional cost to the system if the Village plans an
continuing there present cost effective sell maintenance program.
IJL does not offer a price for extended maintenance. see note ( 3 )
The cost per port for single line phones is only $2. 12 above the
lowest cost while the cost of an electronic phone & port is the
lowest.
Contel Executone is also quoting the Northern Telecom SL-1ST.
Contel is a national company that also enjoys a very good
reputation. There cost is 888, 102. 00 including a CDR system.
Contel did not quote a CDR unit therefore the 85430 cost used by
AT&T for their system was used. IJL quoted a different unit for
5, 300 as a comparison. Cantel includes a cost a£ living in their
maintenance costs. see note ( 3)
AT&T was the most expensive system even after correcting their
bid for battery costs. $94, 639. 89. Least cost routing was a $6000
extra. The electronic phone for the AT&T system individually and
on a phone & port cost are also the most expensive, about $200
more apiece then the CCA cost.
(6 )
CCA/IJL
CCA and ISL are the number 2 and 3 bids for initial cost. The IJL
bid however lacks firm pricing for on going maintenance. The
working spare capacity of the quoted systems is the same. The
capacity of both systems to expand to 250 line/trunk within their
existing cabinet/shelf arrangements suggests there will not be a
drastic incremental cost upgrading to these capacities. Both
systems offer low cost electronic phones which at the time of
installation are so close to the cost of single line instruments
that consideration should be give to increasing the distribution
of these phones to additional users who do a significant amount
of their work on the telephone.
In summary:
My recommendation is to purchase a Northern Telecom SLI-ST from
CCA Communications of Arlington Hts. There bid offers the Village
all of the requested features and service options. The cost is
next to the lowest of all of the bids. CCA is part of a national
telephone interconnect company and should be able to provide the
level of responsiveness needed by a municipal government. In
addition Northern Telecom is represented locally by several other
national telecommunications corporations including Illinois Bell
Communications and Centel.
(7)
Request for Proposal:
Notes on the existing service:
The present system is used as the administrative telephone
system for all departments including Police and Fire. Both
Police and Fire maintain separate Emergency lines ■nd Key
equipment. The Police department operation uses several
numbers which appear as part of the municipal system. There
are a number of off premise extensions of the system which
terminate at well houses, pumping stations, Fire stations
and Public Works buildings. The phones terminating in the
Landmeier Rd. Public Works/Fire station complex as well as
Meacham Rd, Greenleaf and 101 Biesterfield Fire stations are
on key systems.
The system uses 14 local CO trunks and 2 Chicago FX
Trunks as well as several private lines.
At present there are about 139 unique extensions. 110
general administration, 29 Police and 20 Fire Dept. The
majority of phones are located within the Municipal Complex
at 901 Wellington/101 Biesterfield.
The Municipality has owned and operated it's own
1.
telephone system since 1971. The initial system was an ITT
400 and the present system i■ a General Dynamics Focus.
All new phone locations within the Municipal complex
are cabled and terminated using 3 pair wire. Existing single
line instruments in what will become the Police Department
have at least 2 pair wiring and key phones have 23 or 50
pair cable. Sufficient cable capacity exists between the
switch room and the Fire department headquarters; which is
physically attached to the Administrative building.
All new cable is terminated in a closet on the first
floor of the new portion of the complex. TWO 200 pair cable
connects this closet to the switch room.
An on site emergency generator has a feed which
terminates in the telephone switch room.
2.
Now system:
The vendor shall provide an electronic telephone snitch,
1. The system shall initially provide 180 unique extensions
which include off premise extensions,
14 Local C.O. trunks,
2 Chicago F.X. trunks,
5 Private lines
6 DID circuits (Nov)
2 Operators consoles
20. Electronic multi-line instruments
Power failure transfer for all CO and PVR lines to
ground start insturments.
2. The system shall be capable of expansion to;
230 unique stations,
30 trunks/DID circuits,
There shall be a four (4) hour battery backup capable of
operating the system under normal operating conditions. ie
25 % traffic. Ideally the system would float on the battery
and use DC to DC conversion for its normal operating power.
The vendor shall confirm that all wiring presently in
place is acceptable and that existing single line, two line
3.
'i
and mechanical 3 line phones are acceptable for use on the
i
new system prior. to ■ny connection to the system.
The installation and interconnecting of all wiring
outside of the telephone switch room shall be by others
unless specifically requested in writing by the owner.
