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HomeMy WebLinkAbout97-262 Resolution No. 97-262 RESOLUTION ACCEPTING THE PROPOSAL OF BRANIFF COMMUNICATIONS INCORPORATED FOR THE EMERGENCY WARNING SIREN SYSTEM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that pursuant to Elgin Municipal .Code Section 5 . 02 . 020B( 6 ) the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interest of the city. BE IT FURTHER RESOLVED that Robert 0. Malm, Interim City Manager, be and is hereby authorized and directed to accept the proposal on behalf of the City of Elgin of Braniff Communications Incorporated for the city' s emergency warning siren system, a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented: November 5 , 1997 Adopted: November 5, 1997 Omnibus Vote : Yeas 7 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk City of E l g i n Agenda Item No. October 15, 199 TO: Mayor and Members of the City Council FROM: Robert O. Malm, Interim City Manager SUBJECT: Upgrades to the City' s Emergency Warning Siren System (Phase II) PURPOSE The purpose of this memorandum is to provide information for the Mayor and members of the City Council to consider upgrades to the City' s emergency warning siren system. BACKGROUND It is proposed that the City Council approve the request to continue to use the Federal Model 2001 electromechanical siren. The siren is solely manufactured by Federal Warning Systems, a Division of Federal Signal Corporation. Approval • would include the continued services of Braniff Communications Incorporated, the authorized Federal Signal Service Center in the Illinois area and the exclusive sales representative for Northern Illinois . Braniff has provided proficient service to the City in the past . In 1995 the Elgin Emergency Management Agency was assigned the project of assessing and devising a plan to improve the City' s Emergency Warning Siren System. In that year, Phase I of the project was begun and all sirens were_ inspected by Braniff Communications for general maintenance, repair, and the necessary replacement of a burned-out siren on Congdon Avenue . In 1996, Phase I was continued with a comprehensive examination of all sirens . A plan was developed to upgrade the system from antiquated, unreliable sirens and bring all 15 sirens into compliance with the City' s MOSCAD monitoring system. MOSCAD is a Motorola monitoring system which allows the Communications Division to monitor tampering, activation, electrical continuity, rotation, and sound activation of all sirens . Phase II of the plan, scheduled for this year, calls for the replacement of three unreliable sirens which will include full monitoring capabilities, plus the upgrade of four existing (newer) sirens for MOSCAD monitoring. Phases IV and V are slated for 1999 and 2000, respectively. Each subsequent phase • will include upgrades to the remaining eight sirens plus a request for a potential three sirens in the far west region of Elgin. Upgrades to City' s Emergency Warning Siren System October 15, 1997 Page 2 • Attachments : June 23, 1997 memorandum, Sole Source Purchasing June 12, 1997 letter, sole manufacturer, sales rep. and service center August 14, 1997 proposal, Braniff Communications Incorporated COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Elgin Emergency Management Agency Braniff Communications 111 ,,FINANCIAL IMPACT Funds were budgeted and are available in account number 276-0000-791 . 93-46, Major Equipment Repairs, project number 289061, Emergency Siren Replacement, in the amount of $41, 000 . 00 . The total proposed cost is $40, 728 . 44 . I LEGAL IMPACT one . ALTERNATIVES • None . RECOMMENDATION It is recommended that the sole source proposal from Braniff Communications be accepted for $40, 728 . 