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Home My WebLink About08/02/2016 Emergency Vehicle Priority EquipmentItem XI. D.: MOTION TO ACCEPT PROPOSAL FOR EMERGENCY VEHICLE PRIORITY EQUIPMENT IN AN AMOUNT NOT TO EXCEED $143,728. Department: Public Works Department Information: The Village of Mount Prospect has a total of 57 signalized intersections of which 42 are operated by the Illinois Department of Transportation (IDOT), 7 by the Cook County Highway Department (CCHD), and 8 by the Village. In addition to traffic signals and pedestrian signals, each intersection also includes an Emergency Vehicle Priority (EVP) system. This system allows police and fire vehicles to interrupt the normal operation of the traffic signals and provide a green light as they enter the intersection. The EVP system is actually owned by the Village at all 57 signalized intersections. The current EVP equipment at most of the intersections is over 20 years old and in need of replacement. In 2016, the Village will begin a three-year program to upgrade the EVP system at all 57 signalized intersections. Attachment A depicts the intersections targeted in 2016. The four basic parts of the EVP system are the emitter, detector, beacon & card. The emitter is located in the emergency vehicle and sends a signal to the intersection. The detector (one in each direction) is typically mounted on the mast arm and receives the signal from the emitter. The beacon (one in each direction) is a LED light that flashes in the direction of the approaching emergency vehicle and is solid in the other directions. The card is located in the cabinet and coordinates the interruption of the traffic signal operation. Attachment B contains catalog sheets depicting this equipment. Over the years individual pieces of equipment have been repaired or replaced with similar models to keep the system fully -operational. Recently, however, the manufacturer has informed us they can no longer supply replacement parts or in most cases repair damaged parts. The old models are no longer supported by the manufacturer. As a result, when a single part fails it requires the replacement of all the parts at an intersection with new models in order to remain fully -operational. In 2016, 2017 & 2018, EVP parts including detectors, beacons and cards will be replaced with the latest technology as part of the Village's Capital Improvement Program. In the Chicago area, there are only two manufacturers of EVP equipment and only two vendors that sell the equipment. Tomar equipment is sold by MoboTrex of Volo, Illinois and Global Traffic Technologies (GTT) equipment is sold by Traffic Control Corporation of Woodridge, Illinois. The equipment from both manufacturers is compatible with each other. This means a vehicle equipped with a Tomar emitter can trigger both a Tomar and GTT detector at an intersection, and vice versa. You cannot, however, mix the equipment at an intersection. The same brand detector and card must be installed at an intersection. Staff prepared a detailed Request for Proposals to solicit product solutions and pricing from MoboTrex (Tomar) and Traffic Control Corporation (GTT). Both vendors provided a proposal that included material specifications and committed prices for 2016, 2017, & 2018. The results are listed in the table below: 2016 2017 MoboTrex (1) $45,498.40 $45,479.20 MoboTrex (2) $62,788.40 $61,040.20 TCC (1) $46,817.00 $46,515.00 TCC (2) $46,817.00 $46,515.00 2018 Total $36,219.00 $127,196.60 $50,051.00 $173,879.60 $37,330.00 $130,662.00 $37,330.00 $130,662.00 MoboTrex (1) includes basic infrared -only card; Tomar equipment MoboTrex (2) includes infrared -only card with added operational features; Tomar equipment TCC (1) includes basic infrared -only card; GTT equipment TCC (2) includes dual infrared and GPS card with added operational features; GTT equipment The Village predominantly has Tomar equipment. However, after careful analysis, staff recommends transitioning to GTT equipment as part of the replacement program. Both vendors were interviewed to learn the capabilities of the latest technology. Both offer similar parts but there area few benefits to the GTT equipment. First, GTT offers both an infrared card as well as a card that is compatible with both infrared and emerging GPS technology. Tomar only offers an infrared card. Should communities migrate to the more reliable GPS equipment, the card will not have to be replaced. The dual infrared and GPS card also contains a number of operational advantages that is not included in the basic infrared model. The Village of Wheeling is currently transitioning to the dual infrared and GPS card. Second, GTT is offering the dual infrared and GPS card at the same price as the infrared -only card. This is a savings of $1,650 per card. Third, GTT offers a detector that has two "eyes" in opposite directions. Tomar currently only offers detectors with a single "eye" requiring purchase and maintenance of more equipment. Fourth, GTT equipment is typically more expensive than Tomar equipment. However, GTT is offering rebates on new material that makes it very competitive to Tomar. The Police and Fire Departments support the conversion to GTT equipment. Electrical maintenance contractors familiar with both brands also prefer GTT equipment. In discussions with these contractors, all opined that GTT equipment is more reliable and requires less maintenance. In addition, a survey of seven (7) nearby communities in the northwest suburbs indicated all currently use GTT equipment. Presently, there is no regional coordination guiding EVP equipment or technology. Further, the Police and Fire Departments have not identified an imminent need to adopt GPS technology. However, it is the opinion of staff that the TCC dual infrared and GPS equipment offers the greatest flexibility should circumstances warrant a technology change during the anticipated 15 -year life cycle of these devices. Furthermore, there is no cost difference between TCC infrared -only and dual infrared/GPS equipment. The installation of this equipment will be performed by licensed traffic signal maintenance electrical contractors. A recommendation for the award of this work will be presented under the cover of a separate memorandum. Staff recommends including a 10% contingency allowance in the award for this project to accommodate quantity variances and unforeseen equipment requirements. In 2016, the recommended award is $50,805. In 2017 and 2018 the recommended awards are $51,166 and $41,603 respectively. The total recommended award for EVP equipment over the three (3) — year term is $143,728. Alternatives: Accept proposal to purchase GTT Dual Infrared/GPS Emergency Vehicle Priority System equipment from Traffic Control Corporation. Discretion of the Village Board. Budget Impact: This proposed contract will require the expenditure of $50,805 in 2016, $51,166 in 2017, and $41,603 in 2018. All proposed expenditures will be made from the Capital Improvements Fund. Sufficient funds exist in the current budget. Expenditures in 2017 and 2018 will be limited to authorized budgets. Recommendation: Staff recommends that Traffic Control Corporation of Woodridge, Illinois be awarded a contract to provide dual infrared/GPS EVP equipment manufactured by Global Traffic Technologies over a three (3) — year term commencing in 2016. SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS: INFRASTRUCTURE: Well designed, well maintained public spaces and facilities ATTACHMENTS: Description Type Upload Date File Name Attachment EVP Cover Memo 7/26/2016 EVP REPLACEMENT 2016 MAP.pdf Replacements 2016 Map — — — Attachment B _ EVP Cover Memo 7/26/2016 evp_parts.docx EQUIPMENT