25_036_LH_ Attachment B Scope of Work Siren R.pdf

Scope of Work: Replacement Outdoor Emergency Siren Warning System for Macon-Bibb County, Georgia

Attachment B

1. Introduction and Background:

Macon-Bibb County, Georgia, seeks to procure a comprehensive, modern, and reliable replacement outdoor emergency siren warning system to ensure the timely and effective notification of residents in the event of severe weather, natural disasters, and other emergencies. The current system is aging and requires replacement to meet the evolving safety needs of the community. This Request for Proposal (RFP) invites qualified vendors to submit proposals for the design, supply, installation, testing, and ongoing maintenance of a new, county-wide emergency siren system.

2. Project Goals and Objectives:

The primary goals of this project are to:

• Achieve 100% Audible Coverage: Deploy a siren system that provides clear and audible warning signals across the entirety of Macon-Bibb County, Georgia, ensuring all residents can receive timely alerts.

• Focus on Outdoor Gathering Locations: Locations in Macon-Bibb County that are known as gathering places for large groups of people should have a specific focus. For example, locations such as Downtown, Atrium Health Amphitheater, Amerson River Park, Carolyn Creighton Park, etc.

• Implement Silent Testing Capability: Integrate a system that allows for routine testing without generating audible siren tones, minimizing public disruption while verifying system functionality.

• Establish a Web-Based Control System: Implement a user-friendly, secure, web-based platform for system control, activation, deactivation, scheduling, and monitoring from authorized locations.

• Enable Automatic NWS Alerting: Integrate the system with the National Weather Service (NWS) to automatically activate sirens based on issued tornado warnings for Macon-Bibb County.

• Secure Reliable Ongoing Maintenance: Establish a comprehensive 24/7 maintenance contract to ensure the long-term operational readiness and reliability of the new siren system. This includes regular maintenance checks as well as 24/7 emergency response calls.

3. Scope of Services:

The selected vendor shall be responsible for providing a complete turnkey solution, including but not limited to the following:

3.1. System Design and Engineering:

• Conduct a thorough assessment of Macon-Bibb County to determine optimal siren locations and specifications to achieve 100% audible coverage, considering terrain, population density, and noise pollution. Provide detailed coverage maps demonstrating predicted sound propagation.

• Design a robust and reliable communication infrastructure to connect all sirens to the central control system, considering redundancy and backup options (e.g., radio, cellular, IP).

• Specify the type, power output, and features of the proposed sirens, ensuring they meet or exceed industry standards for outdoor warning systems. This is inclusive of a secondary power source as a backup power system.

• Utilize a web-based control system interface, ensuring it is intuitive, secure, and provides the necessary functionalities outlined in this SOW.

• Develop detailed system specifications, including hardware, software, communication protocols, power requirements, and mounting requirements for each siren location.

• Provide detailed plans for system installation, testing, commissioning, and on-going maintenance.

3.2. Equipment and Materials:

• Supply all necessary siren units, control system hardware and software, communication equipment, mounting hardware, cabling, and any other components required for a fully functional system.

• Supply all necessary mounting solutions to achieve proper height for optimal sound distribution. This solution should include multiple options for mounting types based on location of siren. For example, pole mounted, building mounted, etc. This RFP should also include optional cost for wood versus steel poles.

• Ensure all equipment is new, of high quality, and designed for long-term outdoor operation in the climate of Macon-Bibb County.

• Provide detailed specifications and datasheets for all proposed equipment.

Included will be information on useful life / end of life of the sirens, mounting equipment, accessories, and control system.

3.3. System Installation:

• Manage and execute the complete installation of all siren units and associated equipment in pre-approved locations throughout Macon-Bibb County.

• Manage and execute the complete removal of all existing siren units and associated equipment in locations throughout Macon-Bibb County.

• Coordinate with Macon-Bibb County and / or other local / state / federal authorities regarding site access, permits, and any necessary logistical arrangements.

• Ensure all installations are performed in accordance with manufacturer specifications, relevant safety standards, and local regulations.

• Provide clear documentation of each installation, including GPS coordinates of siren locations.

