Title
Resolution to Approve a Contract with West Shores Services, Inc for a Comprehensive System Assessment, Control System Upgrade, and Maintenance of the Ann Arbor Outdoor Siren Warning System and Appropriate the Necessary Funds. ($40,000.00) (8 Votes Required)
Memorandum
The attached resolution seeks approval for a professional services contract with West Shore Services, Inc. for repair, maintenance and upgrade to the warning system. Since the sirens are activated by Washtenaw Metro-Dispatch, 5 software licenses for dispatch consoles will also be purchased.
Budget Impact - The Fire Department budget did not include this one-time $40,000 item. Use of General Fund reserves is requested to be the funding source. Increased on-going costs are anticipated to be covered within existing planned resources.
The Ann Arbor outdoor siren warning systems consists of 22 sirens which are activated for tornado warnings, severe thunderstorm warnings with confirmed winds of 75 mph or greater, hazardous materials spills that require immediate protective actions, any local emergency that requires immediate action, or a national threat alert from the Department of Homeland Security through the National Terrorism Advisory System. The siren system is tested on the second Tuesday of each month, March through November, at 1pm.
Upgrade of the warning system will allow the replacement of dated and worn technologies, including an FCC license correction, a new Windows 7 dedicated computer with software, a current technology Encoder-Decoder including antenna, radio, and location changes, a comprehensive system assessment to evaluate all site electronic and mechanical equipment including battery backup systems, and relocation of control equipment to an environmentally controlled location. In addition, approval for costs associated with locating a secondary redundant activation point for the sirens that is hard-wired to the system and is not dependant on the city network is being requested. Also included will be an annual contract with West Shore services for on-going maintenance of the upgraded system.
Furthermore, the resolution seeks approval for a propagation study to evaluate radio connectivity and coverage area with each siren site from the main antenna to assure activation capabilities and return of diagnostic data.
West Shore Services is the exclusive distributor for Federal Signal Warning Sirens and equipment in Michigan. They provide expert assessment services and maintenance programs to assure system readiness in the event of an emergency.
West Shore Services, Inc. complies with the requirements of the City’s Non-discrimination and Living Wage ordinances.
Staff
Prepared by: Rick Norman, Emergency Management Director
Approved by: Larry Collins, AAFD Chief
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The City of Ann Arbor is tasked with providing public warning systems for the residents of the City including the outdoor siren warning system;
Whereas, Information Technology and the Office of Emergency Management have determined the need for a system upgrade and implementation of an annual maintenance program for the system;
Whereas, Information Technology and the Office of Emergency Management have determined the need for a propagation study to assure radio signal activation and diagnostic data connectivity;
Whereas, West Shore Services, Inc. is the exclusive distributor for Federal Signal Warning Siren systems in Michigan, and is able to provide assessment, annual maintenance, equipment upgrades and technical assistance; and
Whereas, West Shores Services, Inc. complies with the requirements of the City’s Non-Discrimination and Living Wage Ordinances;
RESOLVED, That City Council approve a contract with West Shore Services, Inc. for $40,000.00 for one year of maintenance services and system upgrades to the siren system;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney;
RESOLVED, That City Council appropriate $40,000.00 from the General Fund’s unobligated fund balance to amend and increase the FY2017 Fire Department expenditure budget by $40,000.00, which funds to be available for FY2017 only; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this Resolution.