HomeMy WebLinkAbout5/21/2008 - STAFF REPORTS - 2.O. pALM$a
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gOFORT, CITY COUNCIL STAFF REPORT
DATE: May 21, 2008 CONSENT CALENDAR
SUBJECT: APPROVE SOLE SOURCE PURCHASE AND INSTALLATION OF AN
EMERGENCY AM RADIO STATION FROM INFORMATION STATION
SPECIALISTS
FROM: David H. Ready, City Manager
BY: Fire Department
SUMMARY
This action would allow the City to purchase, install and operate a low power AM radio
transmitter station at City Hall to provide the community with important public safety
information during emergencies. Messages can be played on a continuous loop and
updated as needed. In addition, nine solar powered roadway flashing alert signs would
be installed notifying citizens to tune into the radio station.
RECOMMENDATION:
1. Approve a sole source purchase and installation of an emergency AM radio
station from Information Station Specialists of Zeeland, MI in an amount not to
exceed $55,205.71.
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
During emergencies, the public relies on their local government to provide them with
accurate and timely information. Currently, this information is delivered via the
Emergency Alert System (EAS). The EAS system overrides participating local radio
and TV stations and broadcasts short informational bursts before returning the radio
station to regular programming. Although the EAS is a valuable tool, messages play for
a few seconds and then end or repeat. EAS broadcasts are designed to cover a large
region during a disaster and it is difficult to put out City specific information. The EAS is
under Federal control and our ability to utilize this tool may be limited as many agencies
will be competing to send out their messages. A City owned and operated radio station
ensures our ability to reach out to Palm Springs residents.
Item No. 2 9 0 .
City Council Staff Report
May 21, 2008 -- Page 2
AM Radio Station
Staff conducted research on vendors that could furnish and install a low power AM radio
transmitter station for the City and found only Information Station Specialists, Inc. (ISS)
of Zeeland, MI. Staff contacted the Procurement Division to assist in finding other
vendors of this equipment so that a competitive process could be conducted. The
Procurement Division conducted an additional search, reached out to the State of
California as well as the National Institute of Governmental Purchasing in an effort to
find additional suppliers of equipment that would meet the City's specifications. ISS
was the only vendor found.
Pursuant to Section 7.04 of the Municipal Code, the City Council may approve a sole
source award of a purchase order under a "Special Circumstance" method without
competition when a good faith review of available sources results in only one known
vendor. Due to the lack of other vendors that provide the equipment, and the ability of
ISS to furnish and install the ALERT AM Emergency Advisory Radio Station that meets
the City's requirements, staff recommends a sole source award for the procurement of
the City's low power AM radio transmitter station.
This project installs a Federal Communications Commission (FCC) licensed, low power
AM radio station, owned and operated by the City of Palm Springs. A low power radio
station has the ability to transmit approximately 5 miles. The installation of this system
and a 25' foot transmission pole at City Hall will ensure that the radio broadcast can
reach most people in the city.
The system allows for a continuously looped information signal to be broadcast 24
hours a day, 7 days a week. Up to 80 minutes of messages can be recorded on the
system for playback. The radio system can also be used to transmit non-emergency
information as desired by City staff. The system can be used to broadcast important city
meeting dates, special events, street closures and general city information. During
emergencies, broadcast can be rapidly changed to provide emergency information or
situational updates and broadcast in a repeated loop.
This system includes the purchase of nine remote controlled flashing alert signs. These
signs will be preprinted with the City's AM radio station frequency. When an emergency
message has been initiated the signs will flash advising to the public to tune into the
City's radio station. The signs are solar powered and are made to be installed on city
light poles, traffic signals or a standard street sign post. The proposed locations for
signs are:
• Highway I I I at Mountain Gate as motorists enter the City
• Downtown on Indian Canyon near Tahquitz for motorists and foot traffic
• Palm Canyon near Tahquitz for motorist and foot traffic
• Ramon at the Whitewater bridge as motorists enter the City
• East Palm Canyon at Golf Club for motorists entering the City
• Vista Chino near the Whitewater Wash as motorists enter the City
• Gene Autry near the Whitewater Wash as motorists enter the City
00090
City Council Staff Report
May 21, 2008 — Page 3
AM Radio Station
• Indian near the White Waterwash as motorists enter the City
• Mesquite and Crossley as motorists enter the City
Each sign location costs approximately $2,500. The City can add signs to the system at
any time, and there is no limit to how many signs are on the system.
This purchase order vendor agreement includes all of the materials and labor necessary
to identify a low interference radio frequency, conduct a signal intensity survey, obtain
FCC licensing for the frequency, and all required engineering, site preparation, radio
and antenna installation, 4 day battery back up system and user training. Sign
installations are not included and they will be installed by City staff.
FISCAL IMPACT:
Funds for this program have been budgeted and will be taken from various Disaster
Preparedness and Fire Department accounts.