3.4. System Configuration and Integration:

• Configure the web-based control system according to Macon-Bibb County's requirements, including user access controls and security protocols.

• Integrate the siren system with the National Weather Service (NWS) for automatic activation upon the issuance of tornado warnings for Macon-Bibb County. Detail the proposed integration method and reliability.

• Implement the silent testing functionality, allowing authorized users to perform system checks without audible alerts.

• Configure reporting capabilities within the control system to track system status, activation logs, and maintenance records.

3.5. Testing and Commissioning:

• Conduct comprehensive testing of the entire system, including individual siren functionality, communication links, control system operation, and automatic NWS alert triggering.

• Provide Macon-Bibb County personnel with the opportunity to witness and participate in testing procedures.

• Address any identified issues or deficiencies promptly and effectively.

• Provide a final commissioning report confirming the system is fully operational and meets all specified requirements.

3.6. Training:

• Provide comprehensive on-site training to designated Macon-Bibb County personnel on the operation, control, and basic maintenance of the new siren system and the web-based control platform.

• Provide detailed training materials, including user manuals and standard operating procedures.

• Offer ongoing technical support and access to training resources as needed.

3.7. Documentation:

• Provide complete and accurate documentation, including:

o System design specifications and drawings.

o Equipment specifications and datasheets.

o Installation manuals and as-built drawings.

o Web-based control system user manual.

o Troubleshooting guides.

o Maintenance procedures.

o Warranty information for all equipment and services.

3.8. Ongoing Maintenance Contract (Annual Cost):

• Provide a detailed annual cost for a comprehensive 24/7 maintenance contract, outlining the scope of services included. This should include, but not be limited to:

o Regular preventative maintenance inspections and servicing of all system components.

o Emergency repair services for system malfunctions.

o Remote and on-site technical support.

o Software updates and upgrades for the control system.

o Response time guarantees for service requests.

o Details on parts replacement procedures and costs (if not included in the annual fee).

o Service Level Agreements (SLAs) outlining performance metrics and penalties for non-compliance.

4. Vendor Qualifications:

Respondents to this RFQ should demonstrate the following qualifications:

• Proven experience in the design, supply, installation, and maintenance of large-scale outdoor emergency siren warning systems for municipalities or counties of similar size and complexity.

• Strong understanding of NWS alert dissemination and integration with public warning systems.

• Demonstrated expertise in web-based control system development and implementation.

• Qualified technical personnel with relevant certifications and experience.

• Strong project management capabilities and a proven track record of successful project completion.

• Financial stability and the capacity to fulfill the requirements of this project.

• References from previous clients for similar projects.

5. Proposal Requirements:

Interested vendors are required to submit a comprehensive proposal that includes, but is not limited to, the following:

• Executive Summary: A brief overview of the proposed solution and the vendor's qualifications.

• Technical Proposal:

o Detailed description of the proposed siren system, including types of sirens, coverage analysis with maps, communication infrastructure, and power solutions.

o Detailed description of the web-based control system, including features, functionality, security measures, and user interface screenshots.

o Detailed explanation of the automatic NWS alerting integration method and its reliability.

o Description of the proposed silent testing system.

o Detailed installation plan and timeline.

o Description of the proposed testing and commissioning procedures.

o Description of the training program for Macon-Bibb County personnel.

o List of all proposed equipment and materials with specifications and datasheets.

o Detailed documentation plan.

• Pricing Proposal:

o A clear and itemized breakdown of all costs associated with the design, supply, installation, testing, and commissioning of the new siren system.

o A separate, clearly stated annual cost for the ongoing 24/7 maintenance contract, detailing the scope of services included.

o Any optional features or services with associated costs.

• Contractor Qualifications:

o Company profile, including years in business, relevant experience, and organizational structure.

o Resumes of key personnel assigned to this project.

o List of similar projects completed, including client references with contact information.

o Financial statements (upon request).

o Copies of relevant certifications and licenses.

• Warranty Information: Details of the warranty provided for all equipment and services.

• Exceptions and Deviations: A clear listing of any exceptions or deviations from the requirements outlined in this SOW.