R-1752 - 09/25/2018 - EMERGENCY TELEPHONE SYSTEM - Resolutions Supporting DocumentsBOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
September 25, 2018
SUBJECT: Memorandum of Agreement / Letter of Intent
FROM: Barry Liss, Fire Chief
BUDGET SOURCE/BUDGET IMPACT:
RECOMMENDED MOTION: I move that the Village Board approve a Memorandum of
Understanding and a Letter of Intent between the Emergency Telephone System Board of DuPage
County (ETSB) and the Village of Oak Brook, the participating Agency governing the use of a Fire
Station Alerting System (FSA System)
Background/History:
Nearly two years ago, the ETSB was approached by a large contingent of DuPage Fire Chief’s
requesting future capital improvements and budgetary consideration by the ETSB to be given
toward a new turn-key, fully automated Internet Protocol based Fire Station Alerting System
ensuring total integration with existing and new Computer Aided Dispatch platforms, Starcom
radio networks, VHF radio systems, and a variety of Wide Area Computer networks.
The proposal sought consideration for a modern and standardized county-wide fire station
alerting system to be installed in the 30+ fire departments operating out of 75 fire stations, 5
combined dispatch centers, and 10 other facilities operating within the authority of the ETSB.
The current infrastructure consists of microwave, Ethernet, and dedicated phone circuits in a
variety of unstandardized configurations. Ownership and control of the infrastructure is also
fragmented. Almost all departments currently use analog or IP-based Zetron fire station alerting
systems. These current systems are not an integrated County fire station alerting system.
As a result, the ETSB voted to accept and fund the proposal at a cost of nearly 3.5 million
dollars, subsequently developing specifications, a formal Request For Proposal and held
vendor/product demonstrations ultimately attended by four companies. A selection committee
comprised of members of the ETSB and a large majority of local fire department representatives
evaluated all the products ensuring the needs identified within the bid specifications were met.
Formal bidding resulted in submittals of three systems. Purvis was ultimately identified as the
ITEM 6.D.1
most highly qualified and responsive bidder of fire station alerting systems, meeting all of the
requirements of the committee’s specifications.
Following the selection of Purvis, representatives of the alerting system, DuComm and the ETSB
performed on site visits of all affected fire stations, surveying the requirements of equipment and
installation, ensuring every department and every station was receiving the basic core package funded
through the ETSB.
Accordingly, we are being asked through the ETSB to now approve and sign off on a Memorandum of
Understanding for the Fire Station Alerting System between the Emergency Telephone System Board of
DuPage County and the Village of Oak Brook Fire Department and a Letter of Intent confirming our
acceptance of the new fire station alerting system for each of our two fire stations with the core required
equipment as identified and funded through the ETSB.
Recommendation:
That the above motion be presented to the board for approval.
1
Memorandum of Understanding
Fire Station Alerting System
Between the Emergency Telephone System Board of DuPage County (ETSB)
and
The Village of Oak Brook
This is a Memorandum of Understanding between the Emergency Telephone System Board of DuPage
County (ETSB) and the Village of Oak Brook and it’s Fire Department, the participating Agency governing the use
of a Fire Station Alerting System (FSA System). It shall cover all fire station buildings that are the responsibility of
the Agency as attached to this MOU.
I. Purpose and Scope
The purpose of this Memorandum of Understanding (Agreement) between the parties is to formalize a usage
agreement for participating in the FSA System licensed to the ETSB and used by fire service members within the
ETSB 9-1-1 System service area. This Agreement shall cover the core system as defined in the attached Core
Equipment Station Design Acceptance Form (Attachment A).
Further, this Agreement between the parties is to formalize a usage agreement for participating in the FSA
System licensed to the ETSB and used by fire service members within the ETSB 9-1-1 System service area,
including any optional equipment as defined in the Optional Equipment Station Design Acceptance Form, yet to be
developed, but similar in format as Attachment A.
II. Background
With consolidation, the ETSB has identified a need to create one standardized, interoperable FSA System for
the three remaining Public Safety Answering Points (PSAPs) within its 9-1-1 System. The ETSB purchased a FSA
System through the county procurement process that includes a core system of delivery of the 9-1-1 call to
participating fire agencies.
