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7728 - Warning Sirens-SOWRFP # 7728 EXHIBIT 3 Scope of Work/Technical Specifications Supply of Maintenance & Repair Services for Outdoor Warning Siren System RFP # 7728 – Exhibit 3 Page 1 of 10 The scope of work shall be finalized upon the selection of the Firm. The respondent’s submission shall have accurately described an understanding of the objectives and scope of the requested products and services and provided an outline of the process to implement the requirements of the Scope of Work and Services. It is anticipated that the scope of work will include, at a minimum, the following: INTENT AND SCOPE OF WORK The City of Denton is requesting proposals for annual maintenance and repairs for an outdoor warning siren system. Overview This specification shall describe the preventive maintenance and repair services of outdoor warning sirens, including but not limited to additional siren heads, poles, software, hardware, and any labor required to procure and install additional equipment. Preventive maintenance is conducted twice annually on this system. The successful proposer shall provide the City of Denton Office of Emergency Management with a plan describing the method of operation and the order in which sirens will be checked. The City of Denton (COD) may monitor the successful proposer's work on a whole or part-time basis. The maintenance shall be performed by qualified personnel familiar with the siren and associated controls. The personnel shall be certified and/or trained to work on a variety of outdoor warning products, including but not limited to, American, Federal, and/or Warn. The proposer shall provide (with proposal submittal) proper business licensing to perform outdoor siren maintenance. A typed or computer-generated report is required for documentation of the preventive maintenance that was performed. The list below includes items that need to be listed on the report. These reports need to be submitted to the City of Denton Office of Emergency Management no later than two weeks after completion of maintenance so that payment can be made. A recommended preventive maintenance checklist form is attached as an example of the requested report. RFP # 7728 EXHIBIT 3 Scope of Work/Technical Specifications Supply of Maintenance & Repair Services for Outdoor Warning Siren System RFP # 7728 – Exhibit 3 Page 2 of 10 Current City of Denton System Description • Approximately 22 American Signal 2001 Outdoor Warning Sirens varying in age from 2 years old to approximately 20 years old. (Equipment Equal or Equivalent: Siren Head Model T-128 Rotational with an effective range of 129.9dB @ 100 feet, Power (all except 1 solar) AC/DC 208/240/480V AC 50/60HZ, Radio Control TK7180K-30 Watt VHF 150- 170MHz, Antennae • VHF 35’ Coax Omni Directional, Batteries 12V 4ea Group 24, Pole Mount 55’ Steel Pole, Signal Format: Tornado, Hazmat, Domestic Terrorism). • One (1) location currently operates off solar power with battery backup as a test site for future solar sites. • Three (3) activation control points with encoders and radios • Steal galvanized poles. • One NextGen Computer Software and server to operate the sirens remotely or in EOC. • The City of Denton may continue with this same equipment or add additional equipment from other manufacturers Additional Notes All work shall be done by the proposer and/or under the supervision of the proposer. Proposer shall furnish all labor, materials, accessories, and services necessary to perform all the work professionally as per manufacturer specifications, where applicable, and as outlined in these specifications. SCOPE MINIMUM DESCRIPTION OF MAINTENANCE, INSPECTION, AND REPAIR 1. Complete Visual Inspection of Each Unit: 1.1. Pole condition and level. 1.1.1. Observe pole for any shifting or leaning (Pole should be perpendicular to the ground with no obvious bends). 1.1.2. Re-seal any holes in the pole to ensure water cannot enter the pole. RFP # 7728 EXHIBIT 3 Scope of Work/Technical Specifications Supply of Maintenance & Repair Services for Outdoor Warning Siren System RFP # 7728 – Exhibit 3 Page 3 of 10 1.1.3. Ensure any bolts, nuts, and other mounting hardware used to secure the pole are free of corrosion and are tight. 1.2. Pier condition. 1.2.1. Check for major cracks in concrete, earth shifts, etc. 1.3. Grounding of cabinets, antennas a/c transformers, and electrical boxes. 1.3.1. Ensure ground rods are buried and properly connected. 1.3.2. Electrical conduits, antenna coax, and antennas. 2. Mechanical Maintenance and Inspection: 2.1. Inspection and repair of siren head wire connections, gears, gearboxes, motor brushes, collector rings, slip clutch, belt condition replacement if needed, and fluid levels. The siren head itself can be inspected once per year instead of twice unless needed. 2.2. Inspection of all internal relays, control relays current and rotate sensors, cabinet. 2.3. Visual inspection of all wiring. 2.3.1. Record readings on the time meters, if applicable. 