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HomeMy WebLinkAbout9B - Emergancy Vehicle Preemption Devices .~ CITY COUNCIL AGENDA REPORT AGENDA ITEM: DECEMBER 21, 1998 9B GREG ILKKA, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER and FRANK BOYLES, CITY MANAGER CONSIDER APPROVAL OF: MEETING DATE: AGENDA #: PREPARED BY: 1) RESOLUTION 98-XX AUTHORIZING THE PURCHASE OF EMERGENCY VEHICLE PREEMPTION EQUIPMENT FOR SIX HIGH VOLUME INTERSECTIONS. 2) RESOLUTION 98-XX REQUESTING FUNDING FROM MNDOT THROUGH THE MUNICIPAL AGREEMENT PROGRAM FOR THE INSTALLATION OF EMERGENCY VEHICLE PREEMPTION SYSTEMS (EVP's) AT INTERSECTIONS ON TH 13. 3) RESOLUTION 98-XX AUTHORIZING WSB & ASSOCIATES, INC. TO PREPARE PLANS AND SPECIFICATIONS FOR THE INSTALLATION OF EVP SYSTEMS AT SIX HIGH VOLUME INTERSECTIONS. DISCUSSION: HISTORY On June 1, 1998, the City Council received a report from Fire Chief Dave Chromy recommending the acquisition and installation of EVP's at six intersections in Prior Lake at one time rather than incrementally as had originally been anticipated. The Fire Chiefs recommendation was made in response to an offer by an EVP vendor which indicated that significant savings (24-40%) in EVP equipment could be achieved if it were acquired before the end of 1998 (see attached memo). The City Council appeared to concur with the Fire Chiefs acquisition recommendation but directed that the staff contact the State (MnDOT) and County to determine if either or both parties would participate in this effort. The staff has completed this directive. Our findings are set forth in the remainder of this report. 16200 Eagle Creek Ave. S.E.. Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 EVP1.DOC AN EQUAL OPPORTUNITY EMPLOYER While the equipment costs and subsequent savings have been confirmed by our research, there has been a significant increase in the estimated installation costs. The revised city cost participation is not $30,146 as indicated in the first memo, but $62,260. In light of this fact the Council may wish to consider acquiring the equipment only in 1998 ($16,146) to achieve the available savings and program installation so that we can take advantage of the MnDOT cost partricipation. CURRENT CIRCUMSTANCES The Council's direction from the last meeting was to find out if other parties would participate in this cost. Healthspan advised us they could not. The County, while not providing financial resources, has indicated that it will be responsible for the maintenance of the EVP's installed at County road intersections. MnDOT's cost participation policy provides that they will pay 100% of the EVP equipment and installation cost on each "leg" of the intersection under their jurisdiction plus 8% of that amount for construction engineering. The signals which would be subject to MnDOT cost participation are all on TH 13. The signals on TH 13 at County Road 42 and at Duluth Avenue currently have EVP systems. The signals at Fish Point Road, Main Avenue (County 44), and Eagle Creek Avenue (County 21) do not. Our consultant has evaluated each of these signals and put together estimated costs for the installation of EVP systems. We have forwarded a preliminary request to MnDOT for cost participation through their Municipal Agreements Program. They have now asked for a resolution of support for the req uest. The consultant also evaluated three County road intersections to determine the cost of equipment, installation of the equipment, and estimated engineering costs. These costs are outlined in Attachment A. EVP installation at these six intersections would provide EVP at all intersections within Prior Lake with the exception EVPl.DOC of the two on County Road 83 which are expected to be completed in the future. ISSUES The Fire Chiefs proposal was to have the City purchase all the EVP equipment directly from the vendor at a substantial discount. The estimates in Attachment A reflect this discount. However, the installation estimates in the Fire Chiefs proposal were done without the benefit of evaluating each of the traffic signal locations for the required work to install the EVP systems. Having done this, we find that the work necessary at each location is greater than anticipated by the EVP vendor. This is mostly due to