05-24- R TOWN OF PROSPER,TEXAS RESOLUTION NO.05-24
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF PROSPER, TEXAS,
HEREBY AUTHORIZING THE MAYOR OF THE TOWN OF PROSPER, TEXAS, TO
EXECUTE A CONTRACT BETWEEN THE TOWN OF PROSPER, TEXAS AND
GIFFORD ELECTRIC, INC.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF
PROSPER, TEXAS:
SECTION 1: The Mayor of the Town of Prosper, Texas, is hereby authorized to execute, on behalf
of the Town Council of the Town of Prosper, Texas, a contract between the Town of Prosper, Texas and
Gifford Electric, Inc.
SECTION 2: This Resolution shall take effect immediately upon its passage.
RESOLVED THIS THE 24th day of May, 2005.
Charles Ni anger, May
ATTEST TO:
anae Jennings, n Secretary
AGREEMENT BETWEEN
THE TOWN OF PROSPER,TEXAS AND
GIFFORD ELECTRIC,INC.
FOR OUTDOOR WARNING SIREN SYSTEM
THIS AGREEMENT is made and entered into between the Town of Prosper, Texas, a
municipal corporation and ("Town") and Gifford Electric, Inc., a Texas corporation
("Contractor")to be effective the last date below("Agreement").
Whereas, the Town issued Request for Proposal No. 05-01 seeking bids for outdoor
warning siren system ("Proposal No. 05-01"), which is attached hereto as Exhibit "A" and
incorporated herein in its entirety by reference for all purposes; and
Whereas,the Town awarded the contract for Proposal No. 05-01 to Contractor.
Now, therefore, in consideration of the promises made herein, the parties agree as
follows:
1. Scope of Goods and Services.
The parties agree that Contractor shall provide such equipment and perform such services
as requested in Exhibit "A" and set forth and described in the proposal submitted by Contractor
in response to Proposal No. 05-01, which is attached hereto as Exhibit "B" and incorporated
herein in its entirety by reference for all purposes, upon the terms and conditions set forth herein.
2. Term/Termination.
The term of this Agreement is for a period of one (1) year from the effective date and
may be terminated by Town as set forth herein. The Town reserves the right to enforce the
performance of this Agreement in any manner prescribed by law or deemed to be in the best
interest of the Town in the event of breach or default of this Agreement. The Town reserves the
right to terminate the Agreement immediately in the event the Contractor fails to: (1) meet
delivery schedules; or (2) otherwise perform in accordance with the specifications for Proposal
No. 05-01. Breach of contract or default authorizes the Town to, among other things, award the
project to another bidder, purchase elsewhere and charge the full increase in cost and handling to
the defaulting Contractor.
3. Remedies.
The Contractor and the Town agree that each party has all rights, duties and remedies
available to it, whether in law or equity.
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4. Purchase price and payment terms.
The purchase price to be paid to Contractor by Town for the outdoor warning siren
system set forth in Exhibit"A" shall be the amounts set forth in Exhibit"B".
5. Commencement/Completion.
The Contractor hereby agrees to commence work under this Agreement on or before a
date to be specified in a written"Notice to Proceed" issued by the Town. Prior to the issuance of
the Notice to Proceed, the Town will locate and approve, in writing, the actual locations sites for
the installation of the sirens. The work shall be completed within 62 days of the issuance of the
Notice to Proceed.
6. Contractor's Additional Representations.
a. Contractor has examined and carefully studied the work made the subject of the
Proposal No. 05-01.
b. Contractor has visited the site made the subject of Proposal No. 05-01 and
become familiar with and is satisfied as to the general, local and site conditions that may affect
cost,progress,performance or furnishing of the work made the subject of Proposal No. 05-01.
c. Contractor is familiar with and is satisfied as to all federal, state and local laws
and regulations that may affect cost, progress, performance and furnishing of the work made the
subject of Proposal No. 05-01.
d. Contractor has obtained and carefully studied (or assumes responsibility for
having done so) all such additional supplementary examinations, investigations, explorations,
tests, studies and data concerning conditions (surface, subsurface and underground facilities) at
or contiguous to the sites or otherwise which may affect cost, progress, performance or
furnishing of the work made the subject of Proposal No. 05-01 or which relate to any aspect of
the means, methods, techniques, sequences and procedures of construction to be employed by
Contractor and safety precautions and programs incident thereto. Contractor does not consider
that any additional examinations, investigations, explorations, tests, studies or data are necessary
for the performance and furnishing of the work made the subject of Proposal No. 05-01.
e. Contractor has correlated the information known to Contractor, information and
observations obtained from visits to the site, reports and drawings identified in the Proposal No.
05-01 and all additional examinations, investigations, explorations, tests, studies and data with
Proposal No. 05-01 and related documents.
f. Contractor has given the Owner written notice of all conflicts, errors, ambiguities
and discrepancies that Contractor has discovered in the specifications made the subject of
Proposal No. 05-01 and the written resolution thereof is acceptable to Contractor and finds that
the specifications are sufficient to indicate and convey understanding of all terms and conditions
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for performance and furnishing of the work made the subject of Proposal No. 05-01.
7. Silence of Specification.
The apparent silence in the specifications for Proposal No. 05-01 as to any detail or to the
apparent omission from it of a detailed description concerning any point shall be regarded as
meaning that only the best commercial practices are to prevail. All interpretations of the
specifications for Proposal No. 05-01 shall be made on the basis of this statement.
8. Acceptability.
All articles, equipment and work described in Proposal No. 05-01 shall be subject to
inspection by a Town officer or employee designated for the purpose. If found inferior to the
quality called for, or not equal in value to the specifications, deficient in workmanship or
otherwise, this fact shall be certified to the Town Administrator who shall have the right to reject
the whole or any part of the same. Work determined to be contrary to specifications must be
replaced by the Contractor at its sole cost and expense. All disputes concerning quality of
supplies utilized in the performance this Agreement will be determined solely by the Town
Administrator or designated representative.
9. INDEMNITY.
CONTRACTOR SHALL RELEASE, DEFEND, INDEMNIFY AND HOLD HARMLESS
TOWN AND ITS TOWN COUNCIL MEMBERS, OFFICERS, AGENTS, REPRESENTATIVES
AND EMPLOYEES FROM AND AGAINST ALL DAMAGES, INJURIES (INCLUDING
DEATH), CLAIMS, PROPERTY DAMAGES (INCLUDING LOSS OF USE), PATENT,
TRADEMARK AND/OR COPYWRIGHT INFRINGEMENT AND/OR ANY OTHER
INTELLECTUAL PROPERTY AND/OR PROPRIETARY CLAIM, LOSSES, DEMANDS,
SUITS, JUDGMENTS AND COSTS, INCLUDING REASONABLE ATTORNEY'S FEES AND
EXPENSES (INCLUDING ATTORNEYS' FEES AND EXPENSES INCURRED IN
ENFORCING THIS INDEMNITY), CAUSED BY THE NEGLIGENT, GROSSLY NEGLIGENT,
AND/OR INTENTIONAL ACT AND/OR OMISSION OF CONTACTOR, ITS OFFICERS,
AGENTS, REPRESENTATIVES, EMPLOYEES, SUBCONTRACTORS, LICENSEES,
INVITEES OR ANY OTHER THIRD PARTIES FROM WHOM CONTRACTOR IS LEGALLY
RESPONSIBLE, IN ITS/THEIR PERFORMANCE OF THIS AGREEMENT AND/OR ARISING
OUT OF GOODS AND/OR SERVICES PROVIDED BY CONTRACTOR PURSUANT TO THIS
AGREEMENT, REGARDLESS OF THE JOINT OR CONCURRENT NEGLIGENCE OR
STRICT LIABILITY OF THE TOWN (HEREINAFTER "CLAIMS"). CONTRACTOR IS
EXPRESSLY REQUIRED TO DEFEND TOWN AGAINST ALL SUCH CLAIMS.
