03-137 Resolution No. 03-137
RESOLUTION
ACCEPTING THE PROPOSAL OF MIDCO, INC. FOR A
DOOR SECURITY SYSTEM AT THE AIRLITE WATER TREATMENT PLANT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that David M. Dorgan, City Manager, be and is hereby
authorized and directed to accept the proposal on behalf of the
City of Elgin of MidCo, Inc . for a door security system at the
Airlite Water Treatment Plant, a copy of which is attached hereto
and made a part hereof by reference .
s/Ed Schock
Ed Schock, Mayor
Presented: May 28, 2003
Adopted: May 28 , 2003
Omnibus Vote : Yeas : 6 Nays : 0
Attest :
s/Dolonna Mecum
Dolonna Mecum, City Clerk
Specifications and Proposal
Cs411= MidCo Inc.
Connected to your success 16W221 Shore Court
Burr Ridge,IL 60521
Purchaser: City of Elgin,Department of Water Proposal Date: April 3,2003
Address: Airlite Drive Prepared By: John Baumann
City,St,Zip Elgin,IL E-Mail: jbaumann @midcosystems.com
Phone: (847)931-6157 Proposal#: 030404JB-01
Fax:
Prepared For: Kurt Eschelman E-Mail:
Quantity 'Part Number 'Description I Price
Airlite Facility and License Upgrade for over 64 Readers Total: $32,294.04
Tax Not Included
Each Exended Price
1 LNL-500 DGP 512K Memory Access Panel $663.34 $663.34
1 UPS-3264 Upgrade from 32ES to 64NT System $2,763.08 $2,763.08
1 LNL-1100 Input Control Module(Alarm Input Card) $709.89 $709.89
3 LNL-1320 Dual Card Reader Interfaces $650.04 $1,950.12
1 LNL-CTX-6 Enclosure hold up to 6 cards $268.08 $268.08
1 LNLETHLAN Network Adapter for DGP $743.14 $743.14
4 NP712 Batteries for Back-up power $19.95 $79.80
3 5455-BGN00 ProxPro II Proximity Card Reader $396.51 $1,189.53
2 5355-AGKO9 ProxPro II Proximity Card Reader w/Key Pad $561.43 $1,122.86
2 1076WBR Recessed Door Contact $155.28 $310.56
11 2507A Surface Door Contact $137.74 $1,515.14
5 DS150i RTE MD $307.40 $1,537.00
5 TP160 Mounting Plate for DS150i $1.53 $7.65
2 ES441-709 Push Button Door Release(Egress) $357.69 $715.38
I M7300STE SUPERVISED DUAL TECH 70X60 $298.94 $298.94
1 01366 12/24 VDC 4.0A UL Supply(Locks) $360.96 $360.96
1 01365 12/24 VDC 2.5A UL Supply(RMJRdrs) $305.57 $305.57
1000 5504FE Reader Cable,PVC $0.63 $630.00
1000 5100UE Door Strike Cable PVC $0.76 $760.00
1500 5500FE Door contact cable PVC $0.56 $840.00
1000 5402FE Request to Exit Cable $0.63 $630.00
2 MidCo Sub Mag Lock Pair $1,190.35 $2,380.70
3 MidCo Sub Folger Adam Door Strike Inc.Door Preparation $811.30 $2,433.90
1 MidCo Inc Conduit and Stubs $1,793.84 $1,793.84
3 MidCo Inc Floor Penetrations $166.25 $498.75
1 MidCo Inc Misc $669.66 $669.66
1 MidCo Inc Engineering $289.28 $289.28
I MidCo Inc Programming $289.28 $289.28
I MidCo Inc Basic Drafting $289.28 $289.28
1 MidCo Inc Commissioning $289.28 $289.28
2 SWC-64NT Upgrade Workstations $1,873.64 $3,747.28
1 64NT-RUP64 Upgrade from 64-128 Readers $2,211.75 $2,211.75
Notes: 1 Cable will be in conduit on floors 1&2,it will run
open inth basement except in the chlorine rooms
2 Does not require a computer,just a network drop by the panels
This proposal valid for 15 days from Date of Proposal
Price includes applicable installation labor unless otherwise noted.Price is exclusive of all conduit and electrical boxes.Our proposal includes adequate labor to connect,program and test circuits with your
system.Troubleshooting network problems caused by 3rd party suppliers is not included with this proposal. Additional labor hours that are required as a result of the non-performance of these 3rd party
devices will be invoiced at our prevailing rate.
