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Item 4G Memo M E M O R A N D U M th October 13, 2015 To: Shana Yelverton, City Manager From: Michael Starr, Fire Chief Subject: Item 4G, Mobile Outdoor Warning Sirens Action Requested: Council approval of the purchase of two mobile outdoor warning sirens for a total cost not to exceed $80,000 Background Information: The purpose of this item is to seek Council approval of the purchase of two mobile outdoor warning sirens. According to mass notification at outdoor gatherings is one of our major vulnerabilities. The mobile outdoor warning sirens will help address this vulnerability by adding another layer to our comprehensive warning capabilities. This is critically important since Southlake has become a destination in the region for the multiple special events we host throughout the year including Art in the Square, Stars and Stripes, major sporting events, Green Fest, and Country Music in the Square to name a few. These sirens feature: The ability to be dropped at any location or event for autonomous use; for example, they can be parked at a sporting event without a power source. This sirens will not be connected to the in-ground outdoor warning system which requires winds of 70+ means we can activate the mobile outdoor warning system for any situation that could adversely affect a large outdoor event. They have a NOAA weather radio built in and can be set to activate for weather events or lightning detection without the presence of an operator. The mobile warning sirens utilize our existing radio system which allows for easy setup and use. The mobile warning sirens are voice capable through our current radio system. Financial Considerations: The mobile outdoor warning sirens cost is no more than $40,000 each for a total of no more than $80,000. The sirens were Financial Impact: The mobile outdoor warning sirens are anticipated to have an annual maintenance cost of $1,000 after they exit the 2- year warranty period. Citizen Input: We utilized the demo for the mobile outdoor warning siren at Stars and Stripes to test the functionality of the system and solicit feedback from internal and external stakeholders. The demo was well-received by the public when they inquired about the system and its warning capability. Legal Review: The mobile warning sirens meet the spirit of the Americans with Disabilities Act by providing both audio and visual warnings (via strobe light on top) to everyone in proximity to the mobile warning siren. Alternatives: The mobile warning sirens are a unique product without a true comparable in terms of application and use. Supporting Documents: Proposal from DFW Communications. Staff Recommendation: Approval of the proposal from DFW Communications to purchase two mobile outdoor warning sirens with a cost not to exceed $80,000. September 30, 2015 City of Southlake Outdoor Public Alert System Budgetary Proposal Data Restrictions This proposal is considered DFW Communications confidential and restricted. The proposal is submitted with the restriction that it is to be used for evaluation purposes only, and is not to be disclosed publicly or in any manner to anyone other than those employed by the City of Southlake requiredto evaluate this proposal without the express written permission of DFW Communications Inc. Section 1.System Description 1.1 System Overview LAWS is stand alonepublic hazard alerting system specifically designed to provide official “Common Alerting Protocol” (CAPv1.1) All-Hazard notifications as delivered by the National Weather Service through NOAA Weather Radio (NWR). LAWS uses existing NOAA and FEMA infrastructurethrough the National Weather Service including the significant (1000+) network of NOAA Weather Radiotransmitters. NWR is an important part of FEMA’s Integrated Public Alert Warning System (IPAWS), and is Common Alerting Protocol (CAP) v1.1compliant. LAWS The system provides an excellent way to reach at-risk citizens in an outdoor setting, thus helping to mitigate the risk during times of hazardous weather and other public emergencies. Throughput is essentially real time based on NWR broadcast reception. NOAA / NWS warning lead times are well documented (measured in minutes)and represent a desirable degree of function. LAWS is by design a very straight forward approach to hazard notification, void of any complexity and “learning curves” for the end user. Each LAWS unit comes preprogrammed to operate in the area of in which the unit will be deployed. Service is basically component replacement “plug and play” for quick service times as needed. LAWS requires no additional functions or decoding/coding to provide direct broadcasts of official NOAA hazard.It is a Self-standing operation. LAWS is not designed to replace traditional outdoor warning