REQUEST FOR PROPOSALS (RFP) Emergency Warning Siren System

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LEGAL NOTICE / RFP ADVERTISEMENT

The City of Portland, Tennessee is requesting proposals for an automated turnkey emergency warning siren system with a minimum of one audible siren.

Issue Date: February 10, 2026

Project Proposals will be received until:
3:00 PM (Central Time) on March 5, 2026
Submissions received after this time will not be considered.

Proposals shall be submitted both electronically and in hard copy to:

City of Portland
Attn: Cheri Backhurst
100 S. Russell Street
Portland, TN 37148

615-325-6776 ext.237
Email: For security reasons, you must enable JavaScript to view this E-mail address.

The City of Portland reserves the right to reject any or all submissions and to waive any informalities as it considers the best options for the project and the City.

1. Invitation and Overview

The City of Portland, Tennessee (the "City") invites qualified firms ("Proposers") to submit proposals to furnish, install, and commission an emergency warning siren system. The City seeks to provide a cost effective, modern, reliable, and expandable siren solution with automated activation and monitoring capabilities suitable for public warning.

2. Project Objectives

The successful solution should, at a minimum:

• Provide outdoor public warning coverage for possible locations such as parks, downtown areas, and City fire halls (and other sites as identified during design).
• Be easily expandable to add additional sirens over time.
• Operate without the need for manual monitoring or manual initiation (i.e., automated monitoring/alerting and remote/automatic activation options).
• Identify any fully integrated mass notification systems (MNS) included or available (e.g., SMS, voice, email, mobile app).
• Include lightning detection capabilities, or an integrated/lightly coupled lightning detection solution.
• Provide clear, itemized pricing for initial deployment and expansion, including construction and installation.
• Provide warranty, training, and ongoing maintenance/software cost information.

3. Possible Coverage Areas and Concept of Operations

The City anticipates initial coverage needs may include (but are not limited to) the following areas: (proposers may recommend additional locations based on acoustic modeling, population density, topography, and best practices).

• City parks and recreational facilities
• Downtown Portland
• Fire halls
• Other critical facilities as identified by the City

Proposers shall describe a recommended concept of operations, including how alerts are initiated, how the system is monitored, how failures are detected/reported, and how the City can perform testing and maintenance.

4. Scope of Work

The selected Proposer shall provide, at a minimum, the following services and deliverables:

• Project management and coordination with the City, including a kickoff meeting and implementation plan.
• Site evaluation and acoustic/coverage assessment (including modeling) for the initial siren location and recommended expansion plan.
• All necessary design, permitting support, utilities coordination, and construction required for installation.
• Supply of siren equipment, control/activation hardware, communications (radio/cellular/IP) as proposed, and any required software licenses.
• Installation and commissioning of the initial system (one siren), including full functional testing and acceptance demonstration.
• Integration with mass notification systems (if proposed) and provision of configuration documentation.
• Training for City personnel and provision of manuals, as-builts, and maintenance documentation.
• Warranty service and ongoing support as specified in the proposal.

5. Minimum System Requirements

5.1 Expandability

The system must be easily expandable. Proposers shall describe:

• How additional sirens are added (hardware, licensing, configuration steps).
• Any capacity limits (number of sirens/regions/users) and associated costs.
• Whether expansion requires additional base stations, repeaters, or network changes.

5.2 Automated Monitoring and Activation

The system must not require manual monitoring or manual initiation for routine operation. Proposers shall describe:

• Health/status monitoring and automated fault detection (power, battery, communications, amplifier, etc.).
• How alarms/notifications are delivered to City staff (email/SMS/app/dashboard).
• Remote activation capabilities and safeguards (role-based access, audit logs, authentication).
• Any automation options (NOAA/NWS triggers, integration with other platforms), if available.

5.3 Mass Notification System (MNS) Integration

Proposers shall list any mass notification systems that are fully integrated and describe integration options. At a minimum, proposals shall identify:

• Whether MNS is included, optional, or provided via third party integration.
• Supported channels (SMS, voice, email, push notifications, social media, etc.).
• Integration method and any recurring costs.