the age of the existing signal systems, particularly the one at TH 13 and Fish Point Road. At the time these older systems were designed, EVP was not in use and no accommodations were made for its addition at a later time as is the case with the most recent signals. If the Council chooses to approve the purchase of EVP equipment, design engineering must proceed in order to accomplish installation. Both MnDOT and the County will want to review and approve plans and specifications prior to awarding a bid for installation of EVP systems in their traffic signals. WSB & Associates, Inc. has provided a proposal to prepare all plans and specifications for a cost not to exceed $19,000. This engineering cost has been included in the total cost of this project. CONCLUSION To achieve equipment cost savings the council should pass a resolution approving the purchase of equipment through the Contingency Account. To assure that Prior Lake receives MnDOT funding in 1999, Resolution 98-XX requesting funding from MnDOT should be adopted. EVP's will improve safety around high volume intersections and will improve reponse times to public safety emergencies. The decision the Council must make is whether to 1) purchase all the equipment and proceed with installation at all six intersections now; or 2) purchase all the EVPl.DOC ~ ..... FISCAL IMPACT: ALTERNATIVES: EYPI.DOC equipment now and proceed with installation at only the three state roadway intersections; or 3) only purchase all the equipment now. Any installation not done now would be programmed into future years of the Capital Improvement Program. The staff supports acquisition of all equipment now to achieve the available savings and installation of the EVP equipment at all six high volume intersections. Actual installation costs will be determined through bids which the Council would consider in the future. As outlined in Attachment A, the City's share of the cost for these six intersections is estimated to be $62,260. Any funds approved by the Council for this purpose would be drawn from the 1998 Contingency Account. It is the Finance Director's expectation that the 1998 Contingency Account is the appropriate account for this expenditure and that a sufficient balance will be available upon receipt of FEMA funds and LMCIT storm damage insurance claim reimbursement. The alternatives for the Council to consider are: 1. Approve all three resolutions which would accomplish installation of EVP's at all six high volume intersections in 1999. This alternative has a total City cost of $62,260 including equipment, installation, design, construction, and MnDOT participation. 2. Approve Resolution 98-XX authorizing the the purchase of emergency vehicle preemption equipment for six high volume intersections, approve Resolution 98-XX which requests funds from MnDOT through their Municipal Agreement program, and amend and approve Resolution 98-XX authorizing WSB & Associates, Inc. to prepare plans and specifications for only the three TH 13 intersections. This alternative has a total City cost of $38,510. 3. Approve purchase of EVP equipment for all six intersections to take advantage of cost savings. The first attached Resolution would accomplish this action exclusively, at a City cost of $16,146. RECOMMENDED MOTIONS: REVIEWED BY: EVPl.DOC A motion ai":d second to approve Resolution 98-XX authorizing the purchase of EVP equipment for six high volume intersections; A motion and second to approve Resolution 98-XX requesting funding from MnDOT through the Municipal Agreement Program for the installation of Emergency Vehicle Preemption systems at intersections on TH 13; A motion and second to approve Resolution 98-XX a'uthorizing WSB & Associates, Inc. to prepare plans and specifications for the installation of EVP systems at six high volume intersections. RESOLUTION 98-XX RESOLUTION AUTHORIZING THE PURCHASE OF EMERGENCY VEHICLE PREEMPTION (EVP) EQUIPMENT FOR SIX HIGH VOLUME INTERSECTIONS MOTION BY: SECOND BY: WHEREAS, the City of Prior Lake has programmed the installation of EVP equipment for long term installation, and WHEREAS, EVP equipment can increase traffic safety around intersections to citizens and city emergency response personnel, and WHEREAS, EVP equipment facilitates expeditious emergency response times, and WHEREAS, the City can achieve savings of 24-40% if such equipment is purchased in 1998. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, the acquisition of EVP equipment for six high volume intersections in the amount of $16,146 plus applicable taxes is hereby approved. BE IT FURTHER RESOLVED, the funding for said purchase be drawn from the 1998 Contingency Account. Passed and adopted this 21st day of December, 1998. YES NO I Mader I Kedrowski Petersen Schenck I Wuellner Mader Kedrowski Petersen Schenck Wuellner {Seal} City Manager City of Prior Lake EVPI.DOC RESOLUTION 98-XX A RESOLUTION REQUESTING FUNDING FROM MNDOT THROUGH THE MUNICIPAL AGREEMENT PROGRAM FOR THE INSTALLATION OF EMERGENCY VEHICLE PREEMPTION SYSTEMS AT INTERSECTIONS ON TH 13. MOTION BY: SECOND BY: WHEREAS, the City of Prior Lake wishes to install Emergency Vehicle Preemption systems at TH 13 intersections with Fish Point Road, Main Avenue (CSAH 44), and Eagle Creek Avenue (CSAH 21), and WHEREAS, the City of Prior Lake is requesting financial participation in the project from the Minnesota Department of Transportation (MnDOT) through the Municipal Agreement Program, and WHEREAS, the City of Prior Lake is committed to providing the local share of the costs if the project is selected as part of the Municipal Agreement Program. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, funds are requested from MnDOT through the Municipal Agreement Program for the installation of Emergency Vehicle Preemption systems at the intersections of TH 13 and Fish Point Road, Main Avenue (CSAH 44), and Eagle Creek Avenue (CSAH 21). BE IT FURTHER RESOLVED, the City of Prior Lake is committed to providing the local share for such project. Passed and adopted this 21st day of December, 1998. YES NO Mader Kedrowski Petersen I Schenck I Wuellner Mader Kedrowski Petersen Schenck Wuellner {Seal} City Manager City of Prior Lake EVPl.DOC RESOLUTION 98-XX AUTHORIZING WSB & ASSOCIATES, INC. TO PREPARE PLANS AND SPECIFICATIONS FOR THE INSTALLATION OF EMERGENCY VEHICLE PREEMPTION SYSTEMS AT SIX HIGH VOLUME INTERSECTIONS MOTION BY: SECOND BY: WHEREAS, the City Council of Prior Lake has approved the purchase of EVP equipment for six high volume intersections, and WHEREAS, the City Council has approved a resolution requesting funding from MnDOT for the installation of EVP systems at three intersections on TH 13, and WHEREAS, the City Council desires to have EVP systems installed at three additional . County Road intersections, and WHEREAS, prior to installation of EVP systems at these intersections, plans and specifications need to be prepared for approval by MnDOT and Scott Cou nty. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, WSB & Associates, Inc., is hereby authorized to prepare Plans and Specifications for the installation of EVP systems at six high volume intersections for a fee not to exceed $19,000.00. BE IT FURTHER RESOLVED, funding for this project will be from the 1998 Contingency Account. Passed and adopted this 21 st day of December, 1998. YES NO Mader I Kedrowski I Peterson I Schenck I Wuellner Mader Kedrowski Peterson Schenck Wuellner {Seal} Frank Boyles City Manager City of Prior Lake EVPI.DOC Emergency Vehicle Preemption Systems Prior Lake OPINION OF PROBABLE COST ATTACHMENT A : I LOCATION Unit Engineering Construction Design Construct Equip (Vendor) Installation Total Cost(1 ) MnDOT Share Prior Lake: Share 1. TH 13 at FISH POINT ROAD LS $4,100 $950 $2,559 $19,000 $26,609 $11,642 $14,967 2. TH 13 at CSAH 44 LS $2,700 $850 $2,559 $6,000 $12,109 $4,622 $7,487 TH 13 at 160th 3. TH 13 at CSAH 21 LS $2,700 $950 $2,559 $6,000 $12,209 $4,622 $7,587 TH 13 at Eagle Creek Ave. 4. CSAH 21 at CSAH 39 LS $4,100 $850 $2,559 $6,000 $13,509 n/a $13,509 Eagle Creek Ave at Franklin Trail 5. CSAH 44 at CSAH 39 LS $2,700 $700 $2,955 $3,000 $9,355 n/a $9,355 160th at Franklin Trail 6. CSAH 44 at FISH POINT ROAD LS $2,700 $700 $2,955 $3,000 $9,355 n/a $9,355 160th at Fish Point Road $19,000 $5,000 $16,146 I $43,000 $83,146 $20,886 $62,260 Notes: (1) Total Cost assumes equipment purchased directly from vendor and installation is bid with government furnished equipment J, ' LI -1 AGENDA ITEM: DISCUSSION: 'ts - '23 CITY COUNCIL