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BOOK. 94 FADE 991 The 800 MHz system is also being considered as a means of enhancing the public access channel broadcast capability by utilizing its microwave video transmission capability and the numerous T-1 circuits which will provide over one thousand voice grade telephone or data circuits. In this vein, staff wrote to Motorola, E.F. Johnson, and Ericsson GE on January 12, 1995, asking each of the three major communications system vendors to provide Indian River County with copies of existing contracts with other Florida counties which had been executed for an 800 MHz communications system. The letter also inquired of each vendor if they would be willing to extend the same pricing in the existing contracts to Indian River County. A response was received from Ericsson GE on February 3, 1995, and this company was the only vendor that responded. Ericsson GE provided copies of both the Hillsborough County ($17 million) and Dade County ($38 million) contracts, with an offer to the County to purchase from either of the two contracts. After a response was not received from Motorola or E.F. Johnson, Purchasing Manager Fran Boynton -Powell sent a letter dated February 9, 1995, to the two vendors advising them that if they planned to submit any contracts for the County's review, they should have them delivered to the Purchasing Division not later than February 28, 1995. Letters were received from the two vendors as noted in the attachments below, but neither submitted a contract as requested in the correspondence. Staff is seeking authorization from the Board to negotiate with Ericsson GE as provided for in the policies and procedures of Article Six, Procurement of Service, of the Indian River County Purchasing Manual for procurement of an 800 MHz Communications System. Most recently, Volusia County utilized this method of purchase by negotiating a not -to -exceed $16.2 contract with Ericsson GE from the Dade County contract. The Director of Communications in Volusia County stated that the final costs for this project will be $14 million, and his county saved over $2 million in costs by utilizing this method of purchase as well as saving many months of time in the process. If the Board approves this approach to the procurement of an 800 MHz Communications System, the County Administrator will appoint a Negotiation Committee routinely and a meeting will be scheduled with Ericsson GE representatives to begin the process. ALTERNATIVES AND ANALYSIS: Given the fact that the total anticipated communications system cost for Indian River County is $3,841,800, staff does not anticipate that a major vendor will give the County the same level of equipment' pricing as that provided to Dade County for a $38 million dollar system or Hillsborough County for a $17 million dollar system. Therefore, staff feels that this approach would be prudent and cost effective in purchasing the communications system since Ericsson GE has offered the same pricing to Indian River County as was provided to the two large counties referenced above. RECOMMENDATION: It is recommended that the Board authorize staff to negotiate with Ericsson GE for the purpose of reaching a proposed agreement or contract for consideration by the Board for the purchase of an 800 MHz Simulcast Trunked Communications System based on the pricing provided under existing contracts previously bid with other governmental units. 44 APRIL 18, 1995