III. Responsibilities of the ETSB
The ETSB agrees to purchase, support, maintain, and make available access to the Core FSA System for its
users, including the Agency, until or unless by mutual agreement of the users and ETSB, all parties opt to
discontinue the system.
The ETSB will provide the Agency with an annual invoice for the cost of the Agency’s portion of maintenance
for any optional equipment purchased by the Agency through a change order to the ETSB contract through the
operation of the system. The annual invoice will be based on the Agency’s portion of the total amount of
maintenance as determined by the vendor.
The ETSB will provide the Agency with one invoice for the cost of optional equipment upon the installation and
reasonable use of said equipment on the core FSA system. Said invoice will not be issued before May 1, 2019,
unless requested in writing prior to this date by a participating agency with an executed Memorandum of
Understanding.
IV. Responsibly of the Agency
The Agency agrees to provide the appropriate space and power within its fire station for the core equipment
and any optional equipment it elects to purchase. The Agency agrees to the following installation assumptions
provided by the vendor and incorporated herein on the Station Design Acceptance Form Core Equipment
Document (Attachment A).
2
The Agency agrees to the placement of the Core Equipment as detailed in the Core floor plan document
(Attachment B) provided with Attachment A.
If purchasing optional equipment, the Agency agrees to the following installation assumptions provided by the
vendor and incorporated herein on the Optional Equipment Station Design Acceptance Form, yet to be developed,
but similar in format as Attachment A, which will become Attachment C.
The Agency agrees to the placement of the Optional Equipment as detailed in the Optional floor plan
document (Attachment D) provided with Attachment C. The Agency agrees to promptly remit payment to the
ETSB upon invoice according to the Illinois Prompt Payment Act (50 ILCS 505/1 et.seq).
The Agency agrees to either purchase the recommended UPS for Core equipment or to provide adequate
UPS coverage to the equipment through its building UPS source. The Agency understands that if it fails to provide
an adequate UPS for Core equipment, it will be responsible to pay for any core equipment damaged due to such a
failure.
The Agency agrees to indemnify and hold harmless the County of DuPage and the DuPage County ETSB, and
all of its present, former and future officers, including board members, commissioners, employees, attorneys,
agents and assigns from and against any and all losses, liabilities, damages, claims, demands, fines, penalties,
causes of action, costs and expenses whatsoever, including, but not limited to, attorneys' fees and court costs,
present or future, known or unknown, sounding in law or equity that arise out of or from or otherwise relate, directly
or indirectly, to this Memorandum or its use of FSA System to the extent authorized by law.
The Agency agrees that it shall not sue, institute, cause to be instituted or permit to be instituted on its behalf,
or by or on behalf of its past, present or future officials, officers, employees, attorneys, agents or assigns, any
proceeding or other action with or before any local, state and/or federal agency, court or other tribunal, against the
County of DuPage or the DuPage County ETSB, their board members, officers, commissioners, employees,
attorneys, agents or assigns, arising out of, or from, or otherwise relating, directly or indirectly, to this
Memorandum or its use of FSA System to the extent authorized by law.
V. Further Agreements of the Parties
The parties agree that ETSB shall be the contracting party and authorized agent for maintenance and services
on behalf of the users.
VI. Term, Termination, and Modification of Agreement
This Memorandum shall become effective upon its execution by both parties and shall remain in effect until
terminated, as provided herein. The Agency may terminate its participation in the agreement within thirty (30) days
of its execution if the invoiced costs exceed initial projections.
The Agency may terminate its participation in this Memorandum of Understanding upon sixty (60) days notice
to the ETSB upon payment of any outstanding costs and fees. All property of the core system shall remain the
property of ETSB and DuPage County upon termination.