Purchaser acknowledges receipt of MidCo's Terms and Conditions document,undertands it,and agrees to be bound by its provisions.Further,the purchaser agrees that it is the complete and exclusive
statement of the agreement between the• -'es which superseded all proposals or prior agreements oral or written.
MidCo Inc. Signature of �>
Signature `� 'RO Purchaser prig ���r/`F�..
Date fl r� Date ��L'( �/,5
Page 1 of 1 Phone#(630)887-1800.....Fax-0(630)887-1962 G
_
EQUIPMENT PURCHASE AGREEMENT
TERMS AND CONDITIONS
Warranty:
Seller agrees to service without charge to Purchaser all goods installed by Seller for a period of ONE YEAR from date of installation or gainful use of
the equipment by the Purchaser,whichever is first. Service shall include repair or replacement of defective goods and such adjustments as are required
to keep system in satisfactory working condition,but does not include changes or additions or repairs or replacement of goods damaged through
accident,misuse,abuse,acts of God or other reasons beyond the control of Seller.
ALL OTHER WARRANTIES,EXPRESS OR IMPLIED,INCLUDING,BUT NOT LIMITED TO,ANY IMPLIED WARRANTIES OF
MERCHANTABILITY OF FITNESS FOR A PARTICULAR PURPOSE ARE HEREBY EXCLUDED.
INSTALLATION:
Seller shall install the equipment as listed and shall furnish all the necessary cable,wire,hardware,etc.,including labor as specified to provide for a
proper operating system. Purchaser will furnish all necessary commercial power as required, including two duplex outlets on a dedicated commercial
power circuit. Purchaser shall also furnish electric conduits,raceways,etc.,if required,by Purchaser and/or local electrical codes,and a controlled
environmental area,continuous 24 hours per day,for the central equipment as required by the Equipment Manufacturer Specification enclosed.
Seller will perform the installation in a neat and workmanlike manner,in accordance with local electrical code requirements,including furnishing local
electrical permits if necessary. Purchaser agrees to obtain consent from his landlord or the building owner to install the equipment and to assist the
Seller in obtaining approvals and permits other than as specified.
Seller will not be responsible for damages to the premises,not resulting from Seller's negligence. All work will be done during Seller's regular
working hours.
SECURITY INTEREST:
To secure payment and performance of all Purchaser's obligations hereunder. Purchaser hereby grants to Seller a security interest in and to the goods
covered by this contract and in and to any additions and accessions thereto provided,nevertheless,that the risk of any loss or damage to the goods shall
pass to Purchaser upon shipment to Purchaser or upon delivery to Purchaser's premises,whichever is earlier. Until Seller has been paid in full,
Purchaser shall not in any manner sell,transfer,lease,mortgage or encumber its interest in the goods covered by this contract nor part with possession
thereof,without the Seller's prior written consent.
SCHEDULES:
Seller does hereby agree to maintain proper schedules for installation of the equipment as specified herein and as required by Purchaser. Delay or
failure of performance on the part of Seller shall be excused if its normal operations are effected or prevented by any strike,lockout,act of God,act of
the government,civil or military authorities,material shortage,delay of public carriers,fire,theft,accident,or any cause beyond its reasonable control.
Seller assumes no responsibility for damage on account thereof.
TAXES:
Prices quoted,unless otherwise specified,do not include sales,use,excise,or similar taxes applicable to the sale,delivery,or use of the goods covered
by this contract. The amount of any such applicable tax will be paid to Seller,as specified by Purchaser or in lieu thereof Purchaser will provide Seller
with a tax exemption certificate acceptable to the taxing authorities.
DISCLAIMER AND LIMITATION OF LIABILITY:
IN NO EVENT SHALL SELLER BE LIABLE FOR SPECIAL,INDIRECT,INCIDENTAL OR CONSEQUENTIAL DAMAGES,WHETHER IN
CONTRACT,TORT,OR OTHERWISE.
Seller will furnish Certificate of Insurance to include"Workmen's Compensation,"general liability(bodily injury and property damage)to apply to all
claims caused by MidCo Inc.'s negligence. Purchaser's request for additional insured liability will be furnished by MidCo Inc.and paid for by the
purchaser.
All the provisions of this agreement shall be considered as separate terms and conditions and in the event any one shall be held illegal,invalid or
unenforceable,all the other provisions hereof shall remain in full force and effect as if the illegal,invalid or unenforceable provisions were not a part
hereof.