AGENDA REPORT JUNE 1, 1998 IOD DA VB CHROMY, FIRE CHIEF. CONSIDER APPROVAL OF PROPOSAL TO PURCHASE OF 3M OPTICON PRIORITY CONTROL SYSTEM EMERGENCY VEHICLE PREEMPTION (EVP) SYSTEM AT ONE TIME IN 1998 RATHER THAN INCREMENTALLY OVER TIME. Historv: Effective delivery of police and fire emergency service assumes fast response tim'es. Once en route, the biggest delays emergency service vehicles . experience is at major City intersections. Such intersections also represent a safety hazard to motorists and pedestrians when emergency vehicles pass through them "against the lights". Traffic projections for major roads such as TH 13, CSAH 21, Franklin Trail (CSAH 39), CSAH 42 and CSAH 44 (160th) suggest even greater congestion in future years, further exacerbating the above response time and safety issues. To maintain response time and intersection safety, the staff has been recommending the installation ofthe 3M Opticon Priority Control System as traffic signals are installed. The objective is to be able to control the signals at key intersections in the City. The Opticon system already exists in the lights at CSAH 42 and CSAH 18 (Crest). The intersections of CSAH 42 and TH 13, Rutgers and CSAH 42 and TH 13 and Duluth will receive Opticon installation as part of the improvement projects contemplated or presently underway. All emergency vehicles including all City police and fire vehicles, Health Span, state troopers and the County sheriff vehicles can use the system to improve safety and response times to our residents. The purpose of this memo is to determine ifthe Council desires that the staff proceed to take the necessary steps to acquire this equipment at one time or continue to purchase it incrementally. 1620~ljlN~$ffi:QIRiI6'ONllli')~innesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER Current Circumstances: We recently learned that substantial discounts (40%) or (24%) can be achieved ifthis equipment is purchased at once rather than incrementally~ The Police Chief and I therefore recommend that the Council consider a one time purchase to realize this savings. The City has received an estimate from Rennix Corp. for EVP equipment. Rennix Corp. is the authorized dealer for the 3M Opticon EVP equipment which is the sole source of supply for this equipment since it is the only equipment that presently meets MnDOT standards. MnDOT standards are what Scott County has adopted for their EVP equipment. A 40% savings amounts to $6680.00 over the cost of four (4) 700 series and a savings of24% or $1840 in the cost of two (2) 400 series equipment. Equipment can be purchased by the City through appropriate purchasing procedures and the City can then solicit proposals for the installation ofthe equipment. Installation for intersection lights with field wiring already in place are estimated at approximately $1500.00 per intersection. Installation would' probably be about twice that amount in older intersections. There may be additional fees for preparation of plans as well for these intersections. Emitters for the vehicles and installation thereof would also be purchased as part ofthis acquisition if the Council approves it. The fire department and police department have already budgeted for this expense in 1998. Below is a summary of the intersections proposed for EVP installation and the estimated costs: INTERSECTIONS , Hwy 13 & Fish Point Road Hwy 13 & Cty Rd 44 Hwy 13 & CtyRd21 Cty Rd 21 and Franklin Trl 160th and Franklin Trl 160th and Fish Point Rd EQUIPMENT ESTIMATES $2559.00 $2559.00 $2559.00 $2559.00 $2955.00 $2955.00 $16,146.00 MODEL 700 700 700 700 400 400 INSTALLATION ESTIMATES $3000.00 $3000.00 $3000.00 $3000.00 $1500.00 $1500.00 $15,000.00 The Issues l)A purchase such as this would nonnally be programmed in the Capital Improvement Program. Why isn't it? The fire department had planned to complete this project incrementally over the next 5 years beginning with the year 1998. As investigations began, the cost of doing one or two intersections at a time would not allow us to take I:\COUNCIL\AGNRPTS\OPTICON.DOC advantage of the first time buyer discount, which provides a savings to the City of$8520. Installation costs may improve by doing all intersections at once as well. 2) If the County, State, HealthSpan and others are benefactors, why don't they help pay for this equipment? The local community is deemed to be the prime benefactors of the EVP systems. When Scott County improves an intersection such as CSAH 21 and CSAH 82, the local government is responsible for the EVP system costs if they desire to have them installed. We would investigate cost participation by others if the Council authorizes us to move ahead on this one-time purchase proposal. 