From
Chase Wheeler, Emergency Management Coordinator
Title
Purchase of equipment and software to upgrade the City’s Outdoor Warning Siren System from Gifford Electric ($570,110.00), a sole source vendor, Motorola ($74,714.40) through a national inter-local agreement with H-GAC and Dell ($2,014.00) through a national inter-local agreement with DIR, with a 2% project contingency ($12,936.77) for a total project cost of $669,185.16, and annual maintenance ($6,720.00 year 1 and $22,650.00 years 2-5) on the Outdoor Warning Siren system from Gifford Electric, a sole source vendor for one (1) year with the option to renew for four (4) additional one (1) year periods totaling $97,320.00 if all extensions are exercised.
Presenter
Chase Wheeler, Emergency Management Coordinator
Recommend Action
Approve
Analysis
This upgrade includes converting fourteen (14) of the current twenty-two (22) sirens to all new equipment (siren head and electrical components), the addition of four (4) new sirens, the purchase of twenty-seven (27) P25 compliant radios, two (2) siren computers to control the advanced siren control software (NexGen), and the replacement of all wooden siren poles with steel poles. Current sirens will also be converted from AC power to DC (solar) power with battery backup.
This all hazards Outdoor Warning Siren system is crucial in providing prompt emergency warnings to the general public that would be outdoors during an emergency. Currently the City has twenty-two (22) Outdoor Warning Sirens spread within the city limits. With the addition of one (1) new siren installed in the far north section of the city and the three (3) new additional sirens installed in the southern section of the city; all major outdoor related event areas and neighborhoods will be covered. The original sirens were installed over twenty (20) years ago and no longer meet current technology or radio standards. This project will be managed by the OEM and will provide the City with enhanced emergency warning capabilities.
The cost of $669,185.16 is an approved 2013 capital improvement project. This item is expected to be presented and passed by the Public Safety, Health and Environmental Committee (October 8, 2014) and the Finance and Government Committee (October 14, 2014).
Upgrade Project Breakdown: Amount:
Gifford Electric - Sole Source $570,110.00
Motorola - H-GAC Cooperative $ 74,714.40
Dell - DIR Cooperative $ 2,014.00
Payment and Performance Bond $ 9,410.00
2% Project Contingency $ 12,936.77
Total Amount of Upgrade Project: $669,185.16
The following upgrades with be included in this project:
- All sirens will be converted from AC power to DC (solar) with a battery backup.
- Sirens #1-8 and #10 will be upgraded to new steel poles with all new siren T-128 (1.04 mile radius) equipment.
- Sirens #9 and #11-14 will be upgraded to all new T-135 (1.8 mile radius) siren equipment using the existing steel poles.
- Installation of one new T-128 siren in the far north section of the city.
- Installation of three new T-135 sirens within the southern section of the city.
- Purchase of 27 new Motorola radios that will be P25 compliant.
- Purchase of two new desktop PC's to run the siren software. Two PC's are needed to have a redundant system in place to set off the sirens in case one computer fails. Each computer will be installed at separate locations within the city to increase redundancy.
- Upgrade siren software to the NexGen product that has the capability and functionality to remotely activate the Outdoor Warning Sirens from anywhere. This software will allow the Outdoor Warning Sirens to be automatically set off based from the National Weather Service warning polygons.
The annual maintenance agreement for Outdoor Warning Siren equipment and software with Gifford Electric will be $6720.00 for Year 1, due to warranty on new units installed, and $22,650.00 for Years 2-5, totaling $97,320.00 if all extensions are exercised.
Chapter 252.022 of the Local Government Code authorizes local governments may be exempt for bidding for items available from only one source.
Chapter 271.102 of the Local Government Code authorizes local governments may participate in a cooperative purchasing program with another local government or local cooperative organization. Each to perform governmental functions or services including administrative functions normally associated with the operation of government. The City of Grand Prairie does not need to competitively bid items purchased through such agreements as they have already been bid by the sponsoring entity or agency. The City of Grand Prairie has master inter-local cooperative agreements with various entities including H-GAC and DIR.
The H-GAC primarily offers products that are utilized in Public Safety, Public Works, and Communications, in addition to professional consulting, personnel and financing services. A wide variety of capital equipment is under contract, and through a unique feature of HGACBuy it can be customized through the use of published and unpublished options to fit your specifications and requirements.
DIR provides statewide leadership and oversight for management of government information and communications technology. DIR has served in a leadership role to facilitate the state’s economic competitiveness through its ability to deliver quality information resources commodities and services at the lowest prices and best value for state and local government as well as the K-12 public and higher education systems.
Financial Consideration
Funding for the upgrade project is available in Police Capital Projects Fund (401091), WO #01405001 [Outdoor Warning Siren Replacement and funding for annual maintenance is available in Emergency Management Grant Fund (67014008)]