IN ITS SOLE DISCRETION, TOWN SHALL HAVE THE RIGHT TO APPROVE OR SELECT
DEFENSE COUNSEL TO BE RETAINED BY CONTRACTOR IN FULFILLING ITS
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OBLIGATIONS HEREUNDER TO DEFEND AND INDEMNIFY TOWN, UNLESS SUCH RIGHT
IS EXPRESSLY WAIVED BY TOWN IN WRITING. TOWN RESERVES THE RIGHT TO
PROVIDE A PORTION OR ALL OF ITS OWN DEFENSE; HOWEVER, TOWN IS UNDER NO
OBLIGATION TO DO SO. ANY SUCH ACTION BY TOWN IS NOT TO BE CONSTRUED AS
A WAIVER OF CONTACTOR'S OBLIGATION TO DEFEND TOWN OR AS A WAIVER OF
CONTRACTOR'S OBLIGATION TO INDEMNIFY TOWN PURSUANT TO THIS
AGREEMENT. CONTRACTOR SHALL RETAIN TOWN-APPROVED DEFENSE COUNSEL
WITHIN SEVEN (7) BUSINESS DAYS OF TOWN'S WRITTEN NOTICE THAT TOWN IS
INVOKING ITS RIGHT TO INDEMNIFICATION UNDER THIS AGREEMENT. IF
CONTRACTOR FAILS TO RETAIN COUNSEL WITHIN SUCH TIME PERIOD, TOWN SHALL
HAVE THE RIGHT TO RETAIN DEFENSE COUNSEL ON ITS OWN BEHALF, AND
CONTRACTOR SHALL BE LIABLE FOR ALL COSTS INCURRED BY TOWN.
10. General.
(a) This Agreement may only be amended by a writing executed by authorized
representatives of both parties.
(b) This Agreement shall be governed by the laws of the State of Texas and venue
hereof shall be in Collin County, Texas.
(c) This Agreement incorporates the terms of Town's Proposal No. 05-01 in its
entirety, attached hereto as Exhibit "A", and Contractor's bid, attached hereto as Exhibit "B".
To the extent that any provisions of Exhibit "A" or Exhibit "B" are in conflict with provisions of
this Agreement or each other, the provisions of this Agreement, then the provisions of Exhibit
"A" shall prevail in that order.
d) Any notice required to be sent under this Agreement must be in writing and may
be served by depositing same in the United States Mail, addressed to the party to be notified,
postage pre-paid and registered or certified with return receipt requested, or by delivering the
same in person to such party via a hand-delivery service, Federal Express or any courier service
that provides a return receipt showing the date of actual delivery of same to the addressee
thereof. Notice given in accordance herewith shall be effective upon receipt at the address of the
addressee. For purposes of notice, the addresses of the parties shall be as follows:
If for Town, to: Town of Prosper
Attention: Town Administrator
113 W. Broadway Street
P. O. Box 307
Prosper, Texas 75078
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If to Contractor, to: Gifford Electric, Inc.
Attention:
3801 East First Street
P. O. Box 7441
Fort Worth, Texas 76111
e) This Agreement, Exhibit "A" and Exhibit "B" contains the entire agreement of
the parties with respect to the matters contained herein and may not be modified or terminated
except upon the provisions hereof or by the mutual written agreement of the parties hereto.
f) This Agreement is executed by the parties hereto without coercion or duress and
for substantial consideration, the sufficiency of which is forever confessed.
g) This Agreement may be executed in a number of identical counterparts, each of
which shall be deemed an original for all purposes.
h) The individuals executing this Agreement on behalf of the respective parties
below represent to each other and to others that all appropriate and necessary action has been
taken to authorize the individual who is executing this Agreement to do so for and on behalf of
the party for which his or her signature appears, that there are no other parties or entities required
to execute this Agreement in order for the same to be an authorized and binding agreement on
the party for whom the individual is signing this Agreement and that each individual affixing his
or her signature hereto is authorized to do so, and such authorization is valid and effective on the
date hereof
i) In case any one or more of the provisions contained in this Agreement shall for
any reason be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality
or unenforceability shall not affect any other provision thereof, and this Agreement shall be
construed as if such invalid, illegal or unenforceable provision had never been contained herein.
j) Each signatory represents this Agreement has been read by the party for which
this Agreement is executed and that such party has had an opportunity to confer with its counsel.
k) The parties agree that Town has not waived its sovereign immunity by entering
into and performing its obligations under this Agreement.
1) All warranties, representations and indemnifications made pursuant to this
Agreement shall survive the expiration of this Agreement.
TOWN:
TOWN OF PROSPER, TEXAS
By:
harles ' wan,g , ayor
Dated: oso?S OS'
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CONTRACTOR:
GIFFORD ELECTRIC, INC.
By: rc i
Print Name: B,44-x-rvti„/
Title: 1,1,3 1,t r f7
Dated: ,S -2 3
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EXHIBIT "A"
ita
P T S PER.
REQUEST FOR PROPOSAL
No. 05-01
TURNKEY
OUTDOOR WARNING SIREN SYSTEM
REQUEST FOR PROPOSAL
CLOSING DATE:
March 1 , 2005
at 12:00 p.m.
1. INTRODUCTION
1.1 General
The Town of Prosper, Texas (the `Town") is requesting sealed proposals from qualified
vendors to design, furnish, install and provide services for a
Turnkey High Technology Town-wide Outdoor Warning Siren System ("OWS").
The intent of this procurement is to obtain proposals for the implementation of a state-of-
the-art integrated system OWS as defined by a turnkey contract which encompasses: 1.)
System design and engineering, 2.) Equipment, 3.) Software, 4.) Installation, 5.) Training,
6.) System documentation, 7.) Testing and 8.) Warranty and Maintenance. This proposal
shall include all costs associated with providing a fully functional OWS as described
herein.
This Request for Proposal document describes the technical and performance standards
for the OWS.
The Town shall execute a final contract with the respondent whose response is deemed
most advantageous to the Town in accordance with the evaluation criteria in this RFP. In
accordance with State Law, the Town may conduct Post-Proposal discussions with all
respondents that are deemed by the Town to be reasonably qualified for selection of
award. Post-Proposal discussions include, but are not limited to:
1.) Request for additional information,
2.) Interviews with vendors and sub-contractors,
3.) Requests for proposal modification or revisions, and
4.) Requests for "Best and Final" offers.
During the evaluation of the submitted proposals, the Town reserves the right to delete
any portion or all of this procurement as it may deem necessary to be in the Town's best
interest.
The Contract Terms specified in RFP Section 5 shall apply to the RFP as a whole. Only
those vendors fully capable of complying with the terms and conditions stated herein will
be considered for further evaluation considerations.
