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HomeMy WebLinkAboutSS3 - Tsunami Warning Siren RFPTsunami Siren Request for Proposal (RFP) Agenda Rpt #SS3 February 26, 2008 General The City of Newport Beach desires sealed proposals for an electronic, internet based, Outdoor Siren Warning System. This Request For Proposal (RFP) is to solicit proposals from qualified suppliers /manufactures to provide information, system design, equipment specifications, furnish and install new equipment and provide for maintenance and technical support. Proposer should put forth the most cost effective solution to meet the City's requirements. However, the proposal may contain separate, variable options for which the desired end result is equal or better. The City desires a hardware /software- controlled solution that will activate and interact with remote devices. Critical issues include: ❖ A computer controlled online system capable of performing twenty -four hours a day, three hundred and sixty -five days a year. ❖ The technologies present in the system must have the capability to incorporate future requirements and technological advances. Specific requirements are included in subsequent sections. Background The City of Newport Beach is a community of over 85,000 residents located in coastal Orange County, California. On any given day, especially during the summer months, this population can swell by 20,000 to 100,000 people. This influx is mainly attributed to the enviable climate, natural beauty and proximity to some of Southern California's popular tourist destinations, including Disneyland, the Angels Major League Baseball team, John Wayne /Orange County Airport, the University of California at Irvine and the Laguna Beach Arts Festival, to name a few. On specific dates during the year such as the Fourth of July celebration, the week of the annual Christmas Boat Parade held in Newport Harbor, and numerous events held City- wide, the population can spike by over 200,000 people. History has shown that the probability of a tsunami in the County of Orange is low however, if a sizeable tsunami should occur, the consequences could be catastrophic. The City has pre- identified that over 40,000 residents live in the Tsunami Inundation Area (See Attachment A). If a tsunami were to occur, a mass notification system would be needed to notify residents simultaneously in the low -lying areas. An Outdoor Siren Notification System would give residents advance warning that a tsunami is imminent. With proper education residents would know what to do when the sirens are sounded. This would minimize confusion and panic for our residents and tourist population. Scope The Proposer shall recommend the final number, configuration, and location of each siren unit and other components to provide coverage to the Tsunami Inundation Area (Attachment A). It is the desire of the City to locate sirens, to the greatest extent practical, on property that is owned or controlled by the City. The City shall approve final site selections. Such selections will be from the locations or alternate locations recommended by the Proposer. Technical Information The Outdoor Siren Warning System will be triggered by the Newport Beach Police Department dispatch center but may be required to be triggered via an alternate means in the event the dispatch center is unavailable for normal operations. All communications between towers and dispatchers must be secure to prevent accidental triggering. All communication between the dispatchers and the towers should be one way (e.g. from the dispatch center to the towers and not from the towers to the dispatch center) to comply with California Department of Justice network security requirements. Furthermore, the trigger must incorporate a 3 -way handshake or equivalent method to guarantee delivery and acknowledgement of commands. The City will allow wireless systems based on established public carriers (e.g., Verizon, AT &T), the existing countywide 800MHz system, or a private, interference free, network that is scalable and addresses the unique communication and maintenance problems of coastal Newport Beach. The proposed system must incorporate continuous monitoring of system health including, but not limited to, communication links, power status, tamper detection, and overall system readiness. This information, along with activation history (both testing and live), shall be automatically logged and stored in an ODBC compliant database in the management system so that reports may be generated. A successful proposal should include the ability for the City to create additional reports with a tool such as Crystal Reports. The management system shall be able to store a minimum of three (3) years of data and the towers should be able to store thirty (30) days of data. Any anomalous conditions shall be automatically logged by both the triggering system and the target system. Designated personnel shall be automatically notified in the event of a system failure via an on screen alert, email and or page. The proposed system should have two alert testing modes for routine system testing and maintenance. One which operates exactly like the normal alert warning condition and another silent mode that performs the same function, including operating any mechanical components such as rotating the speaker(s), except the sound is muted. Since the system must be available to function 24 hours a day, 7 days a week, the system must incorporate an uninterruptible power supply (UPS) capable of sustaining the system in standby mode for at least 12 hours, and then be able to operate at full volume and functionality for an interval defined as 1 minute of operation followed by 1 minute of silence repeated 10 times in the event of power failure (may assume that testing will not be performed during a power outage). Solar powered systems are acceptable provided they will meet the above requirement at any time of day and that solar components are guaranteed for 10 years. Installation and System Implementation Consideration must be given to the day -to day operations of the involved City agencies. City business shall not be excessively disturbed or interrupted. A carefully thought out project schedule and work breakdown diagram shall be provided with your proposal. The project schedule and work breakdown diagram shall show tasks to be performed by both the City and the Contractor. The project timeline shall include important milestones and logical breakpoints during which the City and Proposer shall assess the progress to date, and prepared for the next phase. The following is a subset of task comprising the Proposed Timetable for the project. The successful Proposer must be capable of installing the system and having it fully operational within this time. ❖ Request for Proposal to Vendor ❖ Proposal Due Date ❖ Proposers' Oral Presentations ❖ Proposers Product Demonstration ❖ Recommendations to the City Council ❖ Contract Award ❖ Installation Complete Proposer Qualifications The successful system Proposer must furnish and install all equipment and provide services related to the installation and optimization of the system. This RFP seeks assurance of the following: ❖ Timely implementation ❖ Guaranteed siren coverage for the outlined area ❖ Equipment Performance ❖ Operator /user friendliness ❖ Maintainability ❖ Reliability ❖ Quality training for users and technicians ❖ Quality service and maintenance The successful Proposer must have demonstrated successful performance on installations of a similar nature to that requested by this RFP. Specifically, Proposers must demonstrate a history of successfully developed and implemented outdoor warning systems of similar scope and size. Compliance with Laws, Standards and Practices Proposals must comply with all federal, state, county, municipal and local laws. The designs, strength, quality of materials and workmanship must conform to the highest standards of manufacturing and engineering practice. All items used must be new and unused in first class condition, of current manufacture and be of the type generally accepted for proposed use. Fee Schedule Fee proposals submitted in response to this RFP should be a maximum all - inclusive price. Include in your fee schedule at minimum the following information; ❖ Include any proposed equipment including labor, materials and supplies. ❖ A breakdown of the amount of effort to be performed by subcontractors, if any. Representative The Proposer shall assign a primary representative and an alternate to perform the services described in the scope of work. Each shall be identified in the proposal. The Proposers representatives shall remain in responsible charge of all duties from contract negotiations through project completion. If the primary representative is unable to continue with the project, then the alternate representative shall become the primary representative. Additional Responsibilities The Proposer shall be responsible for completing the specified services in accordance with the City's standard "Professional Services Agreement'. A copy of the standard agreement is attached. Services specified in this agreement shall be taken directly from the Proposers proposal and from the "Request for Proposal'. The provisions of the agreement shall include a liability insurance coverage and errors and omissions insurance coverage provided by the consultant in the amount of one million dollars ($2,000,000.00). The City shall be a "named insured° on these policies. Submission of Proposal The proposal shall include, as a minimum, the following information: 1. Introduction and understanding of the project 2. Identification of any sub consultants. 