Fund Amount Account#
Disaster AM Radio Station $21,290 261-3600-53037
Disaster Capital Improvements $5,000 001-3522-50015
Airport-Non Capital Equipment $6,000 415 6075-42490
Fire Department Capital $17,216.71 001-3520-50010
Safety Aug $5203 001-3523-42490
Safety Aug $496 001-3523-42195
Total $55,205.71
The Fire Department will apply for an Emergency Management Performance Grant that
may reimburse the City for 50% of the cost for this project.
Blake . Goetz, Fire Chief David H. Ready,dP y�9 ager
Attachments: Information St ion Specialists, Inc. Quote
Information Station Specialists, Inc.
ALERT AM Emergency Advisory Radio System Single Station
(: Quote C, Estimate (' Proforma invoice
Number: 7c Contact: Jahn Hardcastle
Date: 1.24.08 Agency: City of Palm Springs
Author: Bill Baker Address:
Email; bill@t11eRADlOsource.com City/State:
Number of Locations: 7 radio•i•9 signs Zip Code;
ALERT AM Emergency Advisory Station includes! Phone:
Options: 4-day battery backup,Vertical Profile
Notes: Antenna System,9 Flashing ALERT Signs at 9locations, Fax:
turnkey installation,licensing,training,FCC study and
certification. Sign installs by city. Email: John.Hardcastle@palmsprings-ca.gov
Description Quantity unit price ' Amount
Standard ALERTAM Emergency Advisory Radio Station 1 $15,995.00 $15,995.00
System Engineering&Planning 1 $750.00 5750.00
Antenna&Backup Options
Yard Antenna Mount(equipment in building;antenna on pole in yard) $0.00 $0.00
Isolated Antenna Mount(all equipment at outdoor cabinet site) $1,895,00 $0.00
Vertical Profile Antenna System` 1 52,195.00 $2,195,00
4-Day Operational Battery Backup 1 $2,995.00 $2,995.00
Uninterruptible Power Supply $595.00 $0.00
Power Loss Notification Module $495.00 $0.00
Computer Control Hardware&Software Options
Workstation Audio Control(includes PC,software&factory setup) $6,295.00 $0,00
SignalcastlP Broadcast Management Software Package $15,995,00 $0.00
Host Server with SignalcastlP Software Installed $4,995.00 $0.00
NX6000 Digital Message Player(one at each radio station) $3,695.00 $0.00
RAS6000 Remote Access Server(dialup control of NX6000 Player) $1,700.00 $0.00
Extended SignalcastlP Warranty(per year,after first year) $650.00 $0.00
Flashing ALERT Sign System*'
Flashing ALERT Sign Panel 9 5395.00 $3,555.00
Remote Control&Power Unit(far up to 4 signs) 9 $1,895.00 $17,055.00
Page 1 of 3
Description �I^ Quantity'"",�. I=„,
Unit Price Amount
Radio Site Services*"
Site Choice&Frequency Monitoring Assistance 50,00 50.00
FCC License Application Services for Host Station 1 $790.00 $790,00
Transmitter Site Preparation 1 $3,500.00 $3,500.00
Electronics Installation 1 $1,500.00 $1,500.00
Training&FCC Signal Intensity Survey 1 $2,900.00 $2,900.00
Flashing ALERT Sign System Installation 0 51,000.00 $0.00
Computer Control Control Services
Si nalcastlP Installation,Training& _ .. .. .
Workstation Audio Control installation,Training&Certification $0,00 $0.00
------ ------------
g g Certification $0.00 $0.00
Special Additions or Deletions(if any)
Price is not-to-exceed
State sales tax is added at 7.7S%
If we have not charged you State Sales Tax on this quote,please remit the State Sales Tax $3,970.71
appropriate amount of Use Tax to your state government as required. Total $55,205.71
Terms
155prepays the ground freight to ship yoursysrem inside the 48 contiguous United States.Freight to Alaska and Hawaii bears an additional charge.The
product is typically available forshipment30-60 days after ISS receives yourorderand the equipmentconhgurotion is provided.Terms are"net3o days"to
governmental entities and theirageri"check with orde✓'for initial orders from private sectorentities.ISS reserves the right to invoice for equipment
separate from laboritems.Prices are valid far 180 days from the quotation date.ISS has an automatic one•year ports•and•service warranty for the standard
system and offers Ce[hnical assismnre via phone/email for the life of theproduct at no extra charge.Workstation Audio Control hardware by Dell has a 3-
year,on5ire warranty with neat-day service The software has 1-yearemal support TheAudia Science sound cardhas a 1-yearmanufacturer warranty.upon
delivery,1 year ofphone support is provided by/Sr,(24 hourspdays a week)technical stafffor operation and troubleshooting all Work Station Audio Control
hardware andsoftwore.(Note.User•end damage,including lightning strikes and other outsidephysiml damage ormisu5e,is notcovered on the warranty.
ISS does nor warrantmodihcotions made to theproduct made by the customer)Purchases aresubrect to the"Standard Terms and Conditions"agreement on
the nextpoge,which purchasers sign,becoming partof the contract.