Any information contained in the vendor's proposal that is considered by the vendor to be
secret, confidential or proprietary must be clearly identified as such. All information not
marked a secret, confidential or proprietary will be considered public information. A s
provided in Texas Local Government Code, Section 252, proposals will be opened in a
manner that avoids disclosure to competing vendors and keeps contents secret during
negotiations.
The Town will have the option to purchase the sirens on a site-by-site basis.
1.2 Clarification of Terms
For purposes of this RFP, the terms "vendor", "proposer" and "respondent" are used
interchangeably to refer to the firm that will submit a proposal for the Turnkey OWS.
Further, for purposes of this RFP, the terms "contractor", "supplier", "selected vendor" and
"successful vendor" are used interchangeably to refer to the legal party who will enter into
a contract for the Turnkey Outdoor Warning Siren system.
1.3 Proposal Due Date
Proposals shall be delivered no later than 12:00 p.m., March 1, 2005. NO LATE
PROPOSALS SHALL BE ACCEPTED. Bids will be opened at 2:00 p.m. March 1, 2005 at
the Prosper Fire Department, 1500 East First Street., Prosper, Texas. The vendor shall
submit one (1) original and five (5) copies of their response to this RFP to:
By Express Delivery By U. S. Mail
Town of Prosper Town of Prosper
Town Secretary Town Secretary
113 W. Broadway Street P.O. Box 307
Prosper, Texas 75078 Prosper, Texas 75078
1.4 Post Proposal Submittal Discussions
In accordance with Texas Local Government Code Section 252, the Town will conduct
contract negotiations with compliant vendors subsequent to proposal submittal and prior to
the awarding of the Contract. This provision of Texas Local Government Code Section
252 was codified by Act of the Legislature in 1987. This Code is still in effect for High-
Technology Municipal Government procurement in Texas. The proposing vendor shall be
responsible for obtaining any information needed regarding this legal code.
1.5 Evaluation Compliance
To comply with Sections 252.042 and 252.043 of the Texas Local Government Code, the
project evaluation criteria are listed herein. The Town shall use the following criteria,
weighted as set forth below, for the selection of the proposal that offers the best value to
the Town. The proposer receiving the highest score will be considered to be the proposer
that offers the best value for the Town.
1.6 Technical Compliance
This is the degree to which the functional requirements of the system as specified in this
RFP are met, and shall include the ease of system use and the proposed system's
application to the Town's operational needs.
Maximum Score 30 Points
1.7 Reliability of System Design and Project Support
This shall include the reliability of the total turnkey system and shall include 1.) Reliability
of system design, 2.) Adequacy of system maintenance, 3.) Support Parts availability, 4.)
Location, staffing level and technical training of the support staff, and 5.) Service to meet
the special needs of public safety outdoor warning siren operations.
Maximum Score 20 Points
1.8 Proposer References
This shall include the vendor's experience and qualifications with turnkey OWS's used for
public safety operations. This shall include a listing of professional references for all
working OWS's, designed or implemented by its firm, using the equipment proposed for
the Town of Prosper OWS. The vendor shall furnish its financial report to support this
project, shall furnish a project organization of key personnel to implement the project, and
shall list all subcontractors that will be utilized and define their tasks.
Maximum Score 15 Points
1.9 Acquisition, Maintenance and Operation Costs
This shall include a spreadsheet identifying all system costs for the five-year period
following project acceptance. The vendor shall identify those costs that will be supported
by subcontractors.
Maximum Score 25 Points
1.10 Complete Project Implementation Schedule
This shall include a time line of project milestones proposed by the vendor's proposal.
This shall include all design, installation, testing and integration tasks to be completed by
the vendor and its subcontractors.
Maximum Score 10 Points
Total Evaluation Score 100 Points
1.11 Equal Employment Opportunity-Non-Discrimination
The Town of Prosper, Texas takes positive steps to maintain and promote equal
opportunity for all individuals and to prevent discrimination.
2. TOWN PROJECT MANAGEMENT
This project will be under the management of the Town's designated Project Manager as
indicated below:
Fire Chief Ronnie Tucker
Town of Prosper, Fire Department
P. O. Box 307
Prosper, Texas 75078
OR
1500 E. First Street
Prosper, Texas 75078
Office: (972) 346-3361
Fax: (972) 347-3010
The Project Manager is responsible for coordinating all aspects of the OWS project, including but
not limited to the following activities: 1.) Obtain information, 2.) Provide direction, 3.) Formulate
Project Implementation Plans, 4.) Contact with selected vendor, 5.) Liaison between Town and
selected vendor, 6.) Oversee installation and acceptance in cooperation with project consultant,
and 7.) Manage the implemented OWS System.
3 Required Proposal Documents and Materials
The vendor shall submit a proposal to provide a Turnkey OWS that consists of: 1.)
Equipment, 2.) Compatible-software, 3.) Services, which meet or exceed all requirements
of the RFP, including all specifications, and functional requirements. This shall also
include installation, documentation, training and engineering tasks. The vendor must
submit one (1)original and five (5) copies of the proposal. The proposal shall include:
1. A Technical Proposal which comprehensively describes the vendor's proposed OWS
solution to fulfill the requirements described herein. The Technical Proposal shall
include the manufacturer's product information, which describes the proposed system
as well as any third-party equipment that is included in the proposal.
2. A siren coverage map of the Town of Prosper to illustrate the guaranteed 70 dBc
sound level performance of the system throughout the Town limits. This composite
coverage overlay map shall depict the 70 dBc siren coverage for each siren location.
The vendor shall clearly note any areas of siren warning coverage less than 70 dBc.
3. A Cost Proposal which details all costs of the proposed offering, including recurring
costs for a five (5) year period as well as any required contractual terms. This shall
include all costs for engineering, fabrication, packing, delivery to job site, unloading
delivered equipment, system installation and adjustment, testing, training,
documentation, system warranty and on-site maintenance and clean up as well as all
required insurance to protect the system until it is installed at the designated site.
The cost proposal shall include a detailed and itemized equipment list of all
equipment, devices, software and services proposed. The list shall include the: 1.)
Quantity of each item, 2.) Item Description, 3.) Manufacturer and model number of the
item, 4.) Unit price for each proposed system item, and 5.) Extended price for the
item(s).
4. A project delivery and implementation schedule, which defines project milestones
referenced to contract award.
5. A complete Proposal Cross Reference list.
6. A Proposer's Profile which describes the proposer's contact personnel, the
background and experience of the proposer's firm and all associated proposed
subcontractors. This profile shall specify the vendor's proposed service organization
for the project installation, testing, warranty and on-site maintenance. This shall
include the name and address of the installation and maintenance service location(s),
the support staff available for this project, the location of spare parts to support the
operation of this system and the vendor's proposed response time to repair system
outages reported by the Town during the warranty and maintenance support periods.
This profile shall identify all subcontractors to be used and the tasks that are to be
performed by subcontractors.
7. A detailed list of professional references of completed projects, including the
following: 1.) Agency name, 2.) Customer contact name, 3.) Customer contact
telephone number, 4.) System size, and 5.) Date of installation. This list should
include no less than five (5) working systems where similar OWS's provided by the
vendor are now in service.
8. A copy of all software license agreements required for the proposed OWS.
9. A cover letter signed by an authorized officer or agent of the proposer's firm
expressing the proposer's intent to provide equipment, software and services as
required by this RFP. This shall include a statement of its financial capability to
deliver and support the Turnkey OWS system as described herein.