44 . Under the procure- ment ordinance, a two-thirds majority is required to concur with the presented finding that sole source purchase is in the best interest of the City in this instance. Respectfully submitted, John E . Henrici rURort �_O.r, Elgin E. M. A. Malm Interim City Manager CLK/mjp • N T E R MEMO O F F I C E To: Mike Sarro,Purchasing Agent From: Deputy Chief Kramer Subject: Sole Source Purchasin mergency Warning Sirens Date: June 23, 1997 When Jack and I were given the assignment of Emergency management, 15 Emergency Warning Sirens were part of the responsibility. We found sirens over 20 years old, many were not working, poor locations, and some that were working had been rewired but not appropriately by an authorized service entity. Braniff Communications had done work for the city in the past but city maintenance personnel were also used. Though this is not a bad practice it does present problems if the people working on the sirens are not qualified to do so. Unfortunately, this was true on some sirens. Sometimes a • motor winding will bum out and the siren wired using two (2) of three (3) motors. This extra load causes burnout in the remaining two (2) motors shortening the motor life and causing premature siren failure. In addition, four (4) different brands of sirens from different manufacturers caused-'service problems. Some parts were no longer available, some manufacturers will sell parts but only if their service people do the install. This requires contacting several vendors for one siren system and is not very cost effective. We have also seen the hidden cost scenario, the repair job that is quoted after inspection but during repair more problems are reported and of course the cost of repair increases. Fortunately, we have not had that problem with Braniff Communications. In fact in 1995 we set up an annual inspection and repair process. The inspection is a fixed figure and as each inspection is done a full detailed written report of condition is generated. If any repair is required I am notified first with a detailed explanation and an opportunity for first hand on site review of the repair. There have been several cases where we paid labor only because old parts we had on hand could be used in the repair. Braniff certainly could have made claim that the parts would be inadequate for use but they did just the opposite. In fact, they recommended the use of these parts to show good faith and save us a few dollars. We have also experienced problems with sirens which require parts but a service representative is not available in our area or within an acceptable time frame. Braniff can call for the part but the • cost is outrageous because Braniff is not their service representative. We can't call for the part because we don't do service work. On one such siren we simply considered it unsalvageable and replaced it with a new 2001 series siren. • Mike Sarro, Purchasing Agent Page 2 June 23, 1997 In order to avoid these types of problems we instituted an annual maintenance program with Braniff Communications. We also have four (4) Federal 2001 sirens in operation. The new Motorola MOSCAD system is designed to monitor alert sirens. Unfortunately, the only monitoring which can be done is AC power. Special sensors are required for all monitoring options such as intrusion, rotation, sound etc. The Decision Package which was approved for this year will include sensor monitoring of the current 2001 sirens and any future 2001 sirens will come with the needed equipment. Our plan is to replace three (3) sirens with the Federal 2001 series and bring the current four (4) 2001 sirens into MOSCAD compliance. The cost of this project was submitted at $41,000. (Decision Package enclosed) To accomplish all of our siren needs we broke the project down into five (5) phases. This years $41,000 Decision Package represents phase 2. Phase 3 and 4 each call for four(4) siren replacemefits— 1998 and 1999. Phase 5 constitutes the installation of three (3) sirens on our western boundaries in the year 2000. All sirens would be Federal 2001 with MOSCAD connectivity. We would have no more mix and match problems. For these reasons we wish to go sole source for this continuing project. We have enclosed a letter • from Federal regarding Braniff as their service provider. We purchase the sirens from Federal and Braniff does the Installation along with Motorola service expertise which has already been agreed upon. Braniff would also continue as our annual and emergency service representative. r Please contact me with any questions at your convenience. My extension is 6181. SIGNAL ® DIVISION Federal'Signal Corporation June 12, 1997 Mr. Curt Kramer, City of Elgin Administrative