HomeMy WebLinkAboutRes 017 - Sheriff Communications SystemDeschutes 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 February 13, 2008
DATE: February 1, 2008
FROM: Sue Brewster, Asst. County Counsel
Sheriffs Office 385-1714
TITLE OF AGENDA ITEM:
Resolution 2008-017 Declaring Findings in Support of sole source procurement for Phase IV of the
800 MHz Sheriffs radio Communication system.
Note: Resolution includes Exhibit B, the Communications System Agreement with Motorola, Inc. to
purchase equipment and related support and software.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
The findings support sole source procurement for the radio communication system to add a seventh
radio site to the Sheriffs radio communication system to be located at the Pine Martin Lodge on Mt.
Bachelor. Addition of this radio system will provide improved communications for law enforcement,
search and rescue operations, and ODOT.
FISCAL IMPLICATIONS:
The cost of the agreement is $ 779, 761.00 to be paid from Sheriffs Office fund# 255 in the 07/08 and
08/09 budget years.
Mt. Bachelor is providing space at Pine Martin Lodge for the placement of this equipment at no charge
to the County.
RECOMMENDATION & ACTION REQUESTED:
Adoption of sole source procurement findings for Phase IV of the 800MHz Sheriffs radio
communications system as required under ORS 279B.075 and signatures on Exhibit B of the resolution
for Phase IV of the 800MHz Sheriffs radio communication system agreement with Motorola to extend
coverage near Mt. Bachelor.
ATTENDANCE: Sheriff Blanton, Sue Brewster, Jon Sholes
DISTRIBUTION OF DOCUMENTS:
Please return a copy of the findings in support of sole source procurement and a fully executed original
of the agreement to Sue Brewster at the Sheriffs Office. The Sheriffs Office will return the signed
original agreement to Motorola.
DESCHUTES COUNTY DOCUMENT SUMMARY
Date: 2-1-08 Department: Sheriffs Office
Contact Person: Sue Brewster Phone #: 385-1714
Contractor/Supplier/Consultant Name: Motorola, Inc.
Goods and/or Services: The goods and services to be acquired are:
Motorola radio repeaters, microwave channel banks, remote site controllers, 10 -channel
transmit combiner and receiver multicoupler, antennas, rubidium frequency standard
and GPS receivers, firmware and power supplies, including software, installation and
optimization of the network.
Background & History: This sole source purchase is for the Sheriffs 800 MHz radio
communication system to add an additional radio site at Mount Bachelor. Addition of
this system will provide much needed communications coverage for law enforcement,
search and rescue and ODOT.
The Deschutes County Sheriffs Office currently owns and operates a Motorola
Smartnet Simulcasted radio system that operates from six separate sites throughout the
county. This radio system provides radio coverage for law enforcement and emergency
communications within the county. The proposed Mt. Bachelor site will be the seventh
Motorola Smartnet Simulcasted radio system site in the county.
Agreement Starting Date: upon signatures Ending Date: upon completion
Annual Value or Total Payment: $779,761
x Insurance Certificate Received (check box)
Insurance Expiration Date: 7-1-08
Check all that apply:
RFP, Solicitation or Bid Process
Informal quotes (<$150K)
® Exempt from RFP, Solicitation or Bid Process —sole source procurement,
County Resolution 2008-017
Funding Source: Included in current budget and in 08/09 budget ® Yes
Departmental Contact: Sue Brewster Phone #:
Title:
Legal Counsel for DCSO
Department Director Approval:
II
385-1714
No
cl—j6
Date
Distribution of Document: Include complete information if document is to be mailed.
Official Review:
County Signature Required (check one): X BOCC
Legal Review Date
Contract Number 2008-056
c)/ 7
2/4/2008
REVIEWED
LEGAL COUNSEL
For Recording Stamp Only
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution Declaring an Sole Source Procurement
for Phase IV of the 800 MHz Sheriff's Office Radio
Communication System
RESOLUTION NO. 2008-017
WHEREAS, ORS 279A.015 generally requires that all contracts for public improvements be let to the
lowest responsible bidder; and
WHEREAS, Deschutes County has adopted the Model Rules of Public Contract Procedure, OAR 137,
divisions 46-49 in Deschutes County Code, Section 2.36.020; and
WHEREAS, Deschutes County code 2.36.030 designates the Board of County Commissioners
("Board") to act as the local contract review board, and
WHEREAS, ORS 279B.075 and OAR 137.047-0275 authorize the Board, acting as the local contract
review board, to award a contract for goods or services without competition when the local contract review
board determines in writing that the goods or services, or class of goods or services, are available from only one
source, and
WHEREAS, based on the findings in Exhibit A, attached and incorporated by reference, the Board finds
that the Phase IV of the 800 MHz Sheriff's Office radio communications system is available from only
Motorola, Inc.; and
WHEREAS, pursuant to OAR 137-047-0275, public notice of intent to award sole source contract \A as
published in the Bulletin on February 3, 2008 and no protests have been received; and
WHEREAS, because only one source is available to provide the necessary software, equipment and
services, the Board of County Commissioners ("Board") intends to award the contract attached as Exhibits B to
Motorola, Inc.; therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES
COUNTY, OREGON, acting in its capacity as the local contract review board, as follows:
Section 1. The Board adopts the findings in Exhibit A, attached and incorporated by reference.