3.1 Incomplete Proposal Submission
Any proposal submission which lacks any of these components will not constitute a
qualified proposal, will not be evaluated and will not be eligible for contract award.
3.2 Turnkey Contractor Responsibilities
Only turnkey proposals will be accepted in response to this RFP. The turnkey contractor
will carry all full non-assignable and non-delegatable responsibility for the technical and
timely completion of all aspects of the project.
3.4 Proposal Offering Validation Period
Proposals must be valid for a period of not less than one hundred eighty (180) calendar
days from the listed due date. Proposals may not be withdrawn or modified by the
proposer during this 180 calendar day period.
3.5 Proposal Pricing
All pricing areas of the RFP are intended to be identified by individual pricing and system
pricing. The response will prohibit any unidentified costs that the vendor assumes will be
the responsibility of the Town unless identified in the RFP and approved by the Town in
advance of awarding the purchase of this procurement.
3.6 System Demonstration
After proposals are received, the Town shall require the vendors to provide an equipment
demonstration of all equipment proposed for Prosper. This demonstration shall be
conducted in Prosper, Texas at a location and time specified by the Town.
With its proposal, the respondent shall describe its proposed equipment demonstration
and define any support equipment or services required of the Town for the demonstration.
4. EXCEPTIONS TO RFP
All proposals shall address any exceptions to any part of this specification. This shall include a
statement as to the need for the exception and the benefits to the Town for this exception.
It is not the intent of this RFP to disallow vendors with minor variances to this RFP from
submitting proposals. If a vendor-proposed system can provide compliance with the various listed
item numbers, and the vendor: 1.) Indicates that their turnkey system can comply, and 2.) That
the variance is clearly identified and detailed as to the impact upon the delivered system, they are
invited to submit their response. The vendor shall identify any variance by typing the work
VARIANCE in capital, bold and underlined lettering (as shown) as the first word of their statement.
If a vendor believes that the RFP or any section of the RFP will disallow the vendor from
qualifying, they are to provide a "Letter of Exception". It is to reference the RFP item number and
provide a full description indicating why and how they would be disallowed. This letter is to be
mailed (certified) and received by the Town Secretary prior to the Pre-Bid Conference. The Town
and its consultant will review the issues and provide a written response within ten (10) days of
letter receipt.
5. CONTRACT TERMS
5.1 Post Proposal Procedure
In accordance with Texas Local Government Code Section 252, the Town reserves the
right to conduct negotiations with the vendor submitting the highest-rated proposal. This
shall be conducted subsequent to proposal evaluation and prior to awarding the Contract.
In accordance with Local Government Code, Section 252 regarding sealed proposals, the
selected vendor shall enter into contract negotiations with the Town of Prosper.
5.2 Errors or Omissions
If the contractor discovers any error or omission in the contract documents, drawings or
specifications or in the work undertaken and performed by it, it shall immediately notify the
Town in writing and the contractor shall promptly verify or correct the same. If, knowing of
such error or omission and prior to correction thereof, the contractor proceeds with any
work affected thereby, it shall do at its own risk, and the work so done shall not be
considered as work done under contract and in performance thereof unless and until
approved and accepted by the Town.
5.3 Contractor Coordination
The contractor shall fully cooperate and coordinate the installation and testing with any
other contractor that is under contract with the Town, and with the Town's Project Manager
for work related to but not included in its contract. The contractor shall not alter or modify
the work of any other contractor or the Town's staff without the consent of the Town. This
provision applies to structural members, finished surfaces and electrical interface devices.
5.4 Independent Contractor
It shall be expressly agreed that the contractor and any subcontractors are not agents or
employees of the Town, but independent contractors. The contractor shall not pledge or
attempt to pledge the credit of the Town or in any other way attempt to bind the Town.
5.5 Subcontractors
Subcontractors shall be companies with extensive experience in the installation and
maintenance of the system equipment proposed to the Town. The contractor shall state
the tasks and time commitment for each proposed subcontractor. All installation and
maintenance subcontractors shall be licensed to do business in Texas. The contractor
shall provide documentation acceptable to the Town demonstrating each subcontractor's
qualifications, and the number of and qualifications of their personnel available for the
contract work. The contractor shall agree to utilize only the subcontractors previously
identified to the Town. The Town reserves the right to disapprove with reasonable cause
any subcontractor or its employees. In the event of disapproval, the contractor has the
sole responsibility to provide competent subcontractors that are acceptable to the Town.
The contractor shall be fully responsible to the Town for the acts and omissions of its
subcontractors on the same basis as it is for the acts and omissions of persons directly
employed by it. Nothing contained in the contract shall create any contractual relationship
between the Town and any subcontractor nor any obligation on the part of the Town to
pay, or to see the payment of any sums to any subcontractor. The contractor shall not
write any subcontract at variance with the conditions of the contract documents, and the
provisions of the contract documents shall be incorporated in any subcontract.
5.6 Insurance and Liabilities
The successful bidder at its own expense shall purchase, maintain and keep in force
during the life of this contract, adequate insurance that will protect the successful bidder
and/or any additional insured from claims which may arise out of or result from operations
under this contract. The insurance required shall provide adequate protections from all
claims, whether such operations be by the successful bidder or by any additional insured
or by any subcontractor or by anyone directly or indirectly employed by any of them, or by
anyone whose acts of any of them may be liable and from any special hazards which may
be encountered in the performance of this contract in the amounts (in United States
currency) as shown below.
The successful bidder shall not commence work on the contract until the successful bidder
has completed the following: 1.) Obtained all the insurance required under this paragraph;
2.) Obtained approval of the required insurance by the Town, 3.) Furnished certificates of
insurance to the Town, and 4.) Furnished certificates of authority to transact the business
of insurance in Texas for the company(s) providing the required insurance coverage.
Types and Amounts of Contractor's Insurance
The contractor shall furnish and maintain during the life of the contract adequate Worker's
Compensation and Commercial General Liability Insurance in such amounts as follows:
Type of Insurance Amount
Workers Compensation As set forth in the Worker's
Compensation Act
Commercial General Liability $1,000,000 per occurrence
$2,000,000 aggregate
Liability Protective $1,000,000 per occurrence
$2,000,000 aggregate
Liability, Umbrella Coverage $1,000,000 combined
single limit per occurrence
Additional Insured
The Town of Prosper, (including its officers, agents and employees) shall be an additional insured on
all (Public) policies furnished by the contractor.
Written Notification
Each insurance policy shall contain a provision requiring that thirty (30) days prior to expiration,
cancellation, non-renewal or any material change in coverage, a notice thereof shall be given by
certified mail to the Town Secretary, Town of Prosper, P.O. Box 307, Prosper, Texas 75078.
Premiums and Assessments
Companies issuing the insurance policies shall have no recourse against the Town for payment of
any premiums or assessments for any deductibles which are the sole responsibility and risk of the
contractor.
Certificate of Insurance
Proof that the insurance is in force shall be furnished to the Town on certificate of insurance forms
acceptable to the Town. In the event any insurance policy shown on the certificate of insurance has
an expiration date that is prior to the completion of services, the contractor shall furnish the Town
proof of identical continued coverage no later than thirty (30) days prior to the expiration date shown
on the certificate of insurance.