3. Proposers experience with at least three projects of similar scope, including references, with contact person and telephone number. 4. Project schedule, including start and completion dates for each task. 5. Scope of work. The submittal shall include four copies of the proposal. Selection Procedure A committee comprised of City staff and other professionals will review the proposals. The successful vendor will be selected on the basis of project understanding, previous firm experience, and expertise of the project team on similar projects, proposed project schedule, and successful negotiation of fees. The selection process may include an interview. A standardized Professional Services Agreement will be used for the contract. General Information This Request for Proposal does not commit the City of Newport Beach to pay costs incurred in the preparation of a response to this request. No work may begin until after the City executes a Professional Service Agreement. All data, documents, and other products used or developed for this project shall become property of the City upon completion of the project. Similarly, all responses to this Request for Proposal shall become the property of the City. Payment for services shall be monthly based upon satisfactory progress, submission of requests for reimbursement, and percent of work completed. Sealed proposals must be received by the Fire Department by 4:00 p.m. on '2008. Attachment A �f J r 1y1 � 4 �La f ` i Notification System for the City of Newport Beach By Fire Chief Steve Lewis 000 0000 00000 0v00 0000 000 00 Issues that will be addressed • What is the purpose of the notification system. •0• •9• 000 .. • What will be the geographic area covered by the system. Tsunami inundation only or City wide. • What type of system will we purchase; voice or siren. • What will the Request for Proposal (RFP) look like. Purpose of the Notification System 0010 1000 •00 • Alert and warn the public in times of disaster and emergencies. • The sirens can be used for: earthquakes, hazmat incident, fires, floods, and all disasters or emergencies. • Or just for Tsunami disasters? • Depending upon where they are located. Geographic Area covered by T -128 Siren Sound Coverage Mop ]] .. City of Nemw- koch _ FNC DcpwtY t iT i� - �1- ) -� / I �..j / FeBsulPm 7, i 4. - 7 �a:ri..aro?ark 1 I i I . C*Fd\e.+pm Bea<hOffs +.: ) fM ere � fwwW3avY�UT+'" +' � RivQYrr \ []tlM1Yr lra .• Fir fa . trn n ]I Y N t ` 41 Y al ) C a1 WeFYO)p au Hio�i O1� V f re,srr\ l fswr ailY. arm) a W.rrA�.1 i. c➢r RUwv ]Ld. •t• ... :• _Cal,�j� \ )4wN"14uY�N�id)Yw� c x..)+n7r� aafr. a As4aa of caw A fsY+�v \Yietir. 9 cw a] W C NhFn- )4im.v. • 016v Fidhl i YYda cl.\re�r.. GWnW O.).r.+nrumtl.WY. e wrtu.ru� s u.rp]cwr 1 ]M.YI.Wril.i6i5�M]]N.b.r s aasas.�.. csira.c..a. t ]�s•far. Nr\. PrtY i\Pw li+- Nvwp�• \06+ u rwas�.. Fn..u.srr. Tad) De4eNam F-7— M W yii Pr.. Npp. w+w* r, i 1Yr1.. wrw+RTa) �IJR+� W P YY 4R ml C iY.: tN. +T+^Pon n.Yl fr +4Yw RA i T•[bfw.tNmsev.r3� 1 f / • -lV ryiyµr Type of Systems . Voice Notification Pre - recorded messages before emergency. Can be recorded and broadcasted during emergency. Easy to understand directions • Siren Notification •0• •00. .0... •... .. Siren sound will be issued during an emergency. Siren indicates that residents turn on their radios or televisions. May be difficult to educate residents and visitors as to what the sirens mean. Type of Systems • Costs for the different systems varies. • Voice Notification estimates $960,000 Tsunami Inundation Area $1,8905000 City Wide coverage • Siren Notification estimates $250,000 Tsunami Inundation Area $400,000 City wide 000 0000 •000• 0000 0000 000 00 . Another option is to do a combination of both types. Request for Proposal (RFP) • Scope -The vendors will recommend and configure the number of sites necessary to cover the desired area. • Technical Information -The warning system will be triggered by the Police Dept. Thus, ••• ••00 ••60• •00• •009 0 *0 .0 the new system must be compatible and be able to integrate with their systems. • Selection Process -The top three vendors must participate in a demonstration against the other vendors. Request for Proposal (RFP 000 0000 •000• 0000 0000 000 00 • Selection Process -The City will establish an evaluation group to review each vendor's product and performance during the demonstration. . Based on the demonstration, the top vendor will be recommended to Council. • *• •00• •0 *0• •00• •09• 0 *• 0• Any Questions?