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Home My WebLink About84-97 OrdinanceRECORD OF ORDINANCES Dayton Legal Blank Co. 84-97 Ordinance No.___________-__ ___-- Passed - - Form No. 30043 19 - AN ORDINANCE AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH WASHINGTON TOWNSHIP FOR THE REMOVAL, PROCUREMENT, INSTALLATION, TESTING, ACTIVATION AND MAINTENANCE OF OUTDOOR EARLY WARNING SIRENS, WAIVING COMPETITIVE BIDDING, AND APPROPRIATING FUNDS THEREFOR WHEREAS, the City of Dublin currently owns and operates an Outdoor Early Warning System; and WHEREAS, the purpose of this system is to enhance the safety, health, and welfare of the general public; and WHEREAS, both the City of Dublin and Washington Township recognize the benefits and value of jointly expanding and upgrading the current outdoor early warning system to enhance the safety of the public; and WHEREAS, compatibility of new sirens with the existing Dublin system is absolutely necessary as is the rapid deployment of these sirens; and WHEREAS, the City of Dublin will administer the project and Washington Township will reimburse the City of Dublin for the costs associated with the Township portion of the project; and WHEREAS, it is necessary to amend the annual appropriations to provide sufficient funding for the projects; NOW, T~REFORE, BE IT ORDAINED by the Council of the City of Dublin, State of Ohio, r / of the elected members concurring that: Section 1. The City Manager is hereby authorized to enter into an agreement with Washington Township for the purpose, of removing, procuring, installing, maintaining, testing, and activating outdoor early warning sirens. Section 2. City Council hereby waives competitive bidding requirements due to the sole source nature of purchasing compatible sirens, components and related system upgrades. Section 3. There be appropriated from the unappropriated balance in the Capital Improvements Tax Fund $104,000 to account 40-03-14-2571. Section 4. This Ordinance shall go in to effect on the earliest date permitted by law. Passed this ~~ day of 199 Mayor -Presiding e / 1 'hereby certify that copies of this ordinance/°.~,z~,,,_w4r~ p~stod i the C~,~,.y~,,.~ ~ pity of 17ublin in accordance with Section 731.25 of tl~c l'''.io Rev'ssed C e. ~~~~ ~ ~v' Clerk o Coun I, Dublin, hio ATTEST: CITY OF DUBLIN M e m o Office of the City Manager 5200 Emerald Parkway '~"" Dublin, Ohio 43017-1006 Phone: 614-761-6570 Fax: 614-761-6512 To: All Members of Dublin City Council From: Marsha Grigsby, Acting City Manager Initiated By: Dana L. McDaniel, Director of Se~~~ Date: June 17, 1997 Re: Ordinance 84-97, An Ordinance Authorizing the City Manager to Enter into an Agreement with Washington Township for the Removal, Procurement, Installation, Activation, and Maintenance of Outdoor Early Warning Sirens, Waiving Competitive Bidding and Appropriating Funds Therefor. Recommendation Staff recommends City Council pass Ordinance 84-97 for the purpose of removal, procurement, `"` " installation, testing, maintenance and activation of outdoor early warning sirens and appropriating funds. Additionally, this project represents a cooperative venture between the City of Dublin and Washington Township. Background As you may know, the City's current outdoor early warning system consists of 20 sirens, owned, operated and maintained by the City (see attachment 1). These sirens were installed as a two-phase project in 1989 and 1990. Washington Township currently owns two sirens. One siren is located at the Township Community Center the other is adjacent to Amlin. These sirens are activated and maintained for Washington Township by the Franklin County Emergency Management Agency (FCEMA). Additionally, it should be noted that since the installation of the two Township sirens, the City has annexed the area to include the siren at the Township Community Center. The current sirens used by the Township are "directional" sirens meaning that the siren cluster at the top of the pole must rotate. The City's sirens are "omni-directional." Therefore, the existing Township sirens pole must rotate. The City's sirens are "omni-directional." Therefore, the existing Township sirens are not compatible with the City's system. Because the Township was considering expanding its systems and the FCEMA has discussed the change over of its county-wide system from "directional" sirens to "omni-directional" sirens, coupled with the need to switch out the Township Community Center siren, there is no better time than now for the Township to make its sirens compatible with the City's and for both entities to enhance the existing system. Perhaps even more important is the need to increase siren coverage at Cosgray Park and Homestead Park. Project Summary The following summarizes the project contemplated in this legislation: 1. The Township siren at the Township Community Center will be switched out with a siren compatible to the City's system. This siren will be owned by the City since it is in the corporate boundaries. The City will bear the cost of this siren and installation. 