Primary Coverage
The coverage provided herein shall be primary and noncontributory with any other insurance
maintained by the Town of Prosper, Texas, for its benefit, including self-insurance.
Certificates of Authority
Prior to commencement of work the successful bidder shall furnish to the Town, for each company
providing the insurance required hereunder a certificate of authority to transact the business of
insurance in Texas issued by the State of Texas.
Waiver of Subrogation
Contractor agrees to waiver of subrogation against the Town of Prosper, Texas, its officers, agents
and employees for claims to the extent that such claims may be covered by the proceeds of
insurance.
6. DESCRIPTION OF OWS _ _
6.1 General
The Contractor shall be responsible for the configuration of the turnkey system. This shall
include, but not be limited to the following: 1.) Engineering the OWS configuration, 2.)
Providing all equipment, software, systems and services furnished under the contract, and
3.) Providing the Warranty and Maintenance support for the delivered system. The
Contractor shall be solely responsible for the performance of the delivered system. It is
the responsibility of the Contractor to provide a complete and operational OWS, with all
suitable devices, as described herein. Any additional equipment not specifically identified
in the contract and annexes, but that is required in order to fulfill the requirements set forth
herein under the contract, shall be provided and installed by the contractor without
additional charge to the Town of Prosper. The Town shall approve all equipment, software
and services proposed with the submitted sealed proposal.
The system shall be designed to accommodate additional siren sites in the future. The
vendor shall state the system expansion capabilities for the proposed OWS.
6.2 Location of Equipment
The warning siren equipment shall be installed at the locations specified by the
respondent and approved by the Town.
6.3 System Signaling Protection
The respondent shall propose a secure signaling system. In its proposal, the respondent
shall describe its methodology to protect the OWS from false activation from radio
interference or vandalism.
6.4 System Operating Power Requirement
Equipment furnished for the OWS shall be designed for operation from a 115 VAC, 60 Hz
single phase source. This shall include the system control and monitor units and the
remote siren activation units which will be installed at the siren locations. The vendor's
proposed design shall include provisions for a minimum of 20 minutes battery backup in
the event of loss of commercial power.
6.5 Environmental Requirements
All OWS equipment shall be designed to operate within the environmental conditions
indicated below:
• Straight Line wind speed of 120 miles per hour, with siren mounted on top of
support structure.
• Wind Gust speeds of 140 miles per hour, with siren mounted on top of support.
• Temperature range +150 degrees F to 0 degrees F.
• Humidity 0% to 100% RH.
7. DELIVERED OUTDOOR WARNING SYSTEM COVERAGE
The OWS shall deliver a warning sound level of no less than 70 dBc throughout the Town limits of
Prosper. With its proposal, the vendor shall provide a map of the Town of Prosper showing the
locations of all proposed siren locations. The map shall include 70 dBc siren coverage contours
superimposed for each proposed siren location.
In its proposal, the respondent shall state its method for measuring the delivered warning OWS
sound level during acceptance testing.
8. SYSTEM INTERCONNECTION
The bidder shall provide a quotation to supply each remote siren site with a two way controller
that will receive and decode information sent from the central station and activate the necessary
warning signals.
9. SYSTEM SPECIFICATIONS
9.1 Remote Siren Activation Unit Electronics
The remote siren activation unit's electronics shall include the siren controller, the local
control panel and the two-way radio control module. The vendor shall clearly describe the
expansion capacity of the proposed remote siren activation unit.
The siren controller shall include circuitry to receive an output signal from the radio control
module and shall also be equipped to do the following: 1.) Initiate the selected siren
activation or cancel signal transmitted via the radio link, and 2.) Perform `silent' system
diagnostics and report the siren location status reporting. In addition, the siren controller
shall provide manual activation for siren maintenance testing from the siren installation.
The siren controller shall provide the following industry-standard siren alerting signals and
controls:
• Alert
• Silent Test
• Cancel
• Siren Status
The two-way radio control module shall provide the radio communications link for the
control and status monitoring of the siren location. The two-way radio control module shall
include a Town-approved radio transceiver, a two-way radio antenna and a connecting
coaxial cable. The vendor shall specify the antenna and coaxial cable that it proposes.
The vendor shall specify the location of the transceiver's antenna installation and shall
ensure that this installation provides adequate ground plane for the antenna and does not
compromise the weather-protection of the siren control enclosure. With its proposal, the
vendor must provide technical information of the proposed two-way radio and its interface
with the siren controller. In addition the proposer shall state the manufacturer and model
and the FCC Type Acceptance number of the proposed two-way radio.
A local control panel shall be provided to accommodate active testing of the siren control
electronics. Solid-state indicators shall be provided at key locations on the modules for
easy maintenance inspection of operational features.
9.2 Siren Control Enclosure
At each site, the siren control electronics and the battery assembly shall be housed with a
NEMA-rated, weatherproof, heavy-duty, non-corrosive metal enclosure. This enclosure
shall be equipped with separate front-mounted hinged doors for installation and separate
maintenance access to the electronics compartment and the battery compartment, and
shall be provided with screened air vents, which are provided with vent covers to prevent
direct entry of rain. The enclosure door shall have a three-point locking mechanism to
provide weatherproof closing. The enclosure door shall be provided with an integral front-
panel lock. All hardware, fasteners, connectors, etc. within and external to the enclosure
shall be stainless steel or plated to prevent rusting.
Control electronics circuitry shall be mounted on swing-out panels for easy access of
maintenance testing, alignment and replacement. Separate compartments shall be
provided for the electronics circuitry and controls and for the storage batteries. The
battery compartment(s) may be configured for installation in more than one cabinet,
provided that all batteries are properly connected and the interconnecting cable is
protected from weather and all cable accesses are weather sealed. Each battery
compartment shall be furnished with battery gas vents that are screened to prevent entry
of insects. The electronics compartment shall be provided with suitable drain holes to
permit any accumulated moisture inside the electronics compartment to be drained
outside.
The remote siren activation unit's circuitry and battery assembly shall be installed in the
vendor-provided enclosure(s) and shall be protected by a lightning arrester device, which
shall be mounted external to the enclosure(s).
9.3 Siren Assembly
The siren assembly shall provide for omni-directional (360 degrees) siren coverage with
an electro-mechanical drive mechanism. The siren horn assembly shall provide a
minimum warning level of 70 dBc at a distance of no less than 5,200 feet from the siren
location. The proposed acoustical output shall be stated within the vendor's proposal.
The vendor shall specify all components proposed with its design. This shall include
information regarding the power rating capacity of the siren and the MTBF reliability for the
delivered siren unit.
9.4 Battery/Battery Charger Assembly
Each siren installation shall be furnished with storage, backup battery and battery charger
assembly. The battery(s) provided shall provide a minimum of twenty minutes of
continuous siren activation, in the event of loss of commercial power. The storage battery
should be a sealed battery with an indicator such as Delco Voyager or Town-approved
equivalent. In its proposal, the vendor shall state the proposed battery nomenclature,
quantities and the resultant operating capacity for the battery package.
Each siren installation shall include a temperature compensated battery charger to
maintain the siren batteries in a standby, fully charged condition. This unit shall ensure
the battery charge to 100 percent capacity. The battery charger shall operate from a 115
Volt, 60 Hz single-phase electrical source and shall provide for current limiting and over-
voltage cutoff protection of the batteries under charging-conditions.