Emergency Telephone System Board of
DuPage County On behalf of the Village of Oak Brook
By_____________________________ By __________________________
Chairman Authorized Agent
Date:__________________________ Date:___________________________
09-25-18
Hon. Gary Grasso, Chairman
Emergency Telephone System Board (ETSB)
421 County Farm Rd.
Wheaton, Illinois 60187
Dear Chairman Grasso:
This letter is to confirm the intention of the Village Board of the Village of Oak
Brook to participate in the Fire Station Alerting System project (FSAS). We have
received the following:
• Letter of Intent Template
• Memorandum of Understanding (MOU) Template
• Purvis Station Design Acceptance Form (Core Equipment) for each fire station
• Floor Plan for each fire station
The Village Board of Oak Brook understands and acknowledges that the ETSB will
rely on this commitment in order to keep the project moving forward to be ready
the go-live with the new CAD system.
It is our intent to execute the MOU at the September 25, 2018 Village Board
meeting. We will transmit the executed MOU to Executive Director Zerwin at 421
County Farm Road, Wheaton, IL 60187. We understand that the MOU covers all
of the fire station buildings under our control so long as Core Equipment
Acceptance Form and Floor Plan for each building are attached to the MOU. The
transmittal of this letter will allow the delivery of core equipment to the fire station
locations in lieu of the MOU.
We understand that ETSB will not turn on FSAS equipment at our fire stations
without the MOU and will remove the equipment if an MOU is not received within
45 days of the date of the board meeting indicated in this Letter of Intent and an
extension has not be agreed upon.
Sincerely,
Dr. Gopal Lalmalani, Village President
Village of Oak Brook
Enclosure
CC: Linda Zerwin, Executive Director
RESOLUTION 2018-ETSB-IGA-FSA-R-
A RESOLUTION APPROVING AND AUTHORIZING A MEMORANDUM OF
UNDERSTANDING BY AND BETWEEN THE VILLAGE OF OAK BROOK AND THE
EMERGENCY TELEPHONE SYSTEM BOARD OF DUPAGE COUNTY
IN RELATION TO THE FIRE STATION ALERTING SYSTEM
WHEREAS, the Village of Oak Brook ("Village") is an Illinois municipal corporation; and
WHEREAS, Article VII, Section 10 of the 1970 Constitution of the State of Illinois authorizes units
of local government to contract or otherwise associate among themselves "to obtain or share services and
to exercise, combine, or transfer any power or function, in any manner not prohibited by law or ordinance,"
as well as to use their revenues, credit and other resources for intergovernmental activities; and
WHEREAS, the Intergovernmental Cooperation Act, 5 ILCS 220/1 et seq., also authorizes the joint
use and enjoyment of the powers, privileges, functions and authority of local governments; and
WHEREAS, the Emergency Telephone System Board of DuPage County (“ETSB”) have
purchased a Fire Station Alerting System (FSA System) with the goal of maintaining one standardized,
interoperable FSA System that includes a core system of delivery of the 9-1-1 call to participating fire
agencies; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into a Memorandum of Understanding (MOU) with the ETSB, attached hereto as Exhibit
A, to formalize a usage agreement for the Village of Oak Brook Fire Department to participate in the FSA
System.
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part of,
this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of the MOU. The President and Board of Trustees hereby approve the
MOU by and between the Village and ETSB in a form acceptable to the Village Manager and the Village
Attorney.
Section 3: Authorization and Execution of the MOU. The Village Manager and Village Clerk
shall be, and hereby are, authorized to execute the final MOU on behalf of the Village.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
APPROVED THIS 25th day of September, 2018.
Gopal G. Lalmalani
Village President
PASSED THIS 25th day of September, 2018.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
EXHIBIT A
[Memorandum of Understanding]
PSAP:DU-COMM
725 Enterprise Dr., Oak Brook, IL 60523
TALK GROUP:FIRE EAST
Station Control Unit (SCU)1
SCU Remote Touch Screen - 22"1
Remote Touch Screen Video Distribution 1
USB Extender, 1-Port, 150'1
Audio Relay Expansion Module (ARXM) 12/8 1
Flat Panel 42" LED Display 3
Message Board HDMI Video Receiver 3
Wall Mounting Bracket, Tilt, 32" to 42" Monitor 3
Turnout Timer 1
LED Display (24") 1 Line 2
Red Strobe Light (Red Colored Lens)6
Manual Acknowledgement Push Button 2
System Test Push Button 1
16 Port Network Switch 1
Equipment Rack 1
EQUIPMENT QUANTITY
DATE
Accepted by
Location Agency Representative:
STATION DESIGN ACCEPTANCE FORM
CORE EQUIPMENT
Installation Assumptions:
1) One dedicated 115V, 20 Amp circuit, with a
minimum of one outlet located within 6 feet of
the equipment rack location.
