Title/Name/Summary
Purchase of Portable Dynamic Message Sign Trailers for Emergency Management Operations
History
The Village of Orland Park currently maintains four portable message boards. Two units are dedicated primarily to roadway construction and Public Works projects, while the remaining two units are shared between special event advertising, roadway projects, and traffic notifications. As the Village continues to expand special event operations and emergency management capabilities, the availability of these shared assets has become increasingly limited during simultaneous events and incidents.
To supplement existing resources, the Village has previously requested portable message boards through mutual aid partners, including Cook County and Will County. While these requests have been successful on some occasions, there have also been instances where mutual aid requests were denied due to resource availability or competing operational needs. The Village's reliance on shared and mutual aid resources creates uncertainty in obtaining critical traffic management equipment during emergencies, severe weather events, and large-scale special events when these assets are often in the highest demand.
Purpose & Justification
This request seeks approval to purchase the following items from All Traffic Solutions:
Four (4) portable dynamic message sign trailers for Emergency Management operations
- Two (2) surveillance-ready trailer units with telescoping camera masts
- Two (2) standard dynamic message sign trailer units
The proposed equipment will provide dedicated traffic management and public information capabilities for emergency incidents, special events, planned roadway closures, severe weather operations, and other Village projects requiring traffic control or public messaging.
The proposed purchase is necessary for the following reasons:
-Operational Readiness: Provides Emergency Management with dedicated message boards that are immediately available for deployment during emergencies, severe weather events, special events, and roadway incidents without impacting Public Works operations.
-Traffic Management: Dynamic message signs provide real-time traffic information and route guidance to motorists during incidents, planned events, and roadway closures, improving traffic flow and reducing congestion.
-Rapid Deployment: Trailer-mounted units can be rapidly deployed to incidents and special events to provide advanced warning of road closures, detours, hazards, and changing traffic conditions.
-Enhanced Situational Awareness: Two of the proposed units include surveillance-ready towers capable of supporting cameras connected to the Village camera system. These cameras will provide live monitoring of traffic conditions, incident scenes, and special events to assist command staff with operational decision making.
-Special Event Support: The units will provide dedicated support for large-scale Village events, allowing staff to manage parking operations, pedestrian traffic, and roadway closures more effectively.
-Long-Term Value: The equipment is designed for long service life and will support Village operations for many years while reducing reliance on borrowed or shared resources.
Financial Impact
The total cost for the purchase of four (4) portable dynamic message sign trailers, including two (2) surveillance-ready units with telescoping masts and two (2) standard trailer units, will not exceed $76,000.00. The equipment will be procured utilizing Sourcewell cooperative purchasing pricing through All Traffic Solutions. This purchase represents a one-time capital investment that will provide long-term operational capability for emergency response, traffic management, and special event operations.
Approval of this request will:
- Provide Emergency Management with dedicated traffic management resources
- Improve the Village's ability to manage incidents and special events safely and efficiently
- Enhance situational awareness through deployable camera capabilities
- Increase the speed and effectiveness of traffic control operations
- Support public safety operations with real-time messaging and incident notifications
Recommended Action/Motion
I move to approve the purchase of four (4) portable dynamic message sign trailers, including two (2) surveillance-ready units with telescoping masts and two (2) standard trailer units from All Traffic Solutions, through Sourcewell at a cost not to exceed $76,000.00 and as fully presented.
(Full motion - not necessary to be read)
I move to approve participation in joint purchasing cooperative Sourcewell pursuant to contract # 090122 and authorize the approval and execution of a vendor contract with All Traffic Solutions for the purchase of four (4) portable dynamic message sign trailers, including two (2) surveillance-ready units with telescoping masts and two (2) standard trailer units, at a cost not to exceed $76,000.00;
AND
Authorize the Village Manager to execute all related contract subject to Village Attorney review.