3) Will this equipment really help the taxpayer and those delivering public safety services? Police, fire, and ambulance operators agree that the least safe portion of emergency response is entering into intersections. Intersection accidents under these circumstances are undesirable because: 1 )The probability of personal injury is high, 2) Vehicle damage is typically substantial, 3) Considerable expense can be involved, 4) The operator and vehicle may be lost from service for extended time periods, 5) The emergency response is terminated or considerably slowed by an accident. 4) What other area cities use or are in the process of acquiring preemptive devices? Shown below are selected cities and their status regarding EVP installation. City Fire Police. Belle Plaine Done Done Jordan Done Quoted Savage Done Done Shakopee Done Bumsville Done Done Lakeville Done Done Rosemount Done Done A more complete metro-wide list is available should the Council desire. 5) If contingency were used both for a portion of the pur(;hase price ($6146) and installation (estimated at $15,000) what is the status of contingency? The Fire Department Budget can provide $10,000 toward this purchase. The contingency would need to provide the rest. The 1998 contingency account was budgeted at $100,000. The City Hall roof replacement of $20,000 is the only expenditure against this account leaving a balance of $80,000. Reducing I:\COUNCIL\AGNRPTS\OPTICON.DOC FISCAL IMPACT: ALTERNATIVES: RECOMMENDED MOTION: REVIEWED BY: contingency by $21,146 would leave a balance of$58,854 for the remaining seven months of 1998. Conclusion The equipment has the potential for long term positive impact upon our emergency service delivery. The question is whether the Council desires that we purchase now or incrementally. Based upon the estimates we have, the key savings to the property tax payer is $8,520 if the equipment is purchased at one time rather than incrementally. The acquisition and installation of the equipment as proposed reduces contingency by $21,146 to a balance of$58,854 for the remainder of the year based upon current estimates. Accurate cost recovery statistics are difficult to calculate in this situation without knowing variables such as number of accidents, number of calls per intersection, severity of emergency calls (to establish impact on taxpayer) etc.. We have experienced intersection accidents on emergency calls. A Fire Tanker truck was lost in 1994 because of such an accident. A used tanker was acquired for $18,000. The City paid the fIrst $10,000 under our insurance policy. The police department does not have a record of an intersection accident. 1 )Direct staff to take the appropriate steps in accordance with state statute and City purchasing policy to acquire EVP equipment including emitters at one time as proposed in this memo and to solicit proposals for installation of this equipment with the understanding that the Council is willing to allocate approximately $22,000 from contingency for this purpose. If actual costs are substantially different the Council could modify its position at that time. 2) Direct the staff to acquire the equipment incrementally as we have done to date. 3) Direct the staff to incorporate such acquisition in the 2000 - 2004 CIP Alternative 1. After taking the appropriate steps to purchase this equipment the staff would return tJlle Council at a future meeting for fInal purchase approval. 