Department Fire Chief Elgin, IL 60120 - 4129 Dear Mr. Kramer, Thank you for considering Federal Signal Corporation to provide you with additional Model 200 1A sirens. Please be advised that Federal Warning Systems, Division of Federal Signal Corporation is the sole manufacturer of the Federal Model 2001 electromechanical siren. Federal Signal has.been in the outdoor warning business for 85 years and this model is the most advanced in the industry with the capability to be upgraded to battery operation in • the future. We have had many systems where we have interfaced with the Motorola MOSCAD System telemetry equipment, i.e., City of Chicago, City of Peoria and the City-of Indianapolis. Braniff Communications Inc. is at this time and has been a key Authorized Federal Signal Service Center in the Northern Illinois area. They are also our exclusive sales representative for Northern Illinois. Braniff Communications provides turn - key installations and should any repairs be required during the warranty period or thereafter they are equipped to handle those repairs. Should you have any questions please feel free to contact me at 219/929-1318. Sincere David Gilc st, Eastern Regional Manager s 'Dive i W1wam 0. v DAD, u i it .c Dwnpjg:!70A\S_'1d-'id(N1 11 ; BRANIFF COMMUNICATIONS INCORPORATED 4741 W. 136th Street • Crestwood, Illinois 60445 • (708) 597-3200 FAX.(708)597-3307 1-800-323-3477 August 14, 1997 Mr. Curt Kramer "Stage II of Siren Project!" Administrative Deputy Fire Chief Federal Signal Model 2001AC City of Elgin Fire Department Outdoor Warning Siren System, 550 Summit Street 127db(C)sound output providing Elgin, Illinois 60120-4219 an effective range approx. 5600'. Quotation#MB-2014-FWS 10008 Dear Deputy Chief Kramer, We propose to furnish and install an OUTDOOR WARNING SIREN SYSTEM for the City of Elgin, in complete compliance with your specifications, as described below: The Federal Model #2001SRN is an Electromechanical, UL Approved, 240VAC, Single Phase, A.C. operated, 360° rotating siren that is capable of producing high intensity warning signals over a large area. A highly efficient design enables the siren to produce a high sound level. The Model #2001SRN siren is a single tone siren capable of producing 127db(C) sound level at 100' and will produce an effective range of approximately 5600' at 70db(C), (± ldb). It is capable of producing a STEADY signal and a WAILING signal. The STEADY signal is frequently used as a Civil Defense "ALERT" signal. The WAILING signal is often used as a Civil Defense "ATTACK" signal as required by FEMA, per their Outdoor Warning Systems Guide, CPG 1-17. Any of the signals are capable of being used for any desired application. The Model #2001AC Control consists of one (1) cabinet, (NEMA 3 enclosure), with proper mounting bracket for ease of installation, that houses the necessary electronics and controls for producing the siren signals. All exposed metal surfaces are properly finished to inhibit deterioration and corrosion due to weather and sun. The Model #2001TR is a 240VAC, 30 amp, Transformer/Rectifier that provides the AC operation and allows the siren to operate from a 240VAC, single phase, power source. The Model #BCI-AC Sensor Kit, designed for electromechanical sirens, is capable of interfacing with the Motorola Moscad Telemetry System. Kit includes a Rotator Sensor for monitoring the • rotation of the siren, AC and DC Power Sensors to monitor electrical power source, a DC Current Sensor to monitor siren activation and a Intrusion Sensor to monitor un-authorized control cabinet entry. All sensors are housed in a Nema-4 weatherproof enclosure with required mounting hardware for pole mount installation and a 24VDC Power Supply to provide power to all sensors. Authorized FEDERAL SIGNAL FEDERAL SIGNAL Sales and Service �� CORPORATION B Or UCKET TRUCK SERVICE CORPORATION Center for. LIGHTS 6 SIRENS & OUTDOOR SIREN MAINTENANCE FEDERAL WARNING SYSTEMS cn❑nm mN7PAl CONTRACTS AVAILABLE OUTDOOR WARNING SIRENS t' r Page - 2 - A). FEDERAL EQUIPMENT SPECIFICATIONS FOR NEW SIRENS: Item #A.1 3 ea. Federal Model #2001SRN Siren, 48VDC., two (2) signal, electromechanical, 3600 , rotating, directional type siren with 6hp DC motor capable of producing 