system, but to work in LAWS conjunction as part of a multilayered system. Combined with other systems will help agencies provide a higher level of protection for the citizens of any community. DFW Communications Confidential Restricted Use or disclosure of this proposal is subject to the restrictions on the title page September 30, 2015 1-1 1.2 Operation LAWS is activated via NOAA/National Weather Service and willbroadcasta10-12 second“siren” alert tone, followed by a synthesized voice product representing the impending threat (such as “TORNADO WARNING”), and finally the specific NOAA Weather Radio voice hazard product. This broadcast series allows the end user several opportunities to be alerted of an impending hazard or emergency. Additionally, a red or amber beacon will flash for the duration of the event; REDfor warningsandAMBERfor watches. As an all-hazards public warning system,NOAA Weather Radio broadcastsforecasts, warnings andemergency information 24 hours a day directly to the public.“All Hazards” messages include: Natural (e.g., tornado, hurricane, floods, earthquakes) Technological (e.g., chemical release, oil spill, nuclear power plant emergencies, maritime accidents, train derailments) AMBER alerts Terrorist attacks Non-weather emergency messages will be broadcast over NWR when: (1) publicsafety is involved, (2) the message comes from an official government source, (3)time is critical. The National Response Framework assigns responsibility to NOAA’s National Weather Service (NWS) to broadcast non-weather emergency messages.Non-weather emergency messages will be broadcast over NWR at the request of local,state, or federal officials. The NWS does not initiate the contact or the message.When officials wish to broadcast a message on NWR, they provide textinformationabout the hazard and the appropriate response directly to local NWS offices. NWSoffices have set up pre-arranged agreements to facilitate and speed the process.NWR and the Emergency Alert System (EAS) use the same digital protocols, andNWR is the primary means for the NWS to activate the EAS. DFW Communications Confidential Restricted Useor disclosure of this proposal is subject to the restrictions on the title page September 30, 2015 1-2 1.3 Component Specifications* 1.3.1 Speaker Horns Omnidirectional high performance environment resistant horn.Performance engineered for maximum sound penetration and coverage over long distances in outdoor signaling applications. Non-resonant fiberglassreinforced plasticconstruction. Sound Pressure Level (SPL): Max 129db (A) at 1 meter(C weighting) Peak Siren Tone Output (Voice / Tone SPL will vary due to potential differences in voice and frequency modulation as well as environmental conditions). Rated range @ 70 dB (nominal) 450 meters, 1000 Hz test tone 1.3.2 Signal Beacons: Onehigh intensity redbeacon shallbe provided. The high profile design shall incorporate 32 red Super-LEDs installed in sets of eight on four PC boards. The four red PC boards will be installed on a LED ballast. The beacon shall have a red optic hard coated polycarbonate lens, and a metalized reflector with clear optic collimators. Amp Draw: 6.0 Amps Peak / 4.0 amps Average @12vdc 1.3.3Battery/Power Supply: Battery Charged by 110 VACsolid state battery maintainer. DFW Communications Confidential Restricted Use or disclosure of this proposal is subject to the restrictions on the title page September 30, 2015 1-3 1.3.4Receiver: Frequency user-selectable for all NWS / NWR channels. Sensitivity: 0.5 uV for 20 dB quieting Modulation: Narrow Band FM, 5 KHz deviation Power: 12 VDC Standby current: ~ 70 milliamperes NOAA SAME compliant. SAME and FIPS codes user programmable via internal serial port and PC. 1.3.5Enclosure: Trailer enclosure 1.3.6System Mount: Telescopic Mast 1.3.7Environment: Temperature--30 to + 60 c *Specifications typical -subject to revision (5/11/2015) DFW Communications Confidential Restricted Useor disclosure of this proposal is subject to the restrictions on the title page September 30, 2015 1-4 Section 2.Equipment List Mobile Outdoor Units–Solar Powered QtyPart NumberEquipment Description 2 LAWS-500SRMobile Outdoor Warning System includesOmniDirectional Speaker Array Audio Amplifier Module Controller Module Red Lightning System Lighting Controller NOAA Weather Radio Receiver Module Power Supply Radio Interface Solar Panel and Charging system Bubble Level Battery array cover Storage tray for trailer tongue Ground lights Vinyl Lettering for Trailer 2 TBDCompatible 700/800 MHz P25 Radio DFW Communications Confidential Restricted Use or disclosure of this proposal is subject to the restrictions on the title page September 30, 2015 2-1 Section 3.FirmPricing LAWS HAZARD ALERT SYSTEM List Buyboard Buyboard LineQtyDescriptionList ea.Extendedea.Extended 