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Home My WebLink AboutDoc 030 - Intent to Award Ltr - Emergency NetworkDeschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of January 23, 2013 DATE: January 14, 2013 FROM: Darryl Nakahira Capt. Erik Utter Sheriff's Office: 541-617-3369 Sheriff's Office: 541-617-3368 TITLE OF AGENDA ITEM: Consideration of Board Signature of "Notice ofIntent to Award" letter for a contract with a Consultant to "Design The Next Generation Emergency Communications Network For Public Safety Agencies." PUBLIC HEARING ON THIS DATE? No BACKGROUND AND POLICY IMPLICATIONS: Public safety agencies in Deschutes County and in Central Oregon frequently engage in joint operations, mutual aid and other activities that take them into a neighboring service area or county. Integrated, interoperable communications is an essential tool for performing these activities efficiently and safely. Currently, however, interoperability between all first responders within the region is limited due to disparate radio systems. In addition, current radio systems are aging and manufacturers will cease to produce replacement parts and will no longer provide maintenance. The public safety agencies in Deschutes County wish to create a unified, regional, emergency public safety communications system that will provide interoperable communication throughout Deschutes County and portions of surrounding counties. In April 2012, in an effort to create such a system, members of Deschutes County first responder agencies formed the Public Safety Agency Emergency Communications Work Group. The purpose of the Group is to plan and discuss the creation of a regional system, including the planning, designing, building and operation of the system. On July 20,2012, the Deschutes County Sheriff's Office, acting as the liaison for the Group, published a Request for Proposal (RFP) for a consultant to "Design The Next Generation Emergency Communications Network For Public Safety Agencies." The Group received fourteen proposals in response to the RFP. The RFPs were reviewed and scored by the Project Review Team. The Team is composed of members representing the following agencies: Bend Fire; Bend Police; Deschutes County Sheriffs Office; Deschutes County 911; Redmond Police; Redmond Fire & Rescue. The Group selected a Consultant to produce a design as the initial stage in planning and implementing the next generation emergency public safety communications system in the Central Oregon Region. The goal is to create a unified, regional emergency public safety network that enables interoperable communications throughout Deschutes County and portions of the surrounding counties serviced by Deschutes County 911. The Consultant will also recommend a governance model for administrative and operational oversight. The Project Review Team presented their findings to the Deschutes County 911 Executive Board at a meeting on January 11, 2013. The Project Review Team recommended that the Deschutes County 911 Executive Board select Sparling as the consultant to design a proposed public safety communications system. The Deschutes County 911 Executive Board voted unanimously to award the contract to Sparling and directed the Project Review Team to enter contract negotiations upon approval of the Board of Commissioners. FISCAL IMPLICATIONS: The Sheriff's Office intends to enter into a contract with Sparling for Consultant services. Sparling is an engineering firm that, among other services, provides radio systems and technology consulting. Sparling's headquarters are in Lynnwood, WA and Sparling has an office in Portland, OR. The expected payment to Sparling for the consultation services is $115,758.00 This project will be completed over approximately six months, once the contract has been signed. RECOMMENDATION & ACTION REQUESTED: Approve and sign "Notice ofIntent to Award," document 2013-017 ATTENDANCE: Captain Erik Utter, Sheriff's Office; Darryl Nakahira, Sheriff's Office Legal Counsel DISTRIBUTION OF DOCUMENTS: Return one signed copy to Darryl Nakahira, Sheriffs Office Legal Counsel, for distribution. Board of Cou Commissioners 1300 NW Wall St. Suite 200 • Bend. OR 97701-1 960 [541 J 388-6570· Fax [541 J 385-3202 www.co.deschutes.or.us board@co.deschutes.or.us Tammy Baney Anthony DeBone Alan Unger January 23, 2013 Sent via facsimile 206-667-0554 & First Class Mail RE: Contract: Design the Next Generation Emergency Communications Network For Public Safety Agencies NOTICE OF INTENT TO AWARD CONTRACT On January 23, 2013, the Board of County Commissioners of Deschutes County, Oregon, considered proposals for the above-referenced project. The Board determined that the successful bidder for the project was Sparling of Lynnwood, WA. This Notice of Intent to Award Contract is issued pursuant to Oregon Revised Statute (ORS) 279B.135. A copy of this Notice is being provided to each firm or person that submitted a bid or proposal for the project. Any firm or person which believes that they are adversely affected or aggrieved by the intended award of contract set forth in this Notice may submit a written protest within seven (7) calendar days after the issuance of this Notice of Intent to Award Contract to the Board of County Commissioners of Deschutes County, Oregon, at Deschutes Services Building, 1300 NW Wall Street, Bend, Oregon 97701. The seven (7) calendar day protest period will expire at 5:00 PM on Wednesday, January 30, 2013. Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner January 23,2013 Page 2 Any protest must be in writing and specify any grounds upon which the protest is based. Please refer to Oregon Administrative Rules (OAR) 137-049-0450 for construction contracts or OAR 137-047-0740 for contracts other than construction. If a protest is filed, a hearing will be held at 10:00 a.m. on [Day], [Date], [Year] before the Board of County Commissioners of Deschutes County Oregon, acting as the Contract Review Board, in the Deschutes Services Building, 1300 NW Wall Street, Bend, Oregon 97701. If no protest is filed within the protest period, this Notice of Intent to Award Contract becomes an Award of Contract without further action by the County unless the Board of County Commissioners for good cause, rescinds this Notice before the expiration of the protest period. The successful bidder or proposer on a Deschutes County project is required to execute four (4) copies of the Contract, which will be provided when the contract is negotiated. In addition to the execution of Contract, the contractor will be required to provide one or more certificates of insurance together with endorsements naming Deschutes County as an additional insured. All contract copies will need to be returned to the County for execution. After all parties have signed the contract, a copy of the contract will be forwarded to you along with a notice to proceed. If you have any questions regarding this Notice of Intent to Award Contract, or the procedures under which the County is proceeding, please contact Sheriff's Office Legal Counsel Bend, OR 97701, telephone (541) 617-3369 or FAX (541) 389-4454. Sincerely, BOARD OF COUNTY COMMISSIONERS DESCHUTES COUNTY, OREGON Alan Unger, Chair Tammy Baney, Vice Chair Anthony DeBone, Commissioner cc w/enc: Transmitted by Facsimile and First Class Mail on January 23. 2013 to all Proposers (See attached List) Contract: Design the Next Generation Emergency Communications Network For Public Safety Agencies Sparling Spencer Bahner, Associate Principal 4100 194th St. SW, Suite 400 Lynnwood, WA 98036-4613 Phone: 206-667-0555 Fax: 206-667-0554 ACD Telecom, LLC Maria Shahnami, President 103 Commerce St., Suite 180 Lake Mary, FL 32746 Phone: 417-333-2300 Fax: 417-333-2310 ADCOMM Engineering Company Joe Blaschka, Jr., P.E. 3929 184th Place SE Bothell, WA 98012-8827 Phone: 425-489-0125 Fax: 425-488-3952 AECOM Technical Services Cheryl Giggetts, Sr. Vice President 515 S Flower St. Los Angeles, CA 90071 Phone: 213-593-8348 Fax: 434-239-6074 Concepts to Operations, Inc. Alejandro Calderon, President & CEO 801 Compass Way, Suite 217 Annapolis, MC 21401 Phone: 410-224-8911 Fax: 301-262-8591 Elert &Associates Gary Elert, PSP, President 140 Third St. South Stillwater, MN 55082 Phone: 651-430-2772 Fax: 651-430-2661 Federal Engineering Ronald Bosco, President &CEO 16111 SE 106th Ave, Suite 100 Clackamas, OR 97015 Phone: 888-333-3641 Fax: 503-657-0361 Geo-Comm, Inc. Gregory Ballentine, PMP, ENP 601 West St. Germain Street st. Cloud, MN 56301 Phone: 320-240-0040 Fax: 320-240-2389 Hatfield &Dawson Consulting Engineers Thomas Eckles, P.E., Vice-President 9500 Greenwood Ave N. Seattle, WA 98103 Phone: 206-783-9151 Fax: 206-789-9834 Palidor Radio Communications Consultants Fred Palidor 408 Willow Road Place Bellingham, WA 98225 Phone: 360-739-1232 Fax: 604-987-3641 (British Columbia, Head Office) Pallans Associates Mark Pallans, General Manager 7753 Lily Trotter St. North Las Vegas, NV 89084 Phone: 702-657-0456 Fax: 267-613-0456 Quantum Telecommunications, Inc. Craig Jorgensen, President 1398 Michigan Ave Salt Lake City, UT 84105 Phone: 801-583-1099 Fax: 801-581-9605 RCC Consultants, Inc. Tom Gray, Vice President & General Manager 266 E 33rd St. San Bernadino, CA 92404 Phone: 909-881-0250 Fax: 909-881-8979 Televate, LLC Solomon Tadesse, Partner 8339 Boone Blvd, Suite 720 Vienna, VA 22183 Phone: 703-639-4200 Fax: 703-992-6583 279B.135 Notice of intent to award. At least seven days before the award of a public contract, unless the contracting agency detennines that seven days is impractical under rules adopted under DRS 279A.065, the contracting agency shall post or provide to each bidder or proposer notice ofthe contracting agency's intent to award a contract. This section does not apply to a contract awarded as a small procurement under ORS 279B.065, an intermediate procurement under DRS 279B.070, a sole-source procurement under ORS 2798.075, an emergency procurement under ORS 279B.080 or a special procurement under ORS 279B.085. The notice and its manner of posting or issuance must confonn to rules adopted under DRS 279A.065. [2003 c.794 §64]