127db(C),of sound at 100' and will produce an effective range of approximately 5600' at 70db(C), (±1dbC). Item #A.2 3 ea. - Federal Model #2001AC Control Unit Box complete with mounting brackets for easy installation, Electronic Controls with Contactors, all related equipment and hardware in a NEMA 3 enclosure properly finished to inhibit deterioration and corrosion due to weather and sun. Item #A.3 3 ea. Federal Model #2001TR, 220VAC, 30 amp, Transformer/Rectifier to provide AC operation and allows the siren to operate from 220VAC, single phase, power source. Item #A.4 3 ea. Federal Model #2001PMK, Pole Mounting Kit that is adaptable for a wooden, class H, treated pole, to be used for single pole construction. • TOTAL AMOUNT OF ITEMS (A), FEDERAL SIREN EQUIPMENT................$21,828.00 Please Note! If awarded proposal, it is very important you please issue a separate purchase order for the equipment specified under items (A), to Siren Manufacturer, FEDERAL SIGNAL CORPORATION, 2645 Federal Signal Drive, University Park, Illinois 60466. Attn: Ms. Lisa Watts. Federal Signal Corporation will provide and invoice equipment specified. However, please forward this purchase order to Braniff for proper processing. B). REMOVAL OF RETIRED SIRENS: Item #B.1 3 ea. Braniff Communications, Inc. will remove the retired sirens as designated by the City of Elgin located at site #5 - Artistic Carton, Site #7 - Trout Park and site #11 located at State. Street and Route #20. The City of Elgin would be responsible to have Commonwealth Edison terminate any direct power feed to the above listed sirens. Braniff shall remove the Motorola Moscad Controller and related Antenna systems at each site and hold same for installation for the new sirens. Braniff shall remove the existing Federal Model #SCH Controllers and store same for the City of Elgin as requested, to be used for replacement parts for the older sirens in the system. Balance of equipment including old pole shall be disposed of by Braniff as requested by the City of Elgin. Braniff Communications, Inc. shall exercise due care to prevent damage to utilities and surrounding facilities, however will not be responsible for the repair and replacement of any landscaping that may be damaged as a result of the removal of these siren units either because of excavations or trucks/vehicles on the property. TOTAL AMOUNT FOR ITEM (B), REMOVAL OF (3) RETIRED SIRENS........$2,940.00 ! 7 Page - 3 - Q. TURN KEY INSTALLATION FOR NEW SIREN: Item #C.I 3 ea. Braniff Communications, Inc., an AUTHORIZED FEDERAL SIGNAL SERVICE CENTER, will deliver and install above listed equipment on 55', class II, treated wooden poles at the sites designated by the City of Elgin. Sirens are to be completely installed, wired for overhead service and tested for proper operation. The City of Elgin is to provide power to the sirens. Any fees for the connection of power, by the Utility Company, is the responsibility of the City of Elgin. The contractor will contact the power company and advise them of the power requirements for the above listed sirens. The contractor shall contact J.U.L.I.E. and exercise due care to prevent damage to utilities and surrounding facilities. Site restoration will be incidental of each unit and no compensation allowed for. If work cannot be completed as originally planned due for unforeseen obstacles, (i.e., Rock Digging, Fluid Soil, change of requirements, etc.), the City of Elgin would be responsible for reimbursing Braniff Communications, Inc. for such additional expenditures above the original quotation. Any equipment needed including, but not ZD limited to, weatherproof disconnects, ground rod and supplementary electrical service ' equipment is provided as a portion of this proposal. Item #C.2 3 ea. Braniff Communications, Inc. will install the existing Motorola Moscad Telemetry Controller complete with related Antennas and cables, and interface same with the new sirens installed at the sites designated by the City of Elgin. • Item #C.3 3 ea. Braniff Communications, Inc. will furnish, deliver and install the Model #BCI-AC Sensor Kit to interface with the existing Motorola Moscad Telemetry System. Includes Rotator Sensors for monitoring the rotation of