This contract shall be governed by Illinois law. The entire understanding between the parties is contained in this non-cancelable contract and no other
agreement,representation,or understanding has been made,entered into,or will be recognized. This contract is not subject to modification except by
an instrument in writing executed by a duly authorized officer of Seller and the Purchaser.
.
E ''
r ro: 1-May 9, 2003 �.7 rii
I , " I, 1
t ILLS ,- R
N ;'" ;
TO: Mayor and Members of the City Council FINANCIALLY STABLE CiTYGOVERNMENT
EFFICIENT SERVICES,
AND QUALI7 Y INFRASTRUC(ORE
FROM: David M. Dorgan, City Manager
Larry E. Deibert, Water Department Director
John M. Loete, Public Works Director
SUBJECT: Sole Source Purchase of Door Security System for the
Airlite Water Treatment Plant and New Public Works
Facility.
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information to consider a sole source
purchase of equipment and services for a door security system at
the Airlite Water Treatment Plant and the new Public Works
facility on Holmes Road.
BACKGROUND
The City of Elgin is presently using a computerized door security
system manufactured by Lenel Systems International Inc. This
system provides computer program and proxy card reading devices to
allow door entry and security for City-owned buildings . City ID
cards are used as proxy readers to allow access through
specifically equipped doors . The system monitors access through
each door that has been programmed into the security system. City
Hall , the Centre, and Riverside Water Treatment Plant are
presently using this computerized system to secure doors at these
facilities .
Any additional sites that wish their security system to be
compatible with other city buildings must purchase the Lenel
system. Incompatible systems are available; however such a
purchase would be less cost effective than adding to our existing
system and would require employees to carry multiple ID badges .
The authorized sales and service representative for the Lenel
Airlite WTP & New Public Works Facility Door Security
May 9, 2003
Page 2
security system is Midco from Burr Ridge, Illinois . Midco has
provided a written price quote for equipment and labor to install
network proxy card reader security at the Airlite Water Treatment
Plant and new Public Works facility in the amount of $32 , 294 . 04 .
and $39, 910 . 22 respectively.
Besides installing the card readers and system interconnects at
both facilities, the purchase will upgrade the central system
hardware and software to increase the City' s security system from
a 65 door system to a 128 door system. The increase will cover
the addition of the entrances at Airlite and the new Public Works
facility. The Water Department has reallocated funds from other
operational projects to pay for this important improvement to
facility security. Funding for the Public Works portion is
detailed under the financial impact section of this memorandum.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None .
FINANCIAL IMPACT
There are sufficient funds budgeted ($44 , 100) and available
($38, 643) for the Water Department portion of this sole source
$32 , 294 . 04 purchase in the Water Fund, account number 401-4002-
771 .40-05, Other Services - Buildings .
The total cost for the Public Works portion of this sole source
purchase is $39, 910 . 22 . Funding for the Public Works Facility
Project is budgeted under project number 339570 in the following
accounts :
275-0000-791 . 92-36 $4 , 126 , 510*
276-0000-795 . 92-36 $1, 985, 000
376-4000-795 . 92-36 $1, 000 , 000
380-4000-795 . 92-36 $1, 000, 000
382-0000-795 . 92-36 $3 , 800 , 000
382-4000-795 . 92-36 $ 200, 000
$12 , 111, 510
*Including Precision Glass rental payments of $411, 510
.
Airlite WTP & New Public Works Facility Door Security
May 9, 2003
Page 3
Of this amount, $464 , 283 remains unencumbered in the project
budget . A summary of actions to be funded by this balance is
below.
Item Status Cost
Bid Package E 5/14/03 Agenda $ 169, 855 . 81
Postl-Yore Amend. 5/14/03 Agenda 142 , 000 . 00
CO#1 Item D-5 5/14/03 Agenda (147, 900 . 00)
Security System 5/14/03 Agenda 39, 910 . 22
Added Cost As Of 5/14/03 $ 203 , 866 . 03
If approved, the action items on the agenda tonight will leave a
balance of $260, 417 to provide for contingencies on the numerous
lump sum contracts .
LEGAL IMPACT
Sole source purchases are permitted under Chapter 5 . 14 of the
Elgin Municipal Code .
ALTERNATIVES
1 . Award this contract to Midco.
1 . Not to award this contract .
2 . Seek formal bids from other suppliers .
RECOMMENDATION
It is recommended that the City Council approve the sole source
purchase of a door security system from Midco in the amount of
$32 , 294 . 04 (Water Department portion) and $39, 910 . 22 (Public Works
portion) totaling $72 , 204 . 26 .
Respectfully submitted for Council consideration.
LED:JML:KME:mg
Attachments