Notes
Installations of Vertical Profile Antenna Systems assume adequate room and no underpoving excavation work required.
"Flashing ALERTSigns are42"x 24"aluminum with LED beacons and custom text.Eoch sign must be physically wired to the RCPU for power and control.
Each RCPLoncludes a receiver,cabinet and LED/flasher,solar-charging system and support and attachment hardware.RCPus are powered by the sun and
triggered to activate Flashing ALERTSIgn beacons via your)-way radio system.Each RCPU can power and control up to 4 signs.FlashingALERTSign System
Installation is nor included unless specified.installation is typically done locally.
"'Radio Sire Services 155represenmtives will visit and assistm selection of tmnsmitterlomtion(s),and they will monitorcondidate frequencies Inquire as to
whether there is a charge for this service in your area.The 10-yeorFCCUcense Application Package includesAM frequentysearch,engineering study,FCC
filing and FCC-requrred construction notification.A FCClicense is required,unless you are a federal agency and will obtain the license through federal
channels.The OptionalFCCTemporary License is valid for6 months to coveroperarlon while the 10-yee is approved(o((or temporary operation only)and is
renewablearno charge.The cost fora temporarylicense is 5295 ifacmmpanied by a 10-yearlicen5e application or$4951f5eparate.The Transmitter Site
Preparation Package includes connection ofservices,installation ofcables,cabinets,groundplanes,conduits and excavation.The Electronics Installation
Package includes installation,tuning and testing of electronics.The Training and FCCSigngl lnten5ity5urveyinchides FCC-requlrecisignol documentarion
work,complete staff training and customer materials.FlashingALERfSign System installation is notinduded unless specified.
Page 2 of 3
Information Station Specialists,Inc.
336888th Ave,Zeeland,MI 49464-0051-616.772.2300-Fax 616.772.2966-i55@theRAD10source.cum-w AheRADIOsourcexom
6C0-I03 5
Standard Terms and Conditions
This signed document shall be part of any purchase contract with Information Station Specialists,Inc.
Orders
Orders for products and services will be accepted and will be entered for implementation only when configuration information is
provided to ISS. This information,if not provided by the buyer on the purchase order,is to be provided by the completion and return of
special questionnaires sent to the buyer immediately after the order is received.Purchase orders are deemed incomplete and are not
accepted until configuration information is received by ISS.
Billing
Payment terms bythe buyer of ISS equipment and services(referred to as"buyer'hereafter)shall be net 30 days(maximum). Information
Station Specialists,Inc,(referred to as"ISS"hereafter),reserves the right to bill for equipment at the time of delivery,and separately for
labor at the time of completion. Deliveries of equipment and provision of services may be in stages and partial billing may occur as the
project proceeds.ISS reserves the right to postpone or cancel Feld labor or subsequent equipment shipments in the event that invoices
beyond 30 days are unpaid. Net 30 payment terms are exclusive of any arrangement or contract the buyer has with any other party,
including his customer,if any. A 1.5%interest charge shall be levied against invoices not paid within the 30 day period,beginning on the
date 30 days has elapsed,and monthly on that calendar date,thereafter.
Field Labor
Additional field labor required of ISS technicians due to lack of preparation on the part of the customer or his agents or contractors under
his direction which shall be billable at the fallowing formula: Cost+$95/hour per technician in the field+$50/hour per technician for
travel,billable under separate contract. A 30 day minimum lead time is required to schedule field labor.
Submittals
By entering into this agreement,the buyer agrees that specifications of the equipment are acceptable to him and to his customer,if the
equipment is to be resold to another party.
FCS LicenSin4
ISS cannot guarantee FCC approval of license applications in advance of the grant. Radio equipment purchased in advance of the FCC
license grant is at the risk of the buyer. Components which might subsequently require return or modification is subject to billing by ISS
for additional freight,labor,parts or restocking fee,payable under a separate contract. Services rendered shall be paid as billed.
Interference
ISS is not responsible for interference from or to:
Environment: Nighttime skywave,power wires,other communications systems
Other AM radio stations,TIS or commercial
..unless as a result of ISS equipment malfunction or manufacturing error.
AM signal reception cannot be guaranteed at any location unless a signal test is performed in advance of the provision of equipment and
services. In such a case,similar reception can be guaranteed only given the same environmental conditions and equipment configuration
that were present during testing.
IMPORTANT: AM Antennas Installed on/near buildings
I understand that the installation of an AM antenna on or in close proximity to a building increases the likelihood of interference to
telephone,computer,radio and other AN systems within the building,and that the buyer will accommodate or otherwise be responsible
for rectifying any resulting interference to these systems. I acknowledge that IS5 is not responsible for the present or future functioning of
electronic devices which may be connected to or present in proximity to ISS-provided equipment.
Signature Printed Name
Title Date
Page 3 of 3
Information Station Specialists,Inc.
3368 88th Ave,Zeeland,MI 49464-0051-616.772.2300-Fax 616.772.2966-iss@theRAD10source.com-www.theRADIOsvurce.cum
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