the sirens, AC and DC Power Sensors to monitor electrical power source, DC Current Sensors to monitor sirens activation and Intrusion Sensors to monitor un-authorized control cabinet entry. All Sensors are housed in a Nema- 4 weatherproof enclosure with a 24VDC Power Supply to provide power to all Sensors and required mounting hardware for pole mount installation. As discussed with Deputy Chief Curt Kramer, Motorola Account Manager Lisa Dumoulin and Systems Engineer David Froehling, at our last meeting, Motorola Corporation is to provide technical assistance in the form of on site technical support and documentation regarding the interfacing of sensor package to the Moscad Controller. PIease Note! Any required programming of the Motorola Moscad System would be the responsibility of the City of Elgin and the agreement the City has with Motorola. TOTAL AMOUNT FOR ITEMS (C), TURIN-KEY INSTALLATION...............$11,120.76 D). RETRO-FIT SENSOR KIT TO FOUR (4) EXISTING MODEL #2001AC SIRENS: Item#D.1 4 ea. Braniff Communications, Inc. will furnish, deliver and install the Model #BCI-AC Sensor Kit to interface with the existing Motorola Moscad Telemetry System at the four (4) existing Federal Model #2001AC Sirens located in the City of Elgin. Kit includes Rotator Sensors for monitoring the rotation of the sirens, AC and DC Power Sensors to monitor electrical power source, DC Current Sensors to monitor sirens activation and Intrusion Sensors to monitor un-authorized control cabinet entry. All Sensors are housed in a Nema- 4 weatherproof enclosure with 24VDC Power Supply to provide power to all sensors. t Page - 4 - Item D.I cont. As discussed with Deputy Chief Curt Kramer, Motorola Account Manager Lisa Dumoulin and Systems Engineer David Froehlig, at our last meeting, Motorola Corporation is to provide technical assistance in the form of on site technical support and documentation regarding the interfacing of sensor package to the Moscad Controller. Sirens are to be tested for proper operation in all modes with the Dispatch Center. Please Note! Any required programming of the Motorola Moscad System would be the responsibility of the City of Elgin and the agreement the City has with Motorola. TOTAL AINIOUNT OF ITEM (D), RETROFIT EXISTING 2001AC SIRENS......$4,839.68 TOTAL AMOUNT OF ITEMS (B), (C) & (D) AS OUTLINED ABOVE...........$18,900.44 Please Note! If awarded proposal, it is very important that you please issue a separate purchase order for the Removal of Retired Sirens as outlined under Item (B), Turnkey Installations for new Sirens as outlined under Item (C) and Retro-Fit Sensor Kit to four (4) existing Model #2001AC Sirens as outlined under Item (D), to BRANIFF COMMUNICATIONS, INC. Same will be invoiced by Braniff Communications, Inc. GRAND TOTAL FOR COMPLETE PHASE II PROJECT TO BE..................$40,728.44 • Warranty: STRONGEST SIREN WARRANTY IN THE MARKET!! Federal Warning Systems warrants every 2001 Siren to be free from defects in material and workmanship for the period of FOUR (4) YEARS on parts replacement and one year on labor, as outlined on FEDERAL SIGNAL'S LIMITED WARRANTY. Equipment to be installed and operating within seventy-five (75) days after acceptance of this proposal providing power has been brought to the siren within that time limit, and weather permitting. Independent Test Report: Find enclosed Independent Test Report provided by Shiner & Associates, Inc., Acoustical Engineers, located in Skokie, Illinois that performed all of the Acoustic Measurements on Federal Warning Systems Model #2001 Series Sirens. Model #2001 Series User's List: Find enclosed a National User's List of Customers with name of Contact person as well as phone numbers that are using this type of Siren System in their Municipalities. Some Local References are located on the last page of this proposal. Certificate of Insurance: BRANIFF COMMUNICATIONS, INC. would provide a Certificate of Insurance through Country Companies, under our policy #CW355640, if required by the City of Elgin. Page - 5 - Braniff Communications, Inc., is at this time and has been a KEY AUTHORIZED SERVICE CENTER for Federal Signal Corporation for the past fifteen (15) years. We have installed as well as serviced sirens