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Home My WebLink About10D - Opticon Emergency Pre-emptive Equipment ;. AGENDA ITEM: DISCUSSION: CITY COUNCIL AGENDA REPORT JUNE 1, 1998 10D DAVE 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 times. 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 of the 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 if the Council desires that the staff proceed to take the necessary steps to acquire this equipment at one time or continue to purchase it incrementally. 162(J~WN~$SlQIDrI6ONlDO@1innesota 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 if this 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 ifthe 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 & Cty Rd 21 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 I)A purchase such as this would normally 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 ofthe 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) Vehic1e damage is typically substantial, 3) Considerable expense can be involved, 4) The operator and vehicle may be lost from service for extended time periods,S) 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 Burnsville 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 purchase 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 t~e Council at a future meeting for final purchase approval. 'l ~J ~ 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 Opticom™ Priority Control Systems Information Packets that contain statistical data from S1. 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 S1. 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 500/700 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 &~tl~ tn~..{/ F. Denise Miller Vice President Ene. OCT-20-1997 16:21 RENNIX Corporation Traffic Control Products 413 Wacout.a Street . Suite 550 St. Paul, MN 55101 (612) 222-7252 FAX (612) 292...Q014 , -800-225-9S02 SUITE 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 CORPORATION d.~~ F. Denise Miller Vice President TOTAL P.02 :-EB-23-1998 13:30 ... RENNJX Corporation Traffic Central Products 413 Wacouta Slraet . Suite 5SO St. Paul, MN 55101 (612) 222-7252 FAX (612) 292-0014 1-8(x)"225-.9602 SUITE 550 GILBERT BLDG 02123/98 City of Prior Lake Fire & Police Department 16200 Eagle Creek Ave. S.E. Prior Lake, MN 55372-1714 Ann: Chief Dave Chromy Lieutenant Stelle Schmidt 16122920014 P.01 Fax: Fax: 447 -4245 440-3666 The following is an updated quote for 3M Opticom m Priority Control System equipment for each intersection based on a lJisual 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 1000' EVP CABLE Four-Wav. No field wirina: $4,265 "TH 13 @ CSAH 21 , TH 13 @ Fish Point Rd 4 TH 13 @ CSAH 44 -~; . . .!~..~ .....\. ... ~ CSAH 21 @ CSAH 39(Franklin Tr.) Four-Wav with field wirino: $3,875 CSAH 44 @ CSAH 3S(Franklln Tr.) CSAH 44 @ Fish Point Rd.: -c.A-l:-~.AJiI 83 -700 PROMO 400 SERIES $2 559 $3,345 N/A ~?q~ w 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. Suqqested 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 Model 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 . ~ ....::f. ~ F. Denise Miller Vice President TOTRL P. 01