2.3.2. Run siren on “Silent Test” and check motor amperage for sirens utilizing single or three-phase power. 2.3.3. Verify proper amperage, voltage, and other electrical measurements for DC- powered sirens. 2.3.4. Use siren activation via the control board for testing. 2.3.5. Check contacts, relays, and other electrical equipment for wear and suggest a replacement if needed. 2.3.6. Remain in contact with the City during audible testing, if required. Contacting the City of Denton Office of Emergency Management is required before performing any audible testing, to include “Quiet” or “Growl” tests. RFP # 7728 EXHIBIT 3 Scope of Work/Technical Specifications Supply of Maintenance & Repair Services for Outdoor Warning Siren System RFP # 7728 – Exhibit 3 Page 4 of 10 2.3.7. Re-torque, as necessary, all terminal connectors, and other connectors for proper tightness. 2.3.8. Measure transformer rectifier voltage, if applicable. 3. Lubrication of Siren Components: 3.1. Grease and add oil to gearboxes, and grease all points as needed. 3.1.1. Lubricate all padlocks at each location if needed to ensure proper operation of locking mechanisms. 4. Communications and RF Controllers: 4.1. Inspect and test communication from all control points and make any adjustments for proper operation. 4.1.1. Check transceiver audio level. 4.1.2. Check to receive level adjustments. 4.1.3. Confirming controller auto-reporting (via intrusion and AC line voltage sensors). 4.2. Check and reset (when necessary) modulation levels. 5. Inspection and Maintenance of Batteries and Battery Chargers: 5.1. Siren Batteries. 5.1.1. Replacement of any set that was found to be deficient at the time of annual preventive maintenance visit or during a field service call. The technician must get authorization from Emergency Management Office before changing batteries. 5.1.2. Batteries may be provided by the City of Denton unless under warranty from the manufacturer. However, City staff can authorize the proposer to purchase through their vendor of choice, depending on which cost is most advantageous to the City. RFP # 7728 EXHIBIT 3 Scope of Work/Technical Specifications Supply of Maintenance & Repair Services for Outdoor Warning Siren System RFP # 7728 – Exhibit 3 Page 5 of 10 5.1.3. The annual Preventive Maintenance report should also include the status of each siren’s batteries including the date of installation and expected replacement date. 5.1.4. If the battery is replaced, the date that the battery is replaced shall be written on the battery itself. 5.2. Battery Chargers. 5.2.1. Check battery chargers' charge setting and adjust when needed. 5.2.2. Measure charger input and output voltages. 5.2.3. Measure the voltage of each battery separately. 5.2.4. Load test each battery separately and replace if necessary. 5.2.5. Ensure that all batteries are properly marked with an installation date. 5.2.6. Ensure the battery charger is charging batteries properly as designed. 5.2.7. Inspect battery terminal connections and clean if necessary. 5.2.8. Re-apply silicone coating to battery terminals if necessary. 5.3. Solar Panels. 5.3.1. Inspect Solar panels and solar chargers (where applicable). 5.3.2. Clean off solar panels to ensure proper sun exposure. 5.3.3. Insure solar panels are properly connected to the siren pole. 5.3.4. Insure solar panels are free from defects. 5.3.5. Ensure electrical connectivity to solar panels is secure. 5.3.6. Clean solar panels using warm water and dishwashing detergent. Do NOT use abrasive cleaners. Use a soft cloth to scrub difficult to remove dirt and debris. RFP # 7728 EXHIBIT 3 Scope of Work/Technical Specifications Supply of Maintenance & Repair Services for Outdoor Warning Siren System RFP # 7728 – Exhibit 3 Page 6 of 10 6. A/C Transformer/Rectifier: 6.1. Inspection and operation testing. 6.2. With the AC service turned on, measure voltage to ensure it is operating within the recommended range. 6.3. Confirm that it is energized. 6.4. Shut off the service disconnect and confirm that it de-energizes. 7. Control/Activation Points: 7.1. Visit each control point checking the operation and condition of the computer and the encoder. 7.2. Check and set modulation levels of the encoder. 7.3. Inspection of antennas at control points. 8. Siren Cabinets: 8.1. Replace Desiccant/Silica Gel packs in each control cabinet for proper moisture control (annually). 8.2. Inspect the cabinet for signs of corrosion or water damage and make minor repairs as necessary. 8.3. Inspect door gaskets and ensure that a tight seal is made, replace if faulty after calling and getting authorization from Emergency Management Office. 8.4. Inspect any locking mechanisms and ensure that doors, plates, and other associated pieces have proper screws, bolts, and other mounting hardware required to hold such devices in place. 8.5. Ensure that cabinetry is securely fastened to the mounting surface, tighten as necessary. 