2. The Township siren adjacent to Amlin will be switched out with a siren compatible with the City system. The Township will bear the cost of this siren and its installation. 3. The Township will add a siren at Homestead Park and will bear the cost of siren and installation. 4. The City and the Township will jointly purchase and install (50/50) a new siren at Cosgray Park. 5. The City will procure, remove, and install all sirens on behalf of both entities. 6. The City will front all associated costs of the project then be reimbursed by the Township for its portion upon project completion. The following summarizes the cost breakdown. "Attachment 2" provides a detailed cost accounting of all aspects of the project. A. Township pays for 2.5 sirens and all associated siren equipment; City pays for 1.5 sirens and all associated siren equipment. B. Township pays for installation of 2.5 sirens; City pays for installation of 1.5 sirens. C. City and Township pay 50/50 of all other costs associated with upgrades to activation point. D. Ongoing maintenance of sirens will be at time and materials. Maintenance costs of Cosgray Park siren will be shared 50/50. E. There will be no charge to the Township for ongoing testing and/or activation. 7. The attached agreement has been reviewed and approved in concept by the Township. Appropriation The total appropriation needed for this prof ect is $104,000 As previously stated, the Township will reimburse the City $61,462.50 upon completion of the project. The City and the Township will benefit from jointly purchasing sirens, components, and related systems upgrades. Likewise, jointly bidding installation should yield the lowest cost available. The actual total cost to expand the City's system is $42,399.50. It is important to note that this project was not contemplated in the CIP due to not knowing when the Township would be interested in seeking such expansions. It has always been staff's intent to negotiate expansions to the system with developers developing outside the current system's capability. This was not a viable option in this scenario due to the need to provide coverage primarily to City parks and the Township's desire to replace existing sirens. Competitive Bidding Because these additional and replacement sirens must be compatible with the existing system, staff views this as a "sole source" purchase. Staff has identified only one vendor who manufactures the components that would be fully compatible with the City's sirens, which substantiates the City's ability to waive formal advertising and competitive bidding procedures. The City previously waived competitive bidding requirements for sirens in 1995 (Ordinance 28-95). However, the installation of these sirens will be competitively bid. Staff will request emergency legislation for the installation of these sirens in order that they be installed prior to winter. This legislation will be introduced in August. Conclusion Also be advised that the FCEMA has been kept apprised of this project since its beginning and has verbally expressed its support for the joint system. Should you have any questions feel free to address them directly to Dana McDaniel at office: 761-6570; home: 717-0861; pager: 646-6644. MG/tb attachments A:~SIRENS97. WPD ATTACHMENT 2 City of Dublin & Washington Township Siren Costs (1997) Cost Description Washington Twp. Dublin TOTAL Sirens: WPS 2800-05 Sirens C864H10 2-way control with status LBALARM, low battery alarm STP666.S1 TEST Freight Estimate ($625) Activation Upgrade: S6120LC, additional lamp clusters New mylar for system status map Field service for upgrade Travel cost (technician) 29750.00 17850.00 47600.00 4125.00 2475.00 6600.00 220.00 132.00 352.00 712.50 427.50 1140.00 387.50 237.50 625.00 207.50 207.50 415.00 250.00 250.00 500.00 2250.00 2250.00 4500.00 450.00 450.00 900.00 Sub-totals Installation: Amlin Homestead Park Cosgray Park (50/50) Washington Township Community Center Sub-totals