Direct inward dial (DID) service shall be provided for
a minimum of 16 stations. Additional DID service may be
implemented in the future. The obtaining of trunks, and
numbers as well as reserving additional numbers within a
mutually agreeable extension numbering plan shall be the
responsibility of the vendor.
Automatic route selection and call detail processing
shall be available options and quoted as such.
Any system proposed shall provide at least the level of
features and functions presently available to the stations.
(see attachment 1.)
Since it is anticipated that the majority of
instruments will be single line (2300 type) it is important
to detail the manner in which these instruments function
relative to the various system features. In particular the
following should be specifically addressed in the proposal:
1) A call has been placed to a station by the operator.
4.
Another call comes to the operator for this
extension.
Can the call be passed to the extension?
Does the station hear a distinctive signal?
Can the second call be ansrered without loosing the
initial call?
Can the station go back and forth between the calls?
2) As above but the second call is from inside the
system.
Can the call be passed to the extension?
Does the station hear a distinctive signal?
Can the second call be ansrered without loosing the
initial call?
Can the station go back and forth between the calls?
3) As above but the initial call was from within the
system.
Can the call be passed to the extension?
Does the station hear a distinctive signal?
Can the second call be answered without loosing the
Initial call?
Can the station go back and forth between the calls?
5.
4) As above but one of the calls is a DID call to the
extension.
Can the call be passed to the extension?
Does the station hear a distinctive signal?
Can the second call be ansvered without loosing the
initial call?
Can the station go back and forth betveen the calls?
3) Any type of call and another extension in the area
rings.
Can the call pick-up feature be accessed and the
station witch back and forth betveen calls?
6) A call is picked up via call pick-up.
Are there any limitations on transferring,
conferencing?
If a special/modified single line instrument is
required to properly or more fully utilize the features of
the proposed system this should be specified and the
function/features detailed.
It an electronic phone, unique to the proposed system,
is needed to access specific features/functions this should
be specified and the function/features detailed.
Provide a sample of the rav call detail record produced
6.
by the system. Is the output in standard ASCII?
if a built in call detail processing/ reporting function
exists provide sample reports. If a stand alone system is
being proposed provide comprehensive manufacturer support
documentation as yell as sample reports. In all cases
provide detail as to user access to the program for costing,
exchange updates etc. Note that an IBM System 346 computer
system is available on site and could possibly be used for
call detail processing/report generation.
Provide a sample of symtem traffic data. Provided detail
on the users ability to call for data output and the record
format of the output.
7.
General requirements:
1. The system being offered shall be a unit currently being
manufactured.
2. The name of the manufacturer, if different from the
supplier, shall be specifically identified.
3. The purchaser shall require a letter from the
manufacturer assuming responsibility far maintenance of the
system, for a specified period of time, should the supplier
be unable to perform.
4. Should manufacturing of the proposed system be
discontinued within 3 years from the date of purchase, the
supplier ■hall agree to accept the existing equipment in
trade at its full purchase price on a comparable system of
current manufacture.
3. The system shall be completely installed and working to
the customers satisfaction by
6. The supplier shall assume sole responsibility for any
coordination with Illinois Hell Telephone or other telephone
agents for any work required to make the system fully
operational.
'f. Emergency service shall be provided at all times during
the installation and cut over. The level of business service
8.
shall be agreed upon between the supplier, Illinois Bell
Telephone and the purchaser.
S. Any site work required by the supplier and not agreed to
in writing by the purchaser shall be at the expense of the
supplier. This shall include additional electrical circuits,
air conditioning, security devices, etc.
9. Any and all documentation supplied to the vendor
relating to the installation and operation of the equipment
provided shall be deliver to the purchaser and shall remain
on site.
10. When a system utilizes a programmable memory via
magnetic tape, disk or plug in devices ALL documentation
relating to these items and their features shall be provided
to the purchaser and remain on-site at all times.
11.The supplier shall agree to continue to supply the owner
with ALL future documentation relating to the system. This
shall include but not limited to service bulletina, hardware
updates, software bugs/updates etc.
12. The supplier shall provide a listing of spare parts
which will be kept on-site and a listing of additional parts
which are normally available to the Bite within two hours
twenty four hours a day any day of the year.
9.
13. The supplier and purchaser ■hall mutually agree upon the
qualifications necessary for any personnel who will
service/maintain the system. The purchaser shall at ■ll
times retain the right and authority to specify who may or
may not service/maintain the system.