The vendor shall specify provisions for on-site installation and maintenance checks for the
battery charger circuitry and the battery(s)
9.5 Siren Mounting Structure
The siren and its control electronics/battery housing shall be mounted on a rugged,
weather-protected steel pole whose height is no less than 55 feet overall. The center of
the siren horn assembly, installed on the top of the siren support structure, shall be no less
than fifty (50) feet from grade level. The siren mounting structure installed with the siren--
horn assembly and the siren control enclosure shall be rated to survive straight-line wind
loads of a minimum of 120 miles per hour, and wind gust loads of 140 miles per hour.
With its proposal, the respondent shall provide pricing for Steel Galvanized poles.
The vendor's proposal must meet all requirements of the Town's emergency alerting
needs. With its proposal, the vendor shall specify the manufacturer, model and software
version for all software and hardware proposed.
10. OWS INSTALLATION
10.1 Installation Criteria
Installation of all materials and equipment for the proposed OWS must meet FCC and EIA
industry standards, with specific attention for Prosper Fire Codes and Electrical Codes and
to the methods employed for wiring, cabling, terminations, cable and wire labeling,
documentation, wire codes, general appearance and operating performance. The
contractor shall be responsible for the cost of repairing or bringing to original condition
those existing facilities that may suffer damage during the course of system installation.
The contractor shall also completely remove from the premises all packaging materials
and other litter due to its work.
With its proposal, the vendor shall provide installation plans and procedures, and shall
describe its supporting organization. This shall include the following:1.) Listing the location
and telephone number of the installation and maintenance support shop proposed for the
Prosper OWS, 2.) Listing of staffing level of support personnel proposed for this
procurement, and 3.) Detailing the specific qualifications of personnel and job functions of
the staff proposed to for the system installation, testing and maintenance.
10.2 Installation Procedures
The contractor shall provide adequate staffing of technically competent, factory-authorized
personnel to install all equipment supplied by this procurement. All installation activities
shall be coordinated with the Town's Program Manager. During the installation, no circuits
or equipment shall be removed, adjusted or disconnected by the contractor without prior
authorization by the Town.
The contractor shall work in as judicial a manner as possible. Vendors shall include in
their proposal an implementation schedule. This schedule shall include major project
milestones and shall also detail all items required by the Town to complete installation.
The contractor shall furnish and install grounding and lightning protection at each siren
site. Details for the grounding and lightning protection shall be stated in the proposal.
The vendor shall specify the installation details for the siren mounting structure. In its
proposal, the vendor shall clarify the securing of the installation of the mounting structure,
and shall specify whether this shall include a concrete pour at the base of the structure or
shall use soil tamping at the base of the structure using a commercial soil compactor to
secure the proper structure installation.
Rigid steel conduit (nominal diameter of 1 1/a inch) shall be installed to protect the cable
wiring from the siren control electronics housing and the siren assembly. The conduit shall
be attached to the siren mounting structure using stainless steel or galvanized conduit
straps installed at a distance of no less than every four (4) feet vertically.
The siren control electronics housing shall be installed on the siren mounting structure
such that the bottom of the housing is three (3) feet above grade level. This housing shall
be rigidly fastened to the structure. The vendor shall state the proposed details for this
installation based on the weight and configuration of the vendor's proposed control
electronics housing.
The siren installation shall be provided with professionally installed grounding protection.
This grounding protection may include the use of a grounding rod or a "butt-wrapped"
copper conductor.
The grounding rod installation shall utilize an eight (8) foot copper-clad grounding rod
installed at the base of the siren mounting structure. The top of this grounding rod shall
be no less than twelve (12) inches below grade level. Separate grounding conductors shall
be installed from the siren horn assembly to the ground rod and from the siren control
enclosure to the grounding rod. These grounding conductors shall be a minimum of #4
copper conductors and shall be bonded to the grounding rod by cad welding or by other
weatherproof and corrosion-resistant connections.
For the "butt-wrapped" copper conductor protection, two #4 copper conductors shall be run
the length of the siren support structure and coiled at the base of the structure. One of
these conductors shall be connected to the siren horn assembly and the other conductor
shall be connected to the siren control enclosure. The copper conductors shall be rigidly
fastened to the siren support structure at a distance of no less than four (4) feet of vertical
runs, and shall be bonded to the "butt-wrapped" grounding conductor by cad welding. Any
other bonding proposed method must be fully described and must provide weatherproof
and corrosion-resistant connections.
The Town shall provide electrical service at each of the vendor's designated siren
locations. This service shall be terminated at a Watt Hour meter. The contractor shall
connect the siren equipment to this service. At the base of the Watt Hour meter, the
contractor shall provide a fused 20 Ampere electrical disconnect panel for equipment
maintenance. The electrical wiring from the disconnect panel to the electrical enclosure
shall be routed in rigid steel conduit.
11.TESTING AND ACCEPTANCE
Upon completion of the system installation, and before final acceptance by the Town, the vendor
shall perform the following test and submit the results to the Town in writing:
11.1 Completion of System Installation
This test shall demonstrate completion of system installation in accordance with the
approved installation and grounding procedure and to verify system operational readiness.
Following the contractor's clean up of the installed system locations, the Town and the
contractor shall conduct an on-site inspection of all system facilities. This inspection shall
demonstrate treat all system components have been delivered in proper quantities arid'
installed at their proper location. The inspection shall demonstrate that all mechanical
installation requirements have been professionally installed and completed and all
equipment has been properly connected to electrical service, properly grounded and all
signal, coaxial cables and electrical cables have been properly connected to the
equipment.
This test shall demonstrate proper connection of the siren batteries and battery charger.
11.2 Formal demonstration of operational system features as described herein
All systems functions specified herein shall be demonstrated to be operational and shall
be comprehensively tested with the stated system specifications. The vendor shall test
and demonstrate the siren activation and silent test features, the status polling and access
to system reports of the OWS. This testing shall include features demonstration for the
system printer.
The testing shall include a siren alert of the entire system, a silent test of the system, the
system polling and response as well as creating system history reports. In addition, each
siren location shall be individually tested for proper operation from the System Control Unit
as well as from the maintenance test panel at the siren. This shall include demonstration
of the battery-powered operation following the disruption of commercial power.
11.3 Thirty-day Reliability Test
Following demonstration of the System Installation Completion testing and the completion
of the demonstration of Features and Functions, the system shall undergo a successful
thirty (30) day performance test under full implementation without failure to the equipment
furnished by the vendor.
12. WARRANTIES AND MAINTENANCE
The proposer shall warrant and guarantee that the equipment furnished by this procurement is
new and unused and is of good workmanship and materials, and that the system has been
properly designed and equipped to be operated for the purpose stated in this specification and
that the proposed system is in strict conformity with the detailed RFP specifications and the
applicable contract documents.
All equipment and parts furnished by this procurement shall be warranted and maintained for a
period of two (2) years against defects in design, materials and workmanship. The warranty
period shall begin upon formal acceptance of the system as specified in the preceding Section.
The warranty shall cover parts, labor, shipping and travel as well as other expenses to resolve
performance problems.
The respondent shall state the procedure and methodology for system repairs during the warranty
period and shall state the source of parts to be used for these warranty repairs.
In addition, the respondent shall provide a costed proposal for a Maintenance Service Contract,
which the Town may select as an option. This optional Maintenance Service Contract shall
extend for one-year periods following the initial two-year Warranty and Maintenance period.