GRAND TOTAL Labor Cost per hour for technician Labor Cost per hour for assistant technician 38352.50 24279.50 62632.00 7530.00 0.00 7530.00 8370.00 0.00 8370.00 7210.00 7210.00 14420.00 0.00 10910.00 10910.00 23110.00 18120.00 41230.00 61462.50 42399.50 103862.00 at cost at cost at cost at cost at cost at cost R q~ WASHINGTON TOWNSHIP & CITY OF DUBLIN CONTRACT FOR REMOVAL, PROCUREMENT, TESTING, MAINTENANCE AND ACTIVATION OF OUTDOOR EARLY WARNING SIItENS THIS CONTRACT, entered into as of this day of , 1997, by and between Washington Township (hereinafter referred to as the "Township") and the City of Dublin (hereinafter referred to as the "City"). ARTICLE I -SCOPE OF SERVICES The City agrees to remove, procure, install, test, maintain and activate outdoor early warning sirens on behalf of Washington Township. ARTICLE II -TERM OF CONTRACT This contract shall become effective immediately and shall be in effect until ARTICLE III -TOWNSHIP RESPONSIBILITIES The Township shall accomplish the following: 1. The township agrees to give the City access and rights to the Township's existing siren location at the Township Community Center. Existing structure and electrical feed will be left in-tact to hold and service the new City of Dublin siren. Electrical costs associated with this siren shall be waived by the Township in exchange for electrical costs associated with the Cosgray Park siren which will be paid by the City and for no charge for testing and activation. 2. The Township will reimburse the City for all costs associated with: a. Removal of existing Township sirens. The Township will be responsible for existing sirens once removed and delivered to Township storage. b. Purchase of 2 '/z sirens and associated parts, components, electrical service, and support poles (1-Amlin, 1-Homestead Park, and'/Z -Cosgray Park) c. '/2 costs of necessary upgrades to dispatch center. d. Shall pay the City at cost for labor and materials expended for preventative maintenance in accordance with manufacturer's specifications. e. Shall pay the City at cost for labor and materials expended for repairs as approved by the Township. 3. Secure any and all necessary easements for new Township siren at Homestead Park. (Early Outdoor Warning Sirens Contract, City of Dublin & Washington Township, cont'd, page 2) 4. Give prompt notice to the City whenever the Township observes or otherwise becomes aware of any fault or deficit in the service or any non-conformance with this contract. 5. The Township shall designate a point of contact to represent the Township on a day-to-day basis and notify the City as to who shall serve as the point of contact. The point of contact: a. Shall have the ability to authorize the City to begin and terminate services. b. Shall have the authority to authorize repairs. c. Shall coordinate services with the City. 7. Full compliance with this contractual agreement. ARTICLE IV -CITY RESPONSIBILITIES The City shall accomplish the following: 1. Procure all sirens on behalf of Washington Township (1-Amlin, 1-Homestead Park, '/z - Cosgray Park). 2. Arrange and manage the removal and delivery to storage of existing Township sirens and installation of replacement and new sirens in accordance with previous correspondence. 3. Conduct weekly tests of the sirens in accordance with Division of Police General Order 4. Notify the Township of all siren deficiencies; maintain test records; conduct preventative ~, maintenance per manufacturer's specification on a time and material basis; conduct repairs as needed on a time and materials basis with approval from the Township and maintain a Maintenance Log. 5. Activate sirens in accordance with Division of Police General Order 46.1.9. 6. Complete all work no later than December 31, 1997. 7. Give prompt notice to the Township whenever the City observes, or otherwise becomes aware of any fault or deficit in the service or any non-conformance with this contract. 