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Deschutes 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 20, 2010
Please see directions for completing this document on the next page.
DATE: 01/06/2010
FROM: Rick Silbaugh 9-1-1 (541) 388-0185 x2306
TITLE OF AGENDA ITEM:
Consideration of Board Chair signature of an "Notice of Intent to Award" Letter for Deschutes County
9-1-1 Service District "Dispatch Radio System".
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
Deschutes County 9-1-1 Service District needs to replace it's current "end of life" dispatch radio
consoles. This is being done in conjunction with the relocation to the new 9-1-1 center, currently under
construction by the County, to also create as little impact to the public during the move.
9-1-1 published an RFP on August 4, 2009. Three proposals were submitted complete and on time. A
review committee comprised of members of 9-1-1 staff, the City of Bend and the Sheriffs Office
reviewed the proposals and unanimously agreed that the proposal from Zetron Inc. was the best one. On
December 8, 2009, the 9-1-1 Executive Board voted to approve Zetron as the winning proposer pending
a question posed by the Sheriffs Office. On December 15, 2009, the Executive Board met again and
approved moving forward with a Notice of Intent to Award letter for Zetron. Once awarded, 9-1-1 will
begin negociations with Zetron on the contract as well as addressing some additional requests about the
system.
FISCAL IMPLICATIONS:
9-1-1 was provided a "Rough Order of Magnitude" by the current radio console vendor of $3.25 million
for this project. This amount was budgeted in 706 Fund (new facilities) over a three-year period to
cover the cost of the proposed system ($1.2 million per year). The wining proposal is currently
$996,883, which is under the one-year budgeted amount.
RECOMMENDATION & ACTION REQUESTED:
BOCC Chair signature on the "Notice of Intent to Award" letter.
ATTENDANCE: Rick Silbaugh, 911
DISTRIBUTION OF DOCUMENTS:
Rick Silbaugh of 9-1-1 will handle distribution.
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Date:
01/06/2010
Please complete all sections above the Official Review line.
Department:
Contractor/Supplier/Consultant Name:
Contractor Contact:
Bobby Brooks
9-1-1
1Zetron Inc.
Contractor Phone #:
Type of Document: Notice of Intent to Award
Goods and/or Services: Dispatch radio console RFP
(425) 820-6363 x422
Background & History: Deschutes County 9-1-1 Service District needs to replace it's
current "End of life" dispatch radio consoles. We are doing this in conjuction with our
move to the new 9-1-1 center, currently under construction by the county, to also create
as little impact to the public during the move.
9-1-1 published an RFP on August 4th of 2009. Three proposals were submitted on
time and complete. A review committee comprised of members of 9-1-1 staff, the City of
Bend and the Sheriffs Office reviewed the proposals and unanimously agreed that the
proposal from Zetron Inc. was the best proposal.
The 9-1-1 Executive board met and unanamously voted to approve Zetron Inc. as the
winning bidder.
Agreement Starting Date:
Annual Value or Total Payment:
NA
Ending Date:
Insurance Certificate Received check box)
Insurance Expiration Date:
Check all that apply:
® RFP, Solicitation or Bid Process
Informal quotes (<$150K)
Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
II
Funding Source: (Included in current budget? ® Yes I I No
If No, has budget amendment been submitted?
Yes
No
Is this a Grant Agreement providing revenue to the County? I I Yes ® No
Special conditions attached to this grant: n/a
1/13/2010
Deadlines for reporting to the grantor:
n/a
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant -funded position so that this will be noted in the offer letter: ❑ Yes ® No
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title: Rick Silbaugh, Public Safety System Manager
Phone #: 388-0185 x2306
Department Director Approval:
Signature Date
Distribution of Document: 9-1-1 will handle distribution of all documents.
Official Review:
County Signature Required (check one): ❑ BOCC ❑ Department Director (if <$25K)
❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No.
Legal Review Date
Document Number
1/13/201(
January 20, 2010
Board of County Commissioners
1300 NW Wall St, Suite 200 • Bend, OR 97701-1960
(541) 388-6570 • Fax (541) 385-3202
www.co.deschutes.or.us
board@co.deschutes.or.us
Tammy Baney
Dennis R. Luke
Alar Unger
Sent via facsimile (541) 382-5767 & First Class Mail
RE: Project - Contract for Deschutes County 9-1-1 Dispatch Radio System
NOTICE OF INTENT TO AWARD CONTRACT
On January 20, 2010 the Board of County Commissioners of Deschutes County,
Oregon, acting in its capacity as the governing body of the Deschutes County 911
Service District (herein "Board"), considered proposals for the above -referenced
project. The Board determined that the successful proposer for the project was Zetron
Inc. of Redmond, WA.
This Notice of Intent to Award Contract is issued pursuant to Oregon Revised Statute
(ORS) [specify 2796.135 for contracts other than public improvements or 279C.375 for
public improvements]. 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 27th, 2010.
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner
January 20, 2010
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 Wednesday, February 10th, 2010
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 Deschutes County
911 Legal Counsel Bend, OR 97701, telephone (541) 388-6625 or FAX (541) 383-
0496.
Sincerely,
DESCHUTES COUNTY, OREGON
Dennis R. Luke, Chair
Deschutes County Board of Commissioners
cc w/enc: Transmitted by Facsimile and First Class Mail on 01/20/2010 to all Proposers (2 pages)
See attached List
Contract for Dispatch Radio System
Zetron Inc.
PO Box 97004
Redmond, WA 98073-9704
Ph: (425) 820-6363
Fax: (425) 820-7031
Motorola Inc.
18200 NE Union Hill Rd.
Suite 200
Redmond, WA 98052
PH: (541) 772-2814
Day Wireless Systems
63710 Paramount Dr.
Bend, OR 97701
PH: (541) 330-8807
Fax: (541) 330-9033