Fixed siren maintenance shall be performed on a Monday through Friday, 8:00 A.M. to 5:00 P.M
basis, by factory-authorized personnel. The vendor shall specify the address of its proposed
local-area maintenance-service contractor. This local-area contractor shall respond to
maintenance outages of the siren encoder on a 24-hour per day basis with a response time not to
exceed four hours. The respondent shall certify that its proposed service facility shall initiate,
within four hours, repair to any critical product that fails under warranty. The vendor shall secure
the Town's approval for the use of all installation and maintenance contractors.
All requests for maintenance service for the sirens, decoders and encoders shall come from the
Town's Emergency Management Coordinator's office.
13. DOCUMENTATION
With its bid, the respondent shall provide a complete set of descriptive product information and
technical specifications for all products proposed. The proposal shall also include installation and
maintenance manuals for each model of the proposed equipment. In addition, the respondent
shall include information describing the manufacturer, model, FCC type acceptance number and
radio specifications for the specific two-way radio model proposed for activation and status
reporting of the siren units.
With system delivery, the contractor shall provide complete system documentation including an
equipment maintenance and operations manual(s). This shall include all project specific and
pertinent drawings, wiring lists, operation instructions, parts lists, system block diagrams, circuit
schematic diagrams, alignment and calibration procedures, printed circuit board layout drawings,
maintenance charts and tables, FCC-compliant field measurements for the siren radio package,
and a listing of all equipment and devices to test and certify the complete system.
Prior to requesting system acceptance, the contractor shall provide five (5) sets of system
documentation and maintenance manuals for the system provided for Prosper. As-built
documentation must be supplied a minimum of 30 days prior to requesting overall system
acceptance.
14.TRAINING
The contractor shall provide formal system training for the Town's operational, maintenance and
management staff. This shall provide the Town with a working knowledge of the system
operation and with hands-on system experience.
All training shall occur prior to the use and acceptance of the system and shall be conducted at
the mutual convenience of the Town and the contractor. In its proposal, the vendor shall describe
it proposed training programs for the following:
1.) Systems operations for Town Emergency Communications operations staff, and
2.) Systems overview training for Town Emergency Management personnel.
The Town shall provide classroom space for all training classes, between 8:00 AM and 5:00 P.M.
on normal Town workdays.
15. FINAL CLEANING
Prior to requesting Final Acceptance testing, the contractor shall clean the work area of each
siren site. This shall include removing all packing materials and debris, removing all construction
materials, repairing any damage to property, removing all excavated soil, returning the soil and
turf to original condition, and performing similar cleanup operations of the location to provide a
safe, professional and attractive installation.
TURNKEY OUTDOOR WARNING SIREN AND
CONTROLLER/DECODER SYSTEM
Town of Prosper, Texas
GENERAL BID REQUIREMENTS
The bid proposal for this Outdoor Warning Siren System (OWS) packet should include all
components, parts, service, devices, electrical service, labor, permits, fees, freight and any
other items necessary for delivery, installation, and proper operation of the system including
training. Price will also include any acoustic survey and mapping for presentation purposes.
Total bid price will include the total turnkey system for the whole Town limits. The Town has
the option to purchase the system on a site by site basis.
ITEM AND DESCRIPTION QUANTITY
1.) At least 128 dB(c) sirens equal to those specified with
galvanized steel pole.
2.) Remote terminal (RTU) controller/decoder radio controls 2 each
per the attached specifications.
Total FOB Bid Price $
Name of Company:
Business Address:
City: State: Zip:
Telephone Number: ( )
Fax Number: ( )
Authorized Signature:
Typed or Printed Name:
Title:
Specification for the purchase and installation of OWS for the Town of Prosper, Texas are
listed below.
GENERAL PURPOSE STATEMENT
The purpose of these specifications is to set the minimum standards that are acceptable for
an OWS. All specific criteria herein are currently being met by commercially available
equipment. The fact that a manufacturer chooses not to produce equipment to meet these
specifications providing the full intent of this bid is met will not be sufficient to judge these
specifications as restrictive. Sirens are to be installed on a Steel Galvanized Pole at a height
where the centerline of the siren horn is a minimum height of 50 foot above grade. All
components at each siren site are to be installed in aluminum enclosures secured by an
internal mounted keyed lock.
Page 1
TURNKEY OUTDOOR WARNING SYSTEM SPECIFICATIONS
Town of Prosper,Texas
PAYMENT:
The Owner shall pay the Contractor in accordance with the following payment schedule:
• 90% due upon completion
• 10% due upon customer acceptance
EQUIPMENT:
This bid is for the installation of an Outdoor Warning Siren System. The siren and the
installation methods will be in accordance to local and National Electrical Code as well as the
requirements of the Federal Emergency Management Agency (FEMA), FEMA Guide to
Outdoor Warning Systems CPG 1-17. Decibel ratings meet ANSI-S-12.14-1992 and ISO
3746 specifications. Equipment shall consist of new directional, rotating, electrically operated
sirens and installed in a turnkey manner.
SOUND OUTPUT:
The siren must be Electro-mechanical (motor driven) in design containing producer (rotary air
chopper) capable of producing a minimum of 128 dB(c) measured free field horizontally on
axis with the siren mounted at a minimum 50 feet above grade.
Note: A siren producing less than 128dB @ 100 feet will not be considered.
ELECTRICAL;
The power requirements for the AC operated siren shall be 120/240 volt AC, 50/60Hz single
phase, and must meet the following minimum criteria as listed below:
• Operating Voltage is a minimum 48VDC
• Battery Charge Current a minimum 4 amps (max)
• Duty Cycle a minimum 15 Minutes
• Battery Backup Cycle a minimum 21 Days (Standby)
MECHANICAL DESIGN.
To sustain operation in high wind (minimum wind load of 150 mph) conditions, the siren shall
not have belts or chains, which will stretch, break, or slip. A direct drive mechanism shall be
incorporated to allow the siren to continue to rotate or oscillate during high wind conditions.
ACCESSORIES:
All accessories shall be provided to obtain a complete operating warning system. This
includes the motor starter controls and mounting hardware.
Page 2
TURNKEY OUTDOOR WARNING SYSTEM SPECIFICATIONS
Town of Prosper,Texas
SIREN CONTROL:
The siren control shall be a magnetic starter type and shall be capable of being activated by a
manual push button, a siren timer, or via radio decoder relay output. It shall be a single
aluminum weatherproof enclosure with filter-covered vents in the door capable of having a
changeable air filter, fan and thermostat. Enclosure door to have a 3-point locking system
with a Corbin #2 lock in the door.
SIREN BATTERIES FOR AC/DC OR DC SIRENS:
Batteries to be four (4) Delco Voyager deep cycle size 24 in a separate enclosure or an
enclosure with an acid barrier to protect the sensitive electronic components. Each battery to
have a separate charging unit. Battery to the Radio receiver/transmitter shall be a separate
12-volt gel cell battery mounted with the radio. Batteries are to be gel-cell totally sealed if
there is no acid barrier.
MAINTENANCE:
Siren equipment shall utilize color impregnated fiberglass housings to eliminate rusting and
painting maintenance. Siren equipment shall also use factory sealed motor bearings to
eliminate the need for lubrication maintenance.