8. Full compliance with this contractual agreement. ARTICLE V -COMPENSATION AND PAYMENT The Township shall reimburse the City for all costs as specified in Article III and as itemized in the following: (Early Outdoor Warning Sirens Contract, City of Dublin & Washington Township, cont'd, page 3) Siren removal costs: New siren costs: $35,195.00 Siren installation cost: Amlin: $7,530.00 Homestead Park $8,370.00 '/Z Cosgray Park $7,210.00 'h upgrade to dispatch center: $3,157.50 Maintenance & repair cost: Technician cost: Parts & Material cost: Equipment cost: ARTICLE VI -TERMINATION $33 per hour or the rate in effect at the time when the work is performed.. at cost $0 unless rental of special equipment is required, said cost will be "at cost". The Township may, by written notice to the City, terminate this contract at any time. Should the Township choose to terminate its relationship with the City it will reimburse the City for any and all expenses related to disconnecting its sirens from the dispatch center and any modifications to activate equipment as a result. The Township agrees to pay the City for all time, materials and contractual costs incurred by the City for work actually performed in accordance with the terms of this contract. Likewise, the City may, by written notice to the Township, terminate this contract at any time. ARTICLE VII -This Contract shall be governed by the laws of the State of Ohio. ARTICLE VIII -INSURANCE & LIABILITY The City shall secure and maintain at its own expense insurance for protection from claims under Worker's Compensation acts for damages because of bodily injury including personal injury, sickness or disease or death of any and all City employees. The City shall secure and maintain, at its own expense, General Liability insurance in an amount not less than One Million Dollars ($1,000,000) per occurrence. The City shall secure and maintain, at its own expense, Automobile Insurance, including coverage for non-owned and hired autos, with a combined single limit of not less than Five Hundred Thousand Dollars ($500,000) per occurrence. The City shall secure and maintain, at its own expense, Property Insurance for protection from claims or damages because of damage to or destruction of property including loss of use resulting therefrom in an amount not less than Five Hundred Thousand Dollars ($500,000). In addition, the City shall hold the Township harmless for any damage to its tools/equipment unless it can prove negligence on the part of the Township, its employee(s)/agents(s). ~, The above referenced insurance shall be maintained in full force and effect during the life of this Agreement. Certificates showing that the City is carrying the above specified amounts shall, upon request, be furnished to and approved by the Township prior to the start of work on the project and before the Township is obligated to make any payment to the City for the work performed under the provision of this contract. The Township shall be immediately notified if any of the foregoing insurance is canceled, not renewed, reduced, or otherwise materially altered during the term of this contract. The Township shall not be responsible or liable for any work conducted by the City's contractor. ARTICLE IX -NON-WAIVER Nothing in this contract including, without limitation, the insurance provision hereinbefore provided, shall in any way serve to supersede, waive, limit and/or otherwise affect any rights, privileges and/or immunities afforded to either party under applicable law, including, but not limited to, those contained in Chapter 2744 of the Revised Code of the State of Ohio. IN WITNESS THEREOF, the parties hereto have executed this Agreement in duplicate originals. THE CITY OF DUBLIN WASHINGTON TOWNSHIP By: Timothy C. Hansley City Manager By: Printed Name: Title: Date: Date: CTTY OF DUBLIN CERTIFICATION OF FUNDS I hereby certify that the funds required to meet the City's obligation, payment or expenditure under this Contract have been lawfully appropriated or authorized for such purpose and are in the fund and are free from any obligation now outstanding. Director of Finance Date APPROVAL OF DEPARTMENT/DIVISIONREAD MANAGING CONSULTANT/SERVICE Division Head Department Head WASHINGTON TOWNSHIP CERTIFICE OF AVAILABILITY OF FUNDS I, Joyce E. Robinson, Clerk of the Board of Township Trustees of Washington Township, Franklin, Delaware and Union Counties, Ohio certify that $ ,the amount required to meet the contract, obligation, or expenditure for the attached, has been lawfully appropriated for the purpose, and is in the treasury or in process of collection to the credit of the fund, free from any outstanding obligation or encumbrance. Date Clerk :s- 60 4 i G cs-oz-c ~atva 810\ONM33NION8 d0 N0181A1a/1N311d0'18A3a d0 J.N316Ltlvd3a Q~SOd02id/I~IIrIHf1Q d0 1C,LI0 , Fes; NI'IHf1Q .30 A,LIO •Nr~ana do Ili1 aH.l. Ae a~avd3ttd ~ ,.. , , ~~TT nn jj TT TT N '8 dIHSNMOI~ ;_ ~'~"` -~ 1~~~11Q ~~ LU1r1~ .~ ~ ~~ _ ~, ,~ (~{~Ed p8a~sawoH) N32~IS dIHSN~Oi (~a~ua0 ~~iunwuao0) ~N32iIS 1110 r ~ ~UIIW~J) ~ N32iIS dIHSNMOI r r Z W I U 4 ~- 4