5.4 Lightning Detection

The proposed solution should include lightning detection capabilities. Proposers shall specify:

• Lightning detection method (sensor hardware, third-party service, network feed).
• Alerting logic (distance thresholds, all-clear, configurable rules) and how it ties into siren and/or mass notification system activation.
• Any licensing, subscription, calibration, or maintenance requirements.

6. Pricing Requirements (Itemized)

Proposals must provide clear, itemized pricing in U.S. dollars. Include all assumptions and exclusions.

At a minimum, provide pricing for the items below. List any price reductions/breaks for purchasing multiple units at a time. Use the table as a checklist and attach additional detail as needed.

7. Implementation Schedule

Proposers shall provide the time required for full implementation of the initial system (one siren), including key milestones.

8. Warranty, Training, and Support

8.1 Warranty

Proposers shall specify the initial system warranty for equipment and workmanship and identify any extended warranty options available, including pricing and terms.

8.2 Training and Support (Included)

Proposers shall list all training and support included in the initial price, including number of sessions, duration, format (onsite/remote), and included materials.

8.3 Extended Training and Support (Optional)

Proposers shall provide pricing and descriptions for extended training and support beyond the included offering (e.g., additional operator training, annual refresher training, 24/7 support tiers).

9. Proposer Qualifications

Proposals should include, at a minimum:

• Company background and years of experience providing emergency warning siren systems.
• Description of proposed equipment (make/model), system architecture, and communications approach.
• At least three (3) references for similar projects, including client name, location, contact, and scope.
• Licenses, certifications, and evidence of ability to perform required construction/installation work.
• Safety plan and approach to minimizing disruption during installation.

10. Proposal Submission Requirements

Proposals should be organized using the sections below and should be concise, complete, and clearly labeled.

• Cover letter signed by an authorized representative.
• Executive summary.
• Technical approach and system description addressing all requirements in Section 5.
• Coverage approach for parks, downtown, fire halls, and any recommended expansion plan.
• Itemized pricing as requested in Section 6.
• Implementation schedule as requested in Section 7.
• Warranty, training, and support information as requested in Section 8.
• Proposer qualifications and references as requested in Section 9.
• Exceptions or requested contract terms (if any).
• Submit one (1) electronic proposal, and three (3) hard copy proposals.

11. Evaluation Criteria

The City intends to evaluate proposals using criteria that may include, but are not limited to:

• Compliance with requirements and overall technical approach.
• Coverage strategy and expandability.
• Automation, monitoring, reliability, and cybersecurity/access controls.
• Integration capabilities and lightning detection approach.
• Implementation of thetimeline anddemonstratedproject management capability.
• Total cost of ownership (initialcost, expansion cost, and recurring maintenance/software).
• Warranty, training, and long-term support offerings.
• Experience, references, and past performance.

12. Terms and Conditions

• The City reserves the right to reject any or all proposals, to waive informalities, and to accept the proposal that is in the best interest of the City, and to use any or all information provided to createany and allbid documents necessary tocomply withpurchasing limits.
• All costs incurred in the preparation of a proposal shall be borne by the Proposer.
• Any award is contingent upon City approval and execution of a mutually acceptable agreement.
• Proposer shallcomply withall applicable federal, state, and local laws and regulations.
• TheCitymay request demonstrations, clarifications, or best and final offers.

Questions, Clarifications, and Addenda

Questions regarding this RFP shall be submitted in writing via email to the City contact listed herein no later than: 3:00 PM (Central Time) on February 20, 2026

• All questions must besubmittedby the stated deadline. Verbal inquiries will not be accepted.
• Responses to questions and any required addenda will be issued in writing and distributed to all known respondents. It shall be the responsibility of each firm tomonitorfor issued addenda and to acknowledge receipt of all addenda in theirProposal.
• No interpretation, clarification, or change to the RFPshall be binding unless issued by the City in the form of a written addendum.
• In the event ofinclement weather, or other unforeseen circumstances that prematurely close normal business operations of the City, notification of a new submission deadline will be posted when conditions allow.