Outdoor Warning Siren Maintenance

The City of Independence requests proposals from qualified contractors to provide preventive maintenance, inspections, testing, on-call repairs, and authorized replacement or installation services for its outdoor warning siren system.

The City's pole-mounted outdoor warning sirens are radio-activated from the 911 center. Provide one total annual price for the March maintenance inspection of all 18 locations in Exhibit A, including Sycamore and Red Bud.

Inventory and condition assessment

Complete an inventory and condition assessment during the first March inspection and update it annually. Record location, available manufacturer, model, serial number, power source, battery information, controller, radio equipment, and condition. Document deficiencies, photographs, repair priorities, and inaccessible components.

Annual preventive maintenance

Provide one annual maintenance inspection of all 18 sirens during March of each year, beginning in March 2027. Coordinate the inspection dates with the City. The inventory, condition assessment, testing, routine maintenance, and reporting are included in this annual service; no separate initial assessment visit is required. Perform work appropriate to each model and consistent with manufacturer instructions, including:

• Inspect siren assemblies, accessible pole and mounting components, cabinets, fasteners, seals, corrosion, grounding and bonding, wiring, and electrical connections. Report apparent structural or utility defects requiring specialist attention.
• Inspect controllers, relays, charging equipment, antennas, radio connections, and related components. Check normal and backup power operation where equipped.
• Inspect and test batteries and charging systems using manufacturer-appropriate methods. Record battery age when known, condition, test results, and replacement recommendations.
• Clean accessible equipment, lubricate applicable moving parts, and make routine adjustments. Identify the labor and consumables included in the annual maintenance price.
• Coordinate functional and activation testing with the City and dispatch. Verify addressed operation and status reporting where available. Test public-address functions where equipped, with prior City approval. Do not activate audible warnings without express City authorization.

Routine repairs and emergency service

The City conducts weekly siren testing. Following a City-authorized service request for a failed siren, acknowledge the request within one business day and complete an on-site evaluation within 15 calendar days. Submit the findings, repair quote, parts lead times, and proposed restoration date within five business days after evaluation. [...] Maintain a 24-hour emergency contact and state an expedited response commitment for City-designated emergencies, including nights, weekends, and holidays.

Replacement and installation services

Provide separately authorized removal, replacement, installation, programming, and commissioning services. Submit a written project-specific quote identifying equipment, labor, access equipment, removal and disposal, electrical or utility work, permits, testing, warranties, and exclusions.

Submission

Submit one signed proposal by email as a PDF to davids@independenceks.gov, or deliver one signed paper copy in a sealed envelope to the City Clerk. Use "Outdoor Warning Siren Maintenance Proposal" as the email subject line or envelope label. Proposals must be received by the deadline; postmarks do not establish timely receipt. Late proposals will not be considered.

Evaluation

The City will evaluate demonstrated siren maintenance experience, technical approach, response capability, references, total anticipated cost, pricing clarity, and exceptions. Selection will be based on overall value and service reliability; the lowest price will not necessarily receive the award.

Term and pricing

The initial agreement is for one year, automatically renewing for up to four additional one-year terms, for five years total before rebidding. Hold proposal pricing open for 90 calendar days after the deadline.

Insurance

Before work begins, the selected contractor must provide evidence of commercial general liability, automobile liability, and workers' compensation coverage as applicable. Coverage limits and any additional insured requirements will be established in the final City-approved agreement.