A schedule of recommended maintenance must be included with the bid response.
DETAILS:
Bidders must include the following details for the proposed system:
1. Weight of the siren
2. Weight of the motor starter control
3. Running amperage
4. Output frequency
5. Installation drawings
6. Site drawing (locations)
7. Wiring diagrams
8. Maintenance and operation manuals
INSTALLATION:
Site Installation drawing will be developed and submitted with the RFP. The Town will review
and approve the site drawing. Each proposed site is to be identified on the map. The
successful vendor will obtain all the right-of-way approvals and electrical services needed
before installation.
All of these sirens will be installed on steel galvanized poles to provide the proper height for
sound propagation as well as ease of access for maintenance when required.
Page 3
TURNKEY OUTDOOR WARNING SYSTEM SPECIFICATIONS
Town of Prosper, Texas
ENVIRONMENTAL:
In compliance with the FEMA OWS Guide CPG 1-17, the siren when installed per
manufacture's recommendations shall not exceed 123db(c) at grade level around the siren
unit. Vendor is to state in its proposal the recommended mounting height.
WARRANTY:
The siren equipment shall have a minimum of a five (5) year warranty on siren head parts
and two (2) year electronic component parts return in house labor warranty and one (1) year
on all other materials and labor.
DELIVERY:
Delivery and installation of the specified equipment will be according to the dates set forth in
the contract documents. All bids must include freight charges and will be provided F.O.B.
Destination.
SPECIFICATIONS:
These specifications are not intended to include any proprietary items, components, or
devices, which would preclude any OWS manufacturer from producing equipment to meet
these specifications. All ratings, power outputs, and specific criteria are currently being met
by commercially available equipment and only outline the minimum requirements set out by
the Town.
The Town reserves the right to reject all bids and to waive any formalities in the best interest
of the Town.
Page 4
TURNKEY OUTDOOR WARNING SYSTEM SPECIFICATIONS
Town of Prosper,Texas
SPECIFICATIONS
SIREN CONTROLLER/DECODER
SYSTEM REQUIREMENTS:
1.) The siren controller/decoder must be capable of controlling the mechanical siren
installation. A timed relay contact output must be available to generate three standard
warning signals of ALERT (TORNADO) and ATTACK (HAZMAT). This relay contact
must have a minimum rating of 5 amperes at 240 volts AC. Controller must operate with
an input power of either 120 or 240 volts AC, field selectable. Additional capability must
be available in the controller to generate signals with special timing requirements. (Growl
Test) A CANCEL signal must be available to immediately halt an active signal.
2.) The controller will be contained in a single aluminum weatherproof traffic signal enclosure
with a vented door capable of having a changeable air filter, fan and thermostat.
Enclosure door to have a 3-point locking system with a Corbin #2 lock in the door.
3.) The controller should use state-of-the-art electronics in its design. All controller
information shall be contained in EEPROM memory, and shall be field changeable for
programming changes. A modular design shall be employed to aid in servicing
requirements.
4.) The controller will use an Frequency Shift Keyed (FSK) method for data communication.
This FSK data stream will have additional security features available to prevent false
siren activation from hackers.
5.) The siren controller will provide status monitoring to the central activation sites. The
controller will provide the following at a minimum: 1 .) RF Comm, 2.) Comm Battery,
3.) Door tampering, 4.) AC Power, 5.) Amps, and 6.) Siren activation. These status
changes will be reported immediately to a Supervisory Control and Data Acquisition
System control when the condition occurs.
6.) Each controller will have a backup battery to operate the electronics and radio
transceiver in case of AC main failure. A built-in charger system will keep the battery at
full charge during normal operation.
7.) The controller will have capability for local activation. Six functions must be available for
use, along with a cancel function. Each function button must be programmable via
software to activate any standard signal or custom signal. Local operation of siren will be
reported to the central activation sites.
8.) Each controller will be identified to the master system by use of a 3-character address.
The Town's Emergency Management Coordinator according to the Town's zone
numbering plan will assign each siren address.
This specification is not intended to include any proprietary items, components, circuits or
devices that would preclude any siren equipment manufacturer from producing equipment to
meet these specifications. All system features are currently being met by commercially
Page 5
TURNKEY OUTDOOR WARNING SYSTEM SPECIFICATIONS
Town of Prosper, Texas
available equipment. The fact that a manufacturer chooses not to produce equipment to
meet these specifications, providing that the above criteria are met, will not be sufficient to
adjudge these specifications as restrictive.
SPECIFICATIONS
CONTROLLER 2-WAY RADIO AND BASE ANTENNA
SYSTEM REQUIREMENTS:
A. SIREN RADIO
A turnkey siren radio system will be provided to operate the system. The system will supply
each site with all the controls needed to operate the system.
B. ANTENNA & CONNECTORS
Vendor shall provide all of the equipment needed to properly install all antennas and
equipment.
C. COAXIAL LIGHTENING PROTECTION
Vendor shall supply an approved coaxial lightening protection.
Page 6
Page No. 1 of 1
- , ,�^L Proposal
4,' .� GIFFORD ELECTRIC Exhibit"B"
iii( P.O. Box 7441
1 � Fort Worth, Texas 76111
817/834-6308 Fax 817/831-8245
T 4 on'��� E-Mail gene@giffordtx.com
Proposal Submitted To Phone 972-347-2424 5/25/2005
Town of Prosper Texas Fax 972-347-3010 3/1/2005 5/5/2005
Street Job Name
Outdoor Sirens
City State Zip Code Job Location
Prosper, Texas Prosper,Texas
Architect Date of Plans Job Phone
Ronnie Tucker 972-822-0244
We hereby submit specifications and estimate for: UNIT Total Price
Line# Item# Qty Description
1 3 ASC T128 AC/DC Siren on 50'Steel pole $ 21,400.00 $ 64,200.00
2 2 ASC CSC960 Central Station Controller $ 5,500.00 $ 11,000.00
3 1 CompLert Software $ 2,500.00 $ 2,500.00
4
5
6
7
8
9 No Cost to for Siren#1 0 $ -
10 No Cost to for Siren#2 0 $ -
11 No Cost to for Siren#3 0 $ -
12 0 Underground to Siren#4 from CoSery $ 1,050.00 $ -
13 1 Under ground to Siren#5 from CoSery $ 1,400.00 $ 1,400.00
14
15
16
17 NOT INCLUDED IN OUR BID
18 State Sales Tax
19 Bond Cost
20 Power Co.Cost
21
22
23
We Propose hereby to furnish material and labor--complete in accordance with above specifications,for the sum of:
Dollars ($ $ 79,100.00
Payment to be made as follows:
All materiel is guaranteed to be as specified.All work to be completed in a workmanlike Authorized
manner according to standard practices.Any alteration or deviation from above specifica-Signature �c+s.ztz,,
tions invoking extra cost will be executed only upon written order, and will become an
extra charge over and above the estimate.All agreements contingent upon strikes,accidents Note:This proposal may be
or delays beyond our control.Owner to carry fire,tornado and other necessary insurance withdrawn by us if not accepted within 30
Our workers are fully covered by Workmen's Compensation Insurance. days
Acceptance of Proposal-The above prices,specifications
and conditions are satisfactory and are hereby accepted.You are authorized Signature
to do the work as specified. ayment I be made as outlined above.
Date of Acceptance 5 a 5 Q 5/
Signature