14. The supplier shall ■gree to train the purchasers
personnel in the daily use and maintenance of the system as
well as adds/moves/changes relating to station equipment.
15. The supplier shall specify the provisions available to
restore service should a catastrophic failure occur, such as
a fire, which results in the switch room and or its contents
being destroyed.
16.The supplier shall specify the maximum response time for
service for the following set of conditions:
a. Complete system outage.
b. Major system failure (aver 50% of the lines/trunks/
stations out.
c Minor system failures (less than 50% line/trunk/station
failure).
d.Single station problem.
17. A detailed description of the ability of the supplier to
maintain the system and guarantee response times, level of
10.
response manpower ■nd technical skill of the manpower shall
be provided.
18.The supplier shall be prepared to enter into a contract
with the owner relating to all conditions specified as well
as such items as the length of warranty, an site maintenance
during start-up and shake down period, hourly rates for
service atter warranty, overtime rates, costs for adds/moves
/changes.
19. The supplier shall agree to a complete check out, with
the owner or owners representative prior to acceptance which
shall include but not be limited to all station equipment
supplied, all interconnecting wiring, all trunks/lines,
system features and any additional features purchased as
part of the contract; such as A.R.S. or C.D.R.
20. The cost quoted shall include a 100% parts and labor
warranty for all equipment/features purchased under the
contract, for the first year. The year will be from
acceptance of the system by the purchaser.
21. The cast of a maintenance contract for the second
through seventh year shall be provided. These shall be in
the form of 100% parts and labor.
100% parts and per hour labor cost.
il.
Time and materials.
22.ALL proposals ■hall include a COMPLETE listing of ALL
materials and software provided. Their shall be a unit cost
for all expandable item in the system. A second and third
column shall indicate the cost of the material or software
features purchased during the first your and a year and a
day from installation. (This will enable the owner to
determine if certain expansion capacity should be included
at the time of installation as well as which software
features will initially be selected.)
The quote shall include the value of the present Focus
telephone which is to be removed from the site after the new
system is accepted.
23. The vendor shall specify the actual number of
simultaneous internal conversations, and external
conversations.
to. The system as quoted allows
extensions to talk to an equal number of extensions
simultaneously; while at the same time allows
extensions to be in
conversation with phones outside of the system.
24. The vendor shall indicate if all phones within the
system provide industry standard DTMF signaling for inside
12.
calling and/or outside calling. The DTMF signaling shall
continue to exist after the connection is made.
23. The proposal shall include sufficient data, including
costa, to clearly identify;
a. The maximum system size in stations/trunks.
b. The modularity of the station/trunk links.
c. The modularity of the system when adding one more
line/trunk.
to. stations per card
trunks per card
cards per shelf
■helves per cabinet
A drawing of the cabinet configuration with the proposed
configuration and the spaces available for expansion
would be appropriate.
d. Memory limitations. to percent of capacity at
installation
expansion capabilities
e. With the maximum number of conversations or the system
worst case; what would be the time for a station to
receive dial tone or special dial tone to access a
feature and perform the function.
13.
I. A financial statement shall be provided vhich indicates
the vendor■ ability to complete an installation of this size
and meet the maintenance requirements.
II. A list of similar size or larger installations completed
by the supplier shall be provided.
III.All costs including but not limited to fees/taxes/
licenses/ insurance necessary to install the system shall be
the sole responsibility of the supplier.
IV. A performance bond in the amount of O shall
be required.
V. The supplier shall be responsible for all vorkmans
compensation insurance for his or any sub-contractors
employees.
14.
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May 8, 1987
TO: Pre§ident and Board of Trustees
I
I
FROM:
G r C� ney, Directorof�ca
SUBJECT: Building Addition
The building addition is rapidly being completed. Carpeting and granit
is Installed as well as most of the finished carpentry. The final grade
is all but complete and top soil will soon be spread. I anticipate
the trades to be out of the building the first week of June.
We have taken bids on the necessary furniture requirements and the telephone
system. Awarding of contracts and delivery of both will determine our
move-in date. The earliest could be the week-end of June 26th. Realistically
it will be the week-end of July 10th.