2) One 115V, 15 Amp duplex outlet for each
Flat Panel LED Display, located within 3 feet of
the device install location.
3) Dedicated space for other core equipment as
shown in the attached diagram
4) A UPS will be available at each site. The
device will either be the specified UPS from the
contract or an existing building UPS.
Oak Brook Fire Department shall provide:
STATION
5) Dedicated wall space for the equipment rack
(25"H x 26"W x 28"D).
DATE
DuPage ETSB:
Linda M. Zerwin, Executive Director
Oak Brook Fire Department Station 93
Signature
Printed Name and Title
PSAP:DU-COMM
1200 Oak Brook Rd., Oak Brook, IL 60523
TALK GROUP:FIRE EAST
Station Control Unit (SCU)1
SCU Remote Touch Screen - 22"1
Remote Touch Screen Video Distribution 1
USB Extender, 1-Port, 150'1
Audio Relay Expansion Module (ARXM) 12/8 1
Flat Panel 42" LED Display 3
Message Board HDMI Video Receiver 3
Wall Mounting Bracket, Tilt, 32" to 42" Monitor 3
Turnout Timer 1
LED Display (24") 1 Line 2
Red Strobe Light (Red Colored Lens)6
Manual Acknowledgement Push Button 2
System Test Push Button 1
16 Port Network Switch 1
Equipment Rack 1
EQUIPMENT QUANTITY
DATE
Accepted by
Location Agency Representative:
STATION DESIGN ACCEPTANCE FORM
CORE EQUIPMENT
Installation Assumptions:
1) One dedicated 115V, 20 Amp circuit, with a
minimum of one outlet located within 6 feet of
the equipment rack location.
2) One 115V, 15 Amp duplex outlet for each
Flat Panel LED Display, located within 3 feet of
the device install location.
3) Dedicated space for other core equipment as
shown in the attached diagram
4) A UPS will be available at each site. The
device will either be the specified UPS from the
contract or an existing building UPS.
Oak Brook Fire Department shall provide:
STATION
5) Dedicated wall space for the equipment rack
(25"H x 26"W x 28"D).
DATE
DuPage ETSB:
Linda M. Zerwin, Executive Director
Oak Brook Fire Department Station 94
Signature
Printed Name and Title
PURVIS FSAS Fire Station Hardware Descriptions
Pictures of devices below can be found at http://purvispublicsafety.com/station‐alerting/equipment
Wall/Ceiling Speaker: These speakers are 8” self‐amplified or 25/70v interior speakers.
The speaker can be wall mounted in a 12” x 12” enclosure or recessed in a ceiling,
depending on parameters in each fire station.
Ceiling Speaker with Red and/or White LED Lights: These speakers are 8” self‐amplified
or 25/70v interior speakers with an integrated Red LED light ring, White LED light ring, or
combination of both. Typically installed in dorm rooms and hallways, these speakers with
integrated Red LED lights reduce the startling effect of nighttime alerts and don’t have a
negative impact on the night vision of fire station personnel.
Exterior/Drive Bay Speaker: These speakers are self‐amplified or 25/70v exterior grade
speakers for both exterior and drive bay applications. The exterior grade surface mount
speaker allows for installation in both indoor and outdoor environments without
sacrificing sound quality.
Wall Mounted Volume Control: The wall mounted volume control is a signal level
controller that is capable of remotely controlling the volume of a single or multiple self‐
amplified or 25/70v speakers. The wall mounted volume control fits into a single gang
electrical box.
Ambient Noise Sensor: The Ambient Noise Level Sensors detect the ambient background
noise and amplify the audio being played to the associated speakers. In areas of the fire
station where noise levels can be high, such as the drive bays, the PURVIS FSAS uses these
sensors to ensure that critical audio alerts are audible. The minimum and maximum audio
levels for the system are configured during implementation to ensure that the levels are
within the agency’s requirements.