///
PAGE 1 OF 2 — RESOLUTION NO. 2008-017
Section 2. On February 13, 2008, at 10:00 am, or shortly thereafter, depending on the public meeting
agenda, the Board shall award and execute the contract with Motorola, Inc., attached as Exhibit B and
incorporated by reference.
Dated this of , 2008 BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
ATTEST:
DENNIS R. LUKE, Chair
TAMMY (BANEY) MELTON, Vice Chair
Recording Secretary MICHAEL M. DALY, Commissioner
PAGE 2 of 2 - RESOLUTION NO. 2008-017
EXHIBIT A to Resolution 2008-017
DESCHUTES COUNTY BOARD OF COMMISSIONERS
Bend, Oregon
DATE: February 13, 2008
TO: The Commissioners
FROM: Larry Blanton, Sheriff
SUBJECT: Findings in Support of a sole -source procurement for Phase IV of
800MHz Smartnet Simlucast radio communication system to add
an additional radio site to the Sheriffs radio communication system
on Mt. Bachelor.
A. BACKGROUND
The findings herein support authorizing the Deschutes County Board of
Commissioners ("Board"), acting as the Local Contract Review Board, to allow a sole
source procurement of Phase IV of the Sheriff's radio communication system,
consisting of purchasing equipment, software and installation, from Motorola, Inc.
The project consists of installing an additional radio site in the Pine Martin Lodge
on Mt. Bachelor to provide radio coverage to the North and West of Mt. Bachelor.
B. STATUTORY REQUIREMENTS
ORS 279.6.075 provides that sole -source procurements are exempt from the
competitive bidding process when a person designated in writing by the director, board
or state contracting agency with procurement authority under ORS 279A.050,
determines in writing that the goods or services, or class of goods or services, are
available from only one source and to negotiate and sign an agreement..
The determination of a sole source must be based on written findings that may
include:
(a) That the efficient utilization of existing goods requires the acquisition of
compatible goods or services;
(b) That the goods or services required for the exchange of software or data with
other public or private agencies are available from only one source;
(c) That the goods or services are for use in a pilot or an experimental project; or
(d) Other findings that support the conclusion that the goods or services are
available from only one source.
(3) To the extent reasonably practical, the contracting agency shall negotiate with
the sole source to obtain contract terms advantageous to the contracting agency.
Deschutes County Findings in Support of Sole -Source Exemption from Competitive Bidding 1-08
Legal/C&A/Contract Exemptions/phase IV Motorola
OAR 137-047-0275 requires at least seven days public notice before award of the
contract.
The attached Exhibit A-1, Notice of Intent to Award Sole Source Contract for Phase IV
of the Sheriff's 800 MHz radio communication system was published in The Bulletin on
February 3, 2008
C. FINDINGS
The following findings are in support of the exemption and in compliance with the
statutory requirements described above.
The Deschutes County Sheriff's Office currently owns and operates a Motorola
Smartnet Simulcasted radio system that operates from six separate sites throughout the
county. This radio system provides radio coverage for law enforcement and emergency
communications within the county. The proposed Mt. Bachelor site will be the seventh
Motorola Smartnet Simulcasted radio system site in the county.
The infrastructure equipment and subscriber units are proprietary to Motorola. The site
system equipment includes Motorola radio repeaters, microwave channel banks, remote
site controllers, 10 -channel transmit combiner and receiver multicoupler, antennas,
rubidium frequency standard and GPS receivers, firmware and power supplies. The
subscriber units include radios in the patrol cars as well as the handheld units
manufactured by Motorola. There is no other manufacturer that can provide compatible
equipment for this system.
Deschutes County has sole sourced the equipment from Motorola for the last 11 years.
To continue to have an operational system the county will need to continue to purchase
Motorola equipment and support services until such time as system equipment is no
longer available and no support exists. The estimated time for the system replacement
is 2018.