12LAWS-500R Mobile Outdoor Warning System$42,819.00 $85,638.00 $38,000.00 $76,000.00 22700/800 MHz P25 RadiosTBDTBD$2,000.00$4,000.00 Pricing is valid for 90 days from the date of this proposal. DFW Communications Confidential Restricted Useor disclosure of this proposal is subject to the restrictions on the title page September 30, 2015 3-2 Section 4.Warranty LIMITED WARRANTY LAWS-Systems, LLC (LAWS) warrants each new LAWS manufactured product to be free from defects in material and workmanship, under normal use and service, for a period of twenty four (24) months from the date of sale to the end user. If any product proves to be defective during the first twenty four (24) months of use, LAWS will repair or replace such product, at its option, free of charge. Suchreplacement parts may be new or reconditioned, at the discretion of LAWS. The warranty covers parts replacement and factory-performed labor only. This warranty does not cover travel expenses, the cost of equipment to remove system components, and it does not cover labor charges for removal and re-installation of the product. Products manufactured by other companies that are components of the LAWS System shall be covered by LAWS System “pass-through” warranty policy. This means the obligations of LAWS under the Limited Warranty for such products shall be limited to that warranty offered by the equipment’s original manufacturer. All products returned to the factory for repair or replacementmust be shipped freight prepaid by the end user or dealer/installer. Repaired or replacement products will bereturned, via ground transportation freight prepaid, by LAWS. This warranty does not extend to any unit which has been damaged in shipment or during installation, improperly installed, misused, modified by anyone other than LAWS or LAWS authorized dealer/installer, or to any system which has not been adequately maintained. Moreover, LAWS shall have no liability for defects arising through any cause other than ordinary use, such as, accident, fire or damage caused by severe weather. THIS REPAIR OR REPLACEMENT SHALL BE YOUR SOLE AND EXCLUSIVE REMEDY FOR ANY BREACH OF THE LIMITED WARRANTY AND THE SOLE AND EXCLUSIVE OBLIGATION OF LAWS- SYSTEMS, LLC, TO YOU HEREUNDER. THERE ARE NO OTHER WARRANTIES, EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO, ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS OR SUITABILITY FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL LAWS BE LIABLE FOR ANY LOSS OF PROFITS OR ANY INDIRECT OR CONSEQUENTIAL DAMAGES ARISING OUT OF ANY SUCH DEFECT IN MATERIAL WORKMANSHIP. Public safety is our primary concern. Accordingly, we recommend that copies of the following warning be prominently displayed in areas served by the LAWS™ System: WARNING. IF YOU HEAR OR SEE SIGNS OF SEVERE WEATHER OR HAZARDOUS CONDITIONS, LEAVE THIS AREA IMMEDIATELY. DO NOT RELY SOLELY ON WARNINGS FROM THIS SYSTEM TO INSURE YOUR SAFETY. CONDITIONS MAY EXIST WHICH DISRUPT NOAA/NWR TRANSMISSIONS OR PREVENT THIS SYSTEM FROM RECEIVING AND BROADCASTING A WARNING. YOU CANNOT RELY SOLELY ON THIS SYSTEM TO INSURE YOUR SAFETY. ” “LAWS -Local Area Warning System” is Patented- USPTO Patent No.7,358,855 DFW Communications Confidential Restricted Use or disclosure of this proposal is subject to the restrictions on the title page September 30, 2015 4-3 Section 5.Our Commitment DFW Communications, Inc. Your Complete CommunicationsSource As technology continues to evolve, your communications should be evolving as well Like the technology it sells and services, DFW Communications has evolved over the years. Unlike many others in the two-way communications industry, DFW Communications has a developed a burning commitment to be the best at what we do and we keep our attention and efforts focused on doing just that! Our highly qualified sales staff is immediately and thoroughly trained on any and all new technologies that hit the market. Our top-rated engineering and service teams are constantly in training to remain current on all new products even beforethey hit the market. Add to that the most up-to-date tools and test equipment in the industry, and you have a team that’s hard to beat! We understand that you have committed to a sizable investment in your communications equipment and you deserve only the best when it comes to purchasing, servicing and maintaining that equipment. At DFW Communications, we realize the importance of keeping you communicatingand we will put all of our experience and resources to work to do exactly that! Put your trust in an organization that is trustworthy! Call DFW Communications today. Let us be your complete communications source. DFW Communications Confidential Restricted Useor disclosure of this proposal is subject to the restrictions on the title page September 30, 2015 5-4