Flat Panel Message Board: The Flat Panel Message Board is a 1080p LED display available
in sizes ranging from 24” to more than 60”. The display is wall mounted and configured
to display incident alert information including but not limited to address, cross street,
responding units, incident type and turn‐out time.
LED Reader Board: The Reader Board provides incident information on a high contrast
and bright LED display available in 24”, 36”, 48” and 60” sizes. The LED displays are easily
readable at great distances making them ideally suited for installation in drive bays or
other large spaces where high visibility is required. These displays will typically show the
fire station personnel the incident address, cross street, common name, responding units,
incident type and turn‐out time.
Turnout Timer: The Turnout Timer is a dedicated wall mounted LED timer display. The
Turnout Timer begins counting upward in one‐second increments when the incident is
received at the fire station. The timer continues to count upward each second until the
responding apparatus have acknowledged the incident, the optional Unit Presence
Detector has detected the apparatus has left the drive bay, or when user‐defined criteria
has been met. Timer data is logged in the database, and can be accessed to perform Turn‐
Out Time data analysis.
Unit Presence Detector: The Unit Presence Detector provides detection of apparatus in
drive bay locations. This information in used to automatically record turn‐out time on a
unit by unit basis.
Printer: The FSAS Printer is a Zebra thermal style printer. This printer type decreases the
likelihood of failures associated with ribbons, toner, ink cartridges, and paper. Incidents
received at the fire station are sent immediately to the printer. The information printed
typically includes the incident type, the address, the apparatus dispatched, and other
comments that can be configured to the agency’s specific needs.
Multicolored Tower Light: The Multicolored Tower Light is an LED light bar with 5
individual color segments. Colors include white, blue, green, amber and red. Colors can
be used to indicate unit types or incident types.
Flashing Light: The Flashing Light is a Red, 3.5” low profile light that provides 450 lumens
of a single pattern, flashing visual alert.
LED Light: The LED Light is available as a Red only, White only or Red/White standalone
3.5” low intensity light that will illuminate bunkrooms and hallways to provide safe egress
at night. The red light can be used for safe egress at night and to reduce the startling
effect of nighttime alerts.
Strobe Light: The Strobe Light produces a high intensity strobe when an alert is received
and is available in both interior and exterior models.
Single Color Trip Light: The Single Color Trip Lights allow the station staff to easily see
when an alert is received. The lights are available in stationary, rotating or flashing form
factors. Available colors include red, amber, blue and green.
Dorm Remote: The Dorm Remote is a wall‐mounted device that has 8 push buttons
configured to correspond with the unit types assigned to the station. For instance,
buttons may be configured for Engine, Ladder, Rescue, Hazmat, etc. Using the Dorm
Remote, users can select the unit or units that must be activated in the dorm. When a
unit is selected, a green LED light above the button for that unit type will light, indicating
that the dorm is configured to activate for that particular unit type.
Manual Push Button: The Manual Push Button can be configured for a variety of
operations, including manually activating the system if connectivity to dispatch is lost or
if an incident (such as a walk up) occurs at the fire station requiring immediate response.
The PURVIS FSAS Station Control Unit will activate all configured devices at the fire station
and send a notification back to the Dispatch Center indicating that a manual activation
occurred. The Manual Push Button can also be configured for incident
acknowledgements, system tests, and more.
Doorbell: The doorbell is installed in a weatherproof housing at the fire station’s public
entrance and connected to the PURVIS FSAS Station Control Unit. Upon activation, the
PURVIS FSAS SCU will alert the fire station via a configurable audible announcement.
Camera/Doorbell: PURVIS can install a camera at the front‐door of the fire station with a
doorbell that has an integrated microphone and speaker for 2‐way audio
communications. This provides a video and audio feed into the station and also back to
the dispatch center. Any visitor to the fire station can get immediate assistance, either
from station personnel who can get a “visual” on the visitor, or from the dispatch center
if station personnel may be away or unavailable.
Uninterruptible Power Supply (UPS): The UPS provides backup power to the PURVIS FSAS
equipment in the event of a power outage. Various UPS options are available to provide
backup power from 30‐120 minutes or more, based on customer requirements.