8.6. Lubricate locks, security bolts, hinges, or other moving parts that allow cabinets to operate properly. RFP # 7728 EXHIBIT 3 Scope of Work/Technical Specifications Supply of Maintenance & Repair Services for Outdoor Warning Siren System RFP # 7728 – Exhibit 3 Page 7 of 10 8.7. Ensure all control buttons in the siren perform as designed. 8.8. Check amplifiers to ensure they perform as designed. 8.9. Inspect motherboard for connectivity, damage, and other issues. 8.10. Verify cabinet is grounded properly. 8.11. Inspect electrical AC service for blown fuses, damage, and corroded connections. 8.12. Inspect cabinet for foreign materials, rodents, or other pests. 8.13. Inspect and clean all drain holes and vent screens. 8.14. Record findings for Control Cabinet. 9. Scheduling and Reporting Requirements 9.1. Visits shall be scheduled with the Denton Office of Emergency Management. 9.2. This agreement will include two annual visits to each site and control points to perform the above-detailed maintenance and necessary adjustments. 10. Siren Repair Services: 10.1. Throughout the year, a siren may present issues and/or errors that require a certified and/or trained Siren Technician to perform repairs. The City of Denton Fire Department / Office of Emergency Management will notify the selected vendor to schedule repairs, however, if the siren repair is needed during severe weather season the response time from the vendor will need to be shortened. 10.2. Emergency repair requests require a response time that shall be no greater than 72 hours from the time of notification of the issue. 10.3. Vendor response to this proposal shall include a fair and equitable travel and/or mobilization cost for any emergency repairs that are requested. 10.3.1. Include flat travel costs for a service call, if applicable. 10.3.2. Include service call fee, if applicable. RFP # 7728 EXHIBIT 3 Scope of Work/Technical Specifications Supply of Maintenance & Repair Services for Outdoor Warning Siren System RFP # 7728 – Exhibit 3 Page 8 of 10 10.3.3. If there are any additional travel fees, the vendor shall include those costs in the bid response. 10.4. Any parts used to perform repairs can be provided by the City or they can be provided by the contractor depending on the item in question. The proposer should check with the Office of Emergency Management before purchase. 10.4.1. This contract accounts for the minor equipment to make repairs such as grease, connectors, inspection tools, etc. 10.4.2. Not included in this are parts for major repairs or items under warranty. 10.4.3. Major repairs when identified should be reported to the City of Denton Office of Emergency Management before repair. 10.4.4. The vendor should also provide a cost breakdown list for any Equipment that might be needed, please include in the bid response. 11. Annual Preventive Maintenance Report 11.1. The City of Denton Office of Emergency Management shall require an Annual Preventive Maintenance Report to include the component review as detailed in Appendix A, any comments, photos and any work performed. (The report shall contain the date of visit, any issues that are observed, resolution of the issue, if City Staff was notified of repairs not covered in the preventive maintenance agreement, etc.). See the attached report example in the appendix of this document. The cost per unit shall include labor and bucket truck (regular or large -whichever is required to perform the inspection and maintenance safely) at a minimum. 12. Additional Items Not Listed 12.1. Proposer shall ensure that all additional annual preventative items recommended by the manufacturer but not specifically specified in items 1-11 are also completed as specified by the manufacturer and included in the base price of Annual Preventative Maintenance per site. Any additional items checked should be noted on each devices’ checklist. RFP # 7728 EXHIBIT 3 Scope of Work/Technical Specifications Supply of Maintenance & Repair Services for Outdoor Warning Siren System RFP # 7728 – Exhibit 3 Page 9 of 10 EVALUATION FACTORS The City of Denton will review all proposals to determine compliance with the requirements as specified in the RFP. Only proposals which, in the opinion of the Selection Committee, meet the requirements of the RFP will be further evaluated. Proposals that pass the preliminary review will be evaluated on how well the proposal meets the needs of the City of Denton as described in the Service Provider's response to each requirement listed in the RFP. The Selection Committee will review all written proposals that meet the minimum requirements and will select what it deems to be the top two to four proposals for further review. The responses must be clear and complete so that the Selection Committee can adequately understand all aspects of the proposals. Evaluation Factors After receipt of proposals, the City of Denton will use the following criteria in the selection process: Criteria RFP Standard % Project Schedule 20 Specifications 30 Price 30 Probable Performance 20 RFP # 7728 EXHIBIT 3 Scope of Work/Technical Specifications Supply of Maintenance & Repair Services for Outdoor Warning Siren System RFP # 7728 – Exhibit 3 Page 10 of 10