'I U ~ . {/ I:\COUNCIL\AGNRPTS\OPTICON.DOC RENNIX Corporation Traffic Control Products 413 Waco uta Street. Suite 550 St. Paul, MN 55101 (612) 222-7252 FAX (612) 292-0014 1 -800-225-9602 03/20/98 Prior Lake Fire Department 16200 Eagle Creek Ave. SE Prior Lake, MN 55372-1714 Attn: Chief Dave Chromy Dear Sir: Enclosed you will find a couple of 3M OpticomDf Priority Control Systems Information Packets that contain statistical data from St. Paul, Denver and Houston. This data is response time and accident rate reduction studies. I can provide additional copies of these packets if you need them. There is a list of contacts, names, addresses and phone numbers that include traffic engineering fire and police. These are references for answers to maintenance and use questions. The spread sheet lists cities and agencies that are current users of the system as well as those cities that are active in building a system. In addition the Minnesota State Patrol is using the 3M Opticom™ System in the St. Cloud area, Dakota County and Southern Ramsey County. They are pleased with the results and intend to add to their usage in other areas. If you have any questions about this status report, give me a call. The request for a letter from the Minnesota Department of Transportation in regard to sole source of the equipment has been entered. I will pursue this through several contacts there. Currently 3M Opticom™ is the only emergency vehicle equipment that meets specifications at MNDOT, Ramsey County, Dakota County, Hennepin County, Wright County, Washington County and Scott County. Many metro cities actively installing systems use these same specifications and cooperative agreements to purchase equipment directly from Rennix Corporation. The 5001700 Series equipment is specified in many of these cities including Minneapolis, Lakeville, Chanhassen, Hastings and Eagan to name a few. This is the initial response to your list of needed items. I will continue to try to get a letter from the state as soon as possible. Good luck and let me know if you need anything else. Sincerely, RENNIX CORPORATION J ~/}tu:e ~"1-/ F. Denise Miller Vice President Ene. OCT-20-1997 16:21 RENNIX CorporatIon Trafffc Control Products .413 Wacouta Street . Suite 550 St. Paul, MN 55101 (612) 222-7252 FAX (512) 292-0014 1..soo-Z25-9602 51 ' . TE 550 GILBERT BLDG 16122920014 P.02 > The 3M Model 592C emitter is available at $995 each. Optional switches are available at $30 or $85. Rennix CorporatiOn will install emitters at $300 each. Installation is frequently done by the department. Training and training materials such as video tapes are available at no additional charge. Sincerely, RENNIX CORPORA nON J~~ F. Denise Miller Vice President TOTRL P.02 'FEB- 23-1998 13: 30 RENNIX Corporation Traffic Control Products 413 Waccuta Straet . Suite sso st. Paul, MN 55101 (612) 222-7252 FAX. (612) 292-0014 1-aOO-225~ SUITE 550 GILBERT BLDG 02123/98 City of Prior Lake Fire & Police Department 16200 Eagle Creek Ave. S.E. Prior Lake, MN 55372-1714 Attn: Chief Dave Chromy . Lieutenant Steve Schmidt 16122920014 P.01 Fax: Fax: 447-4245 440-3666 The following is an updated quote for 3M Opticom no Priority Control System equipment for each intersection based on a visual survey at the intersection. Final engineering may change the quantities or equipment needed. 700 EQUIPMENT INCLUDED SERIES 4 ONE-WAY, ONE CHANNEL DETECTORS 1 PHASE SELECTOR, FOUR CHANNEL , ODD' EVP CABLE $4265 Four-Wav. No field wirino: "TH 13 @CSAH 21 , TH 13 @ Fish Point Rd l TH 13 @ CSAH 44 .....,.-:. ~. @; ~ ..;..';.1.., ~j 4':fr- ~ CSAH 21 @ CSAH 39{Franklin Tr.) Four-Wav with field wirinq:. $3,875 CSAH 44 @CSAH 39(Franklln Tr.) CSAH 44 @ Fish Point Rd.: ~ ':"-&.&5'1 83 "700 PROMO 400 SERIES 52 559 $3,345 NfA ~? q'i"i .. The 700 Series promotional package has been extended through 1998. It provides a 40% discount from 3M to help the city start a preemption program. The promotional program is applicable to the purchase order directly from the city for 3 to 5 intersections of equipment. Suaaested Summary: 5 Four-Way Including Cable @ 700 Promo 3 Four-Way Without Cable with 400 Series Total intersection estimate $12,795 $ 8.865 $21,660 The 3M Madel 592C emitter is available at $995 each. Optional switches are available at $30 or $85. Rennix Corporation will install emitters at $300 each. Training and training materials such as video tapes are available at no additional charge. Rennix Corporation will offer a 5% discount on the purchase of 10 or more emitters. (17 emitters @ $945.25 = $16,069.25) Sincerely, RENNIX CORPORATION -I . ~ -2'". ~ F. Denise Miller Vice President TOTRL P.01