for many communities. Some are listed below: Village of Frankfort 815-469-2177 Mr. Clifford Janeliunas Village of Worth 708-448-8430 Fire Chief Twining Village of Matteson 708-748-5129 Fire Chief Wilcox Village of-West Dundee 847-551-3805 Lt. Kevin Rynders Village of Bradley 815-933-3315 Mr. Ron Rosson Village of Bedford Park 708-563-4513 Mr. James Stropes City of Sandwich 815-786-0321 Mr. Donald L. Frederick Village of Beecher 708-946-2261 Mr. Robert Barber City of Pontiac 815-842-3225 Lt. Lyle Wilson Village of Oak Brook 630-990-3040 Mr. Mark Fleishman Village of Crete 708-672-5431 Mr. Len Hagen Village of Burr Ridge 630-323-8181 Chief D.J. Aleksy City of Evanston 847-866-2916 Mr. Max Rubin City of St. Charles 630-377-4416 Mr. John Harris Village of Carol Stream 630-665-7050 Mr. Robert Mellor Village of Westmont 630-968-0560 Mr. Rod Haubenreiser City of Batavia 630-879-1510 Mr. Jeff Glaser Village of Bourbonnais 815-937-3577 Chief Joseph Baird • City of Belvidere 815-547-7316 Mr. Dale R. Steinke City of DeKalb 815-756-4881 Mr. Roger Chilton Village of Wheeling 847-459-2632 Ms. Linda Boller City of Lockport 815-838-2131 Mr. Frank DeSandre Village of Lombard 708-620-5734 Lt. Mike Torrence Village of Hinckley 815-286-3989 Mr. Steven Mathis City of Naperville 630-420-6009 Mr. Bill Reynolds City of Countryside 630-345-7270 Mr. John P. McDonald City of Galena 815-777-2559 Mr. Dave Oglenburg Village of Niles 847-647-7978 Mr. Dick Pickup Village of Olympia Fields 708-503-8200 Mr. Tom Cravens City of Palos Heights 708-448-5060 Chief Reed Powers Village of Buffalo Grove 847-459-2570 Mr. Paul Soucy City of Marengo 815-568-7231 Chief Peter J. Begalki We wish to thank you for giving our firm the opportunity to provide you with TURN-KEY FIGURES for this Outdoor Warning Siren Project for the City of Elgin. Should you have any questions, or need further information, please contact me personally at your earliest convenience. Yours T y, Braniff o u catio , Inc. f P si t ENCL. MB/mb Quotation No.:FWS10 0 0 8 rig -STAIGE QUOTATION Reference quote no.on your order FEDERAL SIGNAL CORPORATION I I.OF SIREN. PROJECT! Federal Warning Systems wi MR CURT KRAMER, DEPUTY CHIEF Date AIIGET 14, 1997 Co.Name ELGIN FIRE DEPT. Reference MB-2014-FWS10008 Address 550 SUMMIT STREET CUSTOMER COPY city,state,zip ELGIN, IL. 60120 7-4219 SALESPERSON COPY Phone No. (847) 931-6181 OFFICE COPY Fax No. (847) 931-6179 Upon receipt of your order and acceptance by Federal Signal Corporation, the equipment herein will be supplied at the quoted prices below. Delivery schedule cannot be established until radio information is supplied,if applicable. ITEM FEDERAL COLOR NET COST TOTAL NO. QTY. VOLTAGE NO. VOLTAGE OR DESCRIPTION EACH COST FINISH 1 3 2001SRN 48V1 GREY THREE (3) SIGNAL OUTDOOR WARNING SIREN, ROTATING ELECTROMECHANICAL, 127DBC, W/ MOUNTING HARDWARE. 2 3 2001AC 240VPC GREY CONTROL CABINET WITH ALL RE - 10 LATED CONTROLS & CONTACTORS IN NEMA-3 ENCLOSURE. 3 2001TR 24aK GREY 30A-TRANSFORMER/RECTIFIER FOR AC POWER OPERATION. TOTAL AMOUNT OF EQUIPMENT $ 27,285.00 LESS YOUR DISCOUNT - 5,457.00 YOUR COST FOR EQUIPMENT $ 21,828.00 Prices are firm for 30 days from the date of quotation unless shown otherwise. Upon acceptance, prices are firm for 60 (Dani,'s is quotation is expressly subject to acceptance by Buyer of all Terms stated on the reverse side hereof,and any exception to or modifi rms shall not be binding on Seller unless expressly accepted in writing by an authorized agent or Officer of Seller.Any order submitte o sis set forth above, in whole or in part, shall constitute an acceptance by Buyer of the Terms on this and the reverse side hereof. y e subject to acceptance by Seller in its discretion. If the total price for the items set forth above exceeds $50,000 then this quota' n D countersigned below by a Regional Manager of the Signal Division,Federal Signal Corporation. F.O.B. DESTINATION BYBRANIFF COMM.INC. FWS Saes Repres nta TERMS NET 30 DAYS ADDRESS: 4741 W. 136TH ST. OEST. DEL.WT. 3000# CRESTWOOD, IL 60445 DELIVERY 60 DAYS (ARO) BY: Federal Signal/Countersigned Purchase order MUST be made out to: TITLE: Federal Signal Corporation, Federal Warning Systems, 2645 Federal Signal Drive, University Park, IL 60466-3195