Deschutes County Findings in Support of Sole -Source Exemption from Competitive Bidding 1-08
Legal/C&A/Contract Exemptions/phase IV Motorola
Exhibit A-1 to Resolution 2008-017
NOTICE OF INTENT TO AWARD SOLE SOURCE CONTRACT
For Phase IV of the Deschutes County Sheriffs 800 MHz Radio System
The Board of County Commissioners of Deschutes County, Oregon, will consider whether
to award Motorola, Inc. the contract for the above -referenced project. The goods and
services to be acquired are:
Motorola radio repeaters, microwave channel banks, remote site controllers, 10 -channel
transmit combiner and receiver multicoupler, antennas, rubidium frequency standard and
GPS receivers, firmware and power supplies, including software, installation and
optimization of the network.
The Board of County Commissioners will decide whether the requirements to award the
contract to Motorola, Inc. based on sole source procurement are met.
This Notice is based upon Oregon Administrative Rule (OAR) 137-047-0275. Affected or
aggrieved persons may protest the County's intent to award the contract as sole source
procurement to the Board of County Commissioners of Deschutes County, Oregon, at
1300 NW Wall St., Suite 200, Bend Oregon 97701 within seven (7) days after the first
publication date of this Notice of Intent to Award Sole Source Contract. The seven (7) day
protest period will expire at 5:00 PM on Tuesday, February 11, 2008.
Any protest must be in writing and must include: a detailed statement of the legal and
factual grounds for the protest; a description of the resulting harm to the Affected Person;
and the relief requested.
If no timely protest is filed, this Notice of Intent to Award Contract becomes an Award of
Contract without further action by the Board.
Publication date: February 3, 2008
Leg a l/C&A/S h e riff/M oto ro l a
MOTOROLA
MEMORANDUM OF INSURANCE
PRODUCER
AON RISK SERVICES, INC. OF ILLINOIS
AON CENTER
THIS MEMORANDUM IS A MATTER OF INFORMATION ONLY. PHIS
MEMORANDUM DOES NOT AMEND, EXTEND OR ALTER THE
COVERAGES AFFORDED BY THE POLICIES BELOW.
200 EAST RANDOLPH STREET
COMPANIES AFFORDING COVERAGE
CHICAGO, ILLINOIS 60601
D/B/A Aon Risk Insurance Services of Illinois. CA License #0095623
COMPANY A LIBERTY MUTUAL FIRE INSURANCE COMPANY
INSURED
MOTOROLA INC. AND ITS SUBSIDARIES
COMPANY B LIBERTY INSURANCE CORPORATION
1303 EAST ALGONGUIN ROAD
COMPANY C
SCHAUMBURG, IL 60196
COMPANY D
COVERAGES
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDI 2ATED,
NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE M {Y BE
ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIOI S OF
SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
CO
LTR
TYPE OF INSURANCE
POLICY
NUMBER
POLICY EFFECTIVE
DATE (MM/DD/TY)
POLICY EXPIRATION
DATE (MM/DD/YY/)
LIMITS
A
GENERAL LIABILITY
-Commercial General
TB2-641-005169-077
7/01/2007
7/01/2008
GENERAL
AGGREGATE
$5,000,000
Liability
-Occurrence
PRODUCTS -
COMP/OP AGG
Included
PERSONAL &
ADV INJURY
55,000,000
EACH
OCCURENCE
$5,000,000
FIRE DAMAGE
(any one fire)
$250,000
MED EXP
(any one person)
$10,000
A
AUTOMOBILE
LIABILITY
AS2-641-005169-017 (Domestic Auto-
COMBINED
SINGLE LIMIT
$5,000,000
-Any Auto
All Sates)
7/01/2007
7/01/2008
BODILY INJURY
(per accident)
BODILY INJURY
(per accident)
PROPERTY
DAMAGE
GARAGE LIABILITY
AUTO ONLY
(each accident)
OTHER THAN
AUTO ONLY
EACH ACCIDENT
AGGREGATE
EXCESS LIABILITY
EACH
OCCURENCE
B
WORICERS
AGGREGATE
B
COMP &
EMPLOYER'S
LIABILITY
WA7-64D-005169-087 (Deductible)
WC7-641-005169-097 (Retro)
7/01/2007
7/01/2008
}{
WC States
tory limits
EL EACH
ACCIDENT
$1,000,000
EPPOLICY LIMIT
$1,000,000
OTHER
EL DISEASE —
EA EMPLOYEE
$1 000,000
FOR INFORMATIONAL
-
PURPOSES ONLY