I have attached recommendations for awarding contracts totaling $92,190.92
for furniture and $78,499 for the telephone system. These contracts
will be paid from the $500,000 remaining in the Capital Projects Fund
for finishing the project. I respectfully request we discuss these
recommendations at 7:00 p.m. Tuesday, May 12th, prior to the Village
Board meeting. Roger Reinger, Fred Henning and I will be present to
answer your questions. I would then appreciate the awarding of the
contracts during New Business at the Board meeting. This would enable
some, if not most of the furniture to be delivered by June 26th.
Thank you for your consideration.
GCC/el
C: C. A. Willis, Village Manager
Roger Rein ger, Purchasing Agent
Fred Benning
Hilda Ingebrigtsen, Asst Director of Finance
May 7, 1987
TO: George C. Coney, Director of Finance
FROM: 4� C EI
Roger Keinger, Purchasing Agent
SUBJECT: Bid Opening -- Furniture
Bids were opened at 1:00 p.m. on Friday, May 1, 1987 for furniture.
Notice to bidders was published in the April 17, 1987, Daily Herald
and bid specification packages were provided to twelve potential
bidders. Ten (10) vendors responded to our bid request. Tabulation
sheets of all bids received are attached for your consideration.
This furniture package was not bid as a lump sum contract. The
awarding of contracts is based on manufacturer groupings; therefore,
the need to approve and award multiple contracts.
I respectfully recommend the following contracts be awarded:
MANUFACTURER VENDOR CONTRACT
Chromcraft/Monarch Corporate Concepts $17,063.72
Comforto D & L Office Furniture Co. 5,657.34
Krueger D & L Office Furniture Co. 8,413.04
GF Henricksen & Co. , Inc. 5,470.00
Brayton International D & L Office Furniture Co. 861.41
Metropolitan Landgraphs Ltd. 4,480.19
Versteel Sun Office Equipment Co. 7,905.50
Artopex D & L Office Furniture Co. 2,046.72
All Steel Henricksen & Co. , Inc. 40,293.00
TOTAL $92,190.92
The bids received for seating in the Council Chambers were excessive.
The low bid was $73,704. I have since found seating at a significant
cost reduction. I therefore recommend that all bids for Item #39 --
Auditorium Seating -- be rejected; new specifications be drawn; and the
product rebid.
Furniture not bid at this time, yet to be purchased, includes : casual
seating and tables for the President's and Village Manager's office,
one (1) credenza unit for the Village Manager's office, and one (1)
bookcase for the Finance Conference Room.
RR/jp
May 7, 1987
Page 1
SUBJECT: AWARDING OF A PURCHASE CONTRACT FOR CHROMECRAFT/MONARCH
FURNITURE
Furniture included in this grouping consists of:
Item 1: Fifteen (15) chairs for Trustees' Conference Room
Item 2: Ten (10) chairs for Trustees' in Council Chamber
Item 3: Fourteen (14) desk chairs -- various locations
Item 4: Twenty-nine (29) side chairs -- various locations
Item 5: One (1) desk for Village President's office
Item 6: One (1) credenza for Village President's office
The lowest responsive and responsible bidder is Corporate Concepts ,
Inc. , of Oak Brook, Illinois. I respectfully request the Village
Board award a purchase contract to Corporate Concepts, Inc. , for this
furniture. The amount of this contract is to be $17,063.72, their bid
price.
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May 7, 1987
Page 2
SUBJECT: AWARDING OF A PURCHASE CONTRACT FOR COMFORTO SEATING
Furniture included in this grouping consists of:
Item 7: Thirty-nine (39) upholstered stack chairs:
* Four (4) overflow seating for Village Manager's
Conference Room
* Sixteen (16) overflow seating for Trustees'
Conference Room
* One (1) Personnel Dept. Modular Workstation
* Eight (8) Personnel Interview Room
* Ten (10) Caucus Room
The lowest responsive and responsible bidder is D & L Office Furniture
Co. of Schaumburg, Illinois. I respectfully request the Village Board
award a purchase contract to D & L Office Furniture Co. , for this
furniture. The amount of this contract is to be $5,657.34, their bid
price.
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May 7, 1987
Page 3
SUBJECT: AWARDING OF A PURCHASE CONTRACT FOR KRUEGER FURNITURE
Furniture included in this grouping consists of:
Item 8: Sixty (60) stack chairs for Public Meeting Rooms
Item 9: Ninty-two (92) stack chairs for Court Room area
Item 10: Twenty (20) stack chairs for Lunchroom
Item 11: Three (3) chair dolly's
Item 12: Ten (10) tables for Public Meeting Rooms
The lowest responsive and responsible bidder is D & L Office
Furniture Co. of Schaumburg, Illinois. I respectfully request the
Village Board award a purchase contract to D & L Office Furniture Co.
for this furniture. The amount of this contract is to be $8,413.04,
their bid price.
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May 7, 1987
Page 4
SUBJECT: AWARDING OF A PURCHASE CONTRACT FOR GF FURNITURE
Furniture included in this grouping consists of:
Item 13: One (1) desk for Personnel Officer
Item 14: Two (2) desks for Finance Counter
Item 15: Six (6) credenza units -- various locations
Item 16: Four (4) file cabinets and two (2) worksurfaces to make
& 17: two (2) credenza-type units , one (1) for Sanitarian and
one (1) for Purchasing Agent
The lowest responsive and responsible bidder is Henricksen & Co. , Inc.
of Itasca, Illinois. I respectfully request the Village Board award
a purchase contract to Henricksen & Co. , Inc. , for this furniture. The
amount of this contract is to be $5,470.00, their bid price.
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May 7, 1987
Page 5
SUBJECT: AWARDING OF A PURCHASE CONTRACT FOR BRAYTON INTERNATIONAL
FURNITURE
Furniture included in this grouping consists of:
Item 18: One (1) Liegen Couch for womens ' employee restroom
The lowest responsive ard' responsible bidder is 0 & L Office Furniture
Co. of Schaubmurg, Illinois. I respectfully request the Village
Board award a purchase contract to D & L Office Furniture Co. for this
furniture. The amount of this contract is to be $861.41, their bid
price.
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May 7, 1987
Page 6
SUBJECT: AWARDING OF A PURCHASE CONTRACT FOR METROPOLITAN FURNITURE
Furniture included in this grouping consists of:
Item 19: Three (3) bench seating units for Atrium
Item 20: Three (3) casual chairs for Atrium
Item 21: Two (2) solid drum tables for Atrium
The lowest responsive and responsible bidder is Landgraphs Ltd. , of
Aurora, Illinois. I respectfully request the Village Board award a
purchase contract to Landgraphs Ltd. , for this furniture. The amount
of this contract is to be $4,480. 19, their bid price.
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May 7, 1987
Page 7 - 8
SUBJECT: AWARDING OF A PURCHASE CONTRACT FOR VERSTEEL FURNITURE
Furniture included in this grouping consists of:
Items 22 - 33: Eighteen (18) assorted Conference Room and
Lunchroom tables, to include bases -- various
locations
The lowest responsive bid was submitted by Landgraphs Ltd. , of Aurora,
Illinois. Landgraphs bid did not meet specifications as provided in
the bid package. Bases proposed were of different sizes and
quantities , and the top for the Trustees' Conference Room table did not
come close to specifications. It is based on this company's failure to
follow specifications that this bid be rejected.
The lowest responsive and responsible bidder is Sun Office Equipment
Co. , of Elk Grove Village. I respectfully request the Village Board
award a purchase contract to Sun Office Equipment Co. , for this
furniture. The amount of this contract is to be $7,905.50, their bid
price.
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May 7, 1987
Page 9
SUBJECT: AWARDING OF A PURCHASE CONTRACT FOR ARTOPEX SEATING
Furniture included in this grouping consists of:
Item 34: Thirteen (13) secretarial task chairs -- various
locations
The lowest responsive and responsible bidder is D & L Office Furniture
Co. , of Schaumburg, Illinois. I respectfully request the Village
Board award a purchase contract to D & L Office Furniture Co. , for this
furniture. The amount of this contract is to be $2,046.72, their bid
price.
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May 7, 1987
Page 10
SUBJECT: AWARDING OF A PURCHASE CONTRACT FOR ALL STEEL FURNITURE
Furniture included in this grouping consists of:
Item 35A: Forty-two (42) chairs for Village
Manager's Conference Room and five (5) Departmental
Conference Rooms
Item 36A:
37A:� Thirteen (13) modular workstations -- various locations
38A:
The lowest responsive and responsible bidder is Henricksen & Co.
Inc. , of Itasca, Illinois. We are proposing their alternative bid,
based on the cost savings we will experience. The major difference
between the specification and the alternative proposal is the sizing
(width) of the panels. I respectfully request the Village Board award
a purchase contract to Henricksen & Co. , Inc. , for this furniture. The